For Group Administrators
- Q: I am a new Human Resources (HR) person handling the medical benefits for my company. How do I add myself as an authorized Group Administrator?
A: To add or remove an authorized Group Administrator, please complete a Group Information Change Form and send it to UHA. Please note that the form must be signed by a company officer or a person who is already an authorized Group Administrator. You cannot add yourself unless you are a company officer. If you are interested in signing up for access to our online portals (enrollment, bill view and/or bill pay) please complete an Online Authorization & Agreement Form.
- Q: How do I update my group's billing address, mailing address, phone number, or email address?
A: Please fill out a Group Information Change Form. The form must be completed and signed by an authorized group administrator. Once complete, please fax to 1-877-222-3198 or email to UHA's Employer Services or your Account Representative for processing.
- Q: When am I allowed to enroll an employee?
A: You can enroll employees during any of the following Qualifying Events:
- When a new employee is hired;
- Your group's annual open enrollment period;
- When an employee becomes eligible for coverage (ex: an employee goes from part time to full time status); or
- When an employee loses coverage elsewhere.
- Please note that enrollments & terminations must be received within 30 days of the qualifying event. Enrollments are always effective the first of a given month and terminations are allways effective on the last day of a given month.
- Enrollment forms can be faxed to 1-877-222-3198 or emailed to UHA's Employer Services. You can also sign up for Online Enrollment Services and enroll members 24/7 on our safe and secure portal.
- Detailed information about eligibility and qualifying events can be found in the Group Administrator Handbook.
- Q: How do I add an Eligible Dependent (employee's newborn child, adopted child/children, stepchild/children, newlywed spouse or civil union partner) to the plan?
A: To enroll an eligible dependent, please complete a Member Enrollment Form. The completed form and the appropriate documents should be submitted to UHA by the Group Administrator. Additions to your health plan must be enrolled within 31 days of births, adoption, marriage or civil union.
For more information regarding Eligible Dependents, please refer to your Group Administrator Handbook.
- Q: Are there deadlines for submitting changes to the group?
A: Changes to the group's benefits can be made each year during open enrollment. UHA will send a letter 60 days prior to your renewal date and changes are due at least 30 days prior to your group's renewal date. Please refer to the Group Administrator Handbook.
- Q: How long does it take to get a Member ID card?
A: Member ID cards are usually mailed within 5 business days after an enrollment or request for a card has been received.
- Q: How can an employee or their dependent(s) get a replacement Member ID card?
A: Your employee can:
- contact Customer Services
- or email UHA via our online form
- or complete and fax a Member Identification Card Request Form
- If they register for Online Member Services, they can print out a temporary ID card. UHA also offers a mobile app at m.uhahealth.com where you can access a mobile version of your ID card and other helpful features!
- Q: Will dependents receive Member ID cards?
A: Each subscriber (employee) is issued two UHA Member ID Cards. The cards list the name of the subscriber and each member's name. Please see question 5 for information on how to order additional UHA Member ID cards.
- Q: How do I terminate coverage for an employee or their dependent(s)?
A: A member's coverage can be terminated by using the Member Termination form. Employee eligibility under most medical benefits programs terminates on the last day of the month in which employment ends. Mid-month terminations or retroactive terminations will not be accepted.
- Q: I terminated an employee's coverage but now I need to reverse the cancellation. What do I do?
A: If you terminated an employee's coverage by accident, or circumstances have changed and they should not be terminated, you can re-enroll them with no break in coverage if the termination date has not yet passed. The quickest way is to re-enroll them is through UHA Online Enrollment or by sending in a manual Enrollment Form. If the termination date has already passed, please contact us at (808) 532-4000, extension 299.
- Q: I enrolled an employee for next month but it turns out he/she will not be eligible. What do I do?
A: Please complete a manual Member Termination Form stating the termination date as the day before coverage is going to be effective and send an email to UHA's Employer Services or via fax to 1-877-222-3198 with an explanation.
- Q: Until what age does UHA cover dependent children?
A: UHA will cover all eligible dependent children up until their 26th birthday. If an employee's dependent is certified as disabled, the dependent may continue coverage if UHA receives a completed Disability Certification Form.
- Q: My employee is Medicare eligible and will be going onto a Medicare plan and terminating UHA coverage, but his/her spouse is not Medicare eligible yet. Can the spouse keep UHA coverage?
A: Unfortunately, if the employee is not enrolled with UHA, spouses and dependents cannot keep UHA coverage.
- Q: My employee (or their dependent) has become Medicare eligible. Is there anything we need to do?
A:If any of your members become eligible for Medicare, please have them visit the Medicare website for information. Generally, signing up for Medicare can help the member reduce their out of pocket costs for medical services, especially when travelling outside the state of Hawaii.
- Q: How does UHA handle COBRA enrollment and billing? Does UHA bill the COBRA member directly?
A: Please refer to our special COBRA Information section.
- Q: Our company offers or will be offering both UHA 3000 and UHA 600, and our open enrollment period is coming up. How does an employee switch plans?
A: If an employee wants to switch between plans at the time of open enrollment, you can submit a manual Member Change Form or make the change via the Online Enrollment portal. If you are sending a manual form please send it to UHA's Employer Services or via fax to 1-877-222-3198. If you would like to conduct open enrollment sessions please make sure to contact your Account Representative and we will be happy to assist.
- Q: I did not receive my billing statement. Why?
A: It could be either of the following reasons:
- If your business moved recently, we may have your old billing address. Please see Demographic Changes for more information.
- If you are registered for Online View Bill access, paper billing statements will no longer be sent. UHA thanks you for joining in our effort to "Go Green!"
- Q: Why am I still getting billed for an employee I removed from coverage last month?
A: Because of the state's Prepaid Health Care law, UHA bills for premiums in advance. For example, the January bill is generated and sent in December. Any changes you make after the bill is generated will not show up until your next bill. For example, if an employee leaves on December 15th and you terminate his coverage, he will still appear on your January bill because the bill was already generated. The credit will appear on your February bill that you receive in January. For further assistance, please contact UHA's Billing Department at (808) 532-4000, extension 353.
- Q: What is the best way to send my premium payment to UHA?
A: There are several ways you can send your payment to us besides mailing it:
- UHA's Online Bill Pay portal
You can manually pay every month or set up scheduled monthly payments. If you aren't signed up yet, you can register by submitting the Online Agreement Authorization and Certification Form.
- Monthly Electronic Funds Transfer (EFT) Automatic Deduction (AD)
You can set up EFT by filling out the Authorization for Electronic Funds Transfer (EFT) Employer Group / COBRA Member Form and sending it to UHA's Billing Department. Withdrawals are processed on the 1st of each month.
- Direct Deposit into UHA's Bank of Hawaii account
Please contact UHA's Billing Department at (808) 532-4000, extension 353 for more information.
- UHA's Online Bill Pay portal
- Q: How can I find out if my payment was received?
A:You can check your group's account status using UHA's Online Bill Portal. The account balance is updated every 48 hours. You can also contact a billing representative at 808-532-4000 extension 353 to confirm whether your payment was received. Please have your group number, payment amount and check number ready. If you made a direct deposit for your payment, please have your receipt handy for reference.
- Q: Some of my employees want drug, vision and/or dental coverage, but others just need medical. Is it possible to have more than one benefit option?
A: It is important that you are aware of the requirements of the Hawaii State Department of Labor and since January 2014, Health Care Reform will require some employers to provide certain minimum benefits to all eligible employees. Please contact your Account Representative or broker for more guidance.
- Q: Since the Hawaii state law only requires employers to contribute to the single medical premium, can I pass on the cost of the drug, vision and/or dental premiums to my employees?
A: We suggest contacting the Hawaii State Department of Labor for official clarification.
- Q: The Hawaii State Department of Labor said I need to have an HC-15 submitted to prove that we are in compliance. What do I do?
A: Contact your Account Representative to request that an HC-15 is submitted to the DOL for your plan. UHA will send the form to the DOL to verify your company's active contract for medical insurance.
- Q: How do I request a Schedule A/Form 5500?
A: Contact your Account Representative to request the document. Please be specific about the data period you are requesting and who UHA should send it to. A new request must be sent each year. Schedule A/Form 5500s will be made available at the earliest 120 days after the last day of the requested data period.
- Q: Does signing the Schedule of Benefits lock me into a 12 month contract? Do I have to wait until my renewal to terminate coverage?
A: Signing the Schedule of Benefits secures your rates and premiums for 12 months or the stated period of time. You may still terminate your contract before the 12 months are up, but there are some limitations and requirements. Please refer to Article 7 of your Standard Agreement for Group Health Plan for more details.
- Q: How do I sign up for online access? Are there limitations?
A: To sign up, please complete and submit an Online Agreement Authorization and Certification Form. The only limitation is that only one authorized user can have Full Access because "Full Access" includes Online Bill Pay.
- Q: How soon will I see the Enrollments, Terminations or Changes I made in Online Enrollment?
A: Online Enrollment takes two business days to reflect on the Online Enrollment site. For example:
- Tuesday – Enrollment Request entered in Online Enrollment
- Wednesday – Enrollment Request is submitted to UHA
- Thursday – The Member will appear in your Online Enrollment account. (The site takes 24 hours to refresh)
- Q: I'm having difficulties loggin into Online Enrollment/Online Billing. Who do I contact for assistance?
A: For assistance with logging into your Employer Portal, please call an Enrollment representative at (808) 532-4000, ext. 299.
- Q: What do I need to get a quote?
A: In order to receive a quote, please submit a completed Employer Application & Certification Form along with a completed Census Form. Census can also be submitted as an Excel file.
- Employer Application and Certification Form - Small Group
- Employer Application and Certification Form - Large Group
- Census Form - Small Group
- Census Form - Large Group (Excel)
Requests can be sent to Broker Services or via fax to 1-877-222-3198.