Requests to Insurers

Verify Carrier Contacts

Verifying and setting up Carrier Contacts prior to creating a request is an optional step.

If you set up carrier contacts and denote them as contacts for specified lines of coverages or market sizes, those contacts automatically appear in the request. If you don't have them, the contacts can be manually added within the RFP.

1. Log on to BenefitPoint as a Broker user.
2. On the top navigation menu, click Carrier Contacts.
   1. If your office uses All Contacts: From the Select List View, select All Carrier Contacts, and then click Update.
   2. If your office uses My Contacts: From Select List View, select My Carrier Contacts, and then click Update.
3. Click the appropriate contact name to verify that the Contact Assignment(s), Market Size and Plan Type(s) fields are specified to ensure correct pre-population of the Request Invitation page.

For easier contact maintenance, copy carrier contacts from All Contacts. If the contact is later updated in All Contacts, it is automatically updated for everyone in the office.

Set Up My Carriers

You can select and the carriers that you work with before creating a request. This is an optional step.

1. On the top navigation bar, click Requests.
2. From the Requests submenu, click Request Settings.
3. From the Request Settings page, select the appropriate Available Carriers.

To select or deselect multiple options, hold the Ctrl key while clicking your choices.

4. Click Save to add the carrier(s) to the Selected Carriers list.

Select all the carriers you work with most often including Medical, Dental, Vision, Life, and Stop Loss.

5. To remove a carrier from My Carriers, select the appropriate carrier in the Selected Carriers list and click Remove.
6. Click Save to save the frequently used carriers.

Review and Update Account and Plan Information

Prior to creating a request, it is a good business practice to review and update all account and plan information.

1. On the top navigation bar, click Accounts.
2. Locate the Account you want to review and update.
3. Using the Action drop-down list and select Service Info.
4. Check that appropriate people are set up in the Account Team Member List. Within a request, you may assign account team members as request contacts for the carrier.
5. On the top navigation submenu, click Plans to verify and update plan details.

You can leverage current plans within a Request to expedite the creation process.

Gather Attachments

Having all your attachments ready ensures an easier request process. These attachments can be quickly tied to the Requests you build for this account. This is an optional strep.

1. On the top navigation bar click Accounts.
2. Locate the account you want.
3. From the Action drop-down and select Attachment to verify and update files associated with the account.
4. Click Upload. The Add Files window appears.
5. Click the Add Files button or Drag and Drop your files to the Upload Files window.

Drag and Drop attachments is only available in IE10 and IE11. If you are still on IE9, you will see the previous functionality.

6. Enter the appropriate Description, and select a Typefrom the drop-down for each file added.
7. Click Upload.
8. When the files are uploaded click Close.

When uploading into a request, you will have to go into the carrier invitation to select to share any attachments with that carrier.

Create a Request

1. Log on the BenefitPoint as a Broker user.
2. On the top navigation bar click Accounts. A list of all accounts appears.
3. Locate the account.
4. From the Action drop-down list select Requests.
5. Click Tasksand then select Create Request.
6. Enter a description in the Request Description field.
7. In the Effective Date field enter the effective date, that is, the date on which the coverage begins. The date must be later than or on the same day as the due date.
8. In the Due Date field, enter (or select) the due date, that is, the date before which the carrier must respond.
9. Click Next.

Complete Plan Designs List

1. Click Add Plan Design.
2. From the Plan Type drop-down list to select a plan type.
3. Enter or choose the appropriate Plan Name, Select Attribute View, Benefit Attributes, Estimated Number of Eligible Employees, Requested Funding Type, and Requested Rate Tier.
4. Click Next.
5. In Benefit Summaries, if there are no changes, click Next. If you want to make a change to the benefit summaries, use the Action list to select View or Edit.
6. Make your changes, click Save, and then click Next.

Benefit Attributes can be copied within a request, just as they are within the plan.

7. On the Request Details page, enter the appropriate information in the Plan Name, Market Size, States, Minimum Group Size Requirements, Maximum Group Size Allowed, General Plan Exclusions/Limitations, and Customizations fields, and then click Next.
8. On the Eligibility Rules page, choose either Add Eligibility Rule or Copy Eligibility Rule.

If there is no Copy Eligibility Rule, you must select Add Eligibility Rule. This simply means there is no prior eligibility rule setup.

9. On the Eligibility Rule Details page, complete all required details, and then click Save & Return.
10. Click Next.
11. On the Contributions page, select either Add in the Add Contribution Schedule section or choose Copy in the Copy Contribution Schedule.

If there is no Copy Contribution Schedule, you must select Add. This simply means there is no prior contributions schedule added.

12. Complete all the required fields and click Save and Return, and then click Next.
13. On the Rating Information page, verify the information; if changes are required click Edit and then click Saveor if there are no changes click Next.
14. On the Assumptions General Eligibility page, enter the required information.

At this point you have the option to choose what you want to do next.

At the bottom of the page you can choose to Go to Plan Designs List or Attachments, and then click Next.

In this instruction, we have chosen Attachments.

Complete Request Attachments

1. On the Request navigation menu, click Request Attachments.
2. Click either Assign an Existing Attachment (already attached at the account level) or Add a New Attachment.

The Assign Existing Attachment section is only available if the account has existing current attachments.

3. If using the Assign an Existing Attachment, select the attachment Type and Description and click Assign.
4. Click Next. You have now completed the Plan Designs list.

Complete Invitation List

1. On the left hierarchy select Invitations List, and then click Add Carrier. A list of all available carriers appears.
2. From the Available Carriers list, choose the carriers you want, and then click Add to the Selected Carriers list.

If a renewal plan was included in the RFP, the incumbent carriers will already be on the list page.

3. If you already set up My Carriers under Request Settings, those carriers are already pre-selected. Click Next.
4. If Renewing Current Plan make the appropriate selection.

Here you have the option to Go to Next Carrier or to Go to Share Plans.

In this instruction we chose Go to next Carrier. You must complete step 4 for each carrier added. When all carriers have the appropriate plan selected. Each carrier must have a contacts information completed. Click the Add button to add a contact.

Click Next.

5. In the Share Plans page, choose a carriers from the Available Carriers list and move them to the Selected Carriers list.
6. Click Next.
7. The carriers selected will appear with available Line of Coverage and Years sections, make the appropriate selections, and then click Update. A list of all matching plans appears.
8. Select the appropriate plan(s) and click Next.

The selected plans will be saved to the selected carrier's invitation. Here you have the option to choose what to do next? Go to Organization Information or Select carriers to share additional plans.

In this instruction we chose Go to Organization Information. Click Next.

9. On the Organizational Information page, select the information you want to share, and then click Next.

Here you have the option to choose Go to New Business Instruction or Go to Renewal Instruction. Make the selection suitable to your request.

In this instruction we chose Go to Renewal Instructions. Click Next.

10. On the Renewal Instructions page, enter instructions, if applicable, and then click Next.
11. On the Request Contact page, ensure the Primary Contact information is accurate, and then click Next.
12. If there are additional contacts, click the Add button and then click Next.
13. In the invitation list, check mark the Invite box for each carrier and click Invite.

If there is no Invite checkbox or a preview link, go back to your Invitation List and ensure there is a contact included for each carrier selected.

The request status changes to Invited.

View and Manage Requests

After the invitations are sent you would then await responses from the Carriers. There are four ways to monitor and view Requests :

1. On the Home Page, the Requests Overview provides a quick way to view Requests with a Due Date of Today, or Requests where the Due Date is Past Due. You can also display Requests where a Response has been received and view any messages that have been received from other team members or carriers (if carriers are logging into BenefitPoint) in respect of the Request.
2. From the top navigation bar select Requests. This will display Requests that meet your Select List View filter.
3. In an Account Summary, the top navigation submenu, click Requests for information on requests related to the particular account.
4. From the Accounts List, use the Action drop-down list to select Requests.

Carrier Response

To enter Carrier Responses:

1. Log on to BenefitPoint as Broker user.
2. On the top navigation bar, click Requests.
3. Select the Requests # link to open the request.
4. On the left hierarchy click Invitations List.A list of all carriers invited for this request appears.
5. Locate the carrier to enter responses.
6. From the Action drop-down list select Enter Carrier Response.
7. Select response action Add Rates, Enter Plan Design Edits, Enter Offline Response Details, Decline Plan or Suggest an Alternate Plan.

In this instruction, we chose Add Rates.

8. Click Next.
9. From the drop-down Select Plan Design and click Next.
10. In the Rates page, click the Add Rate link. The Add Rate page appears.
11. Enter rates in the Rate Details section and click Save.The rates page within Requests appears.
12. Select the Accept Rate check box.

Here you can choose what to do next? Return to Request Responses or Accept & Finalize Plan.

For this instruction we chose Accept & Finalize Plan.

13. Click Next. The Finalize Responses page appears.
14. From the Origination Reason drop-down select the reason. Depending on your selection more fields appear below.
15. Click Finalize.
16. From the drop-down select Accept or Decline and click Save.

 

The following steps show how to compare rates once you get a carrier response in a request.

Compare Request Rates

Rates usually pull from the Plans page.

1. Log on to BenefitPoint as a Broker user.
2. On the top navigation bar, click Accounts. A list of all accounts appears.
3. Locate the account you want.
4. From the Action drop-down list select Requests. A list of all requests for the account appears.
5. Click on the Request link you want to view. The Request Details page appears.
6. On the left navigation click Compare.
7. Next select the Comparison Type and Rate Type and then click Next. The available rates appear.
8. In the Select column check mark the rates you want to compare and click Add. The Rates now appear in the Selected Rates section.
9. Click Compare. The comparison page now appears.
10. Click View Excel to download the comparison.

Compare Plans

1. Log on to BenefitPoint as a Broker user.
2. On the top navigation bar, click Accounts. A list of all accounts appears.
   Locate the account you want.
3. From the Action drop-down list select Requests. A list of all requests for the account appears.
4. Click on the Request link you want to view. The Request Details page appears.
5. On the left navigation click Compare.
6. Next select the Comparison Type and Plan Type.
7. Click Compare. The compare options appear on the right.
8. Using the Comparison Type and Plan Type drop-down lists make appropriate selections.
9. Click Next.
10. Using the Select List View drop-down list select Current.
11. Using the Request # drop-down list make an appropriate selection.
12. Click Update.

You can archive a Request once the Request has the status Response accepted. That option can be seen on the Request list pages. You can archive from either the Account Level or from the top navigation bar within BenefitPoint.

Follow the steps below to archive a request:

1. Log on as a Broker.
2. Click Accounts in the top navigation bar to display the account list.
3. Locate an account then select Requests from the Action drop-down list.
4. Make sure that the request status displays as Response Accepted.
5. Under the Action column click Archive.
6. When the confirmation message appears, click Yes.

You can also archive requests by using the Request option in the top navigation bar. Click it to display a list of requests, then locate the request you intend to archive. Click Archive from the Action column then confirm the archive action.