The FLORES & ASSOCIATES COBRA247 Administration service provides you with a cost effective means to satisfy your regulatory compliance requirements of COBRA (Consolidated Omnibus Budget Reconciliation Act) and the accompanying HIPAA (Health Insurance Portability and Accountability Act) certificate of credible coverage required for those participants or dependents that lose COBRA coverage.
FLORES will provide the employer with a turnkey record keeping service to properly administer the critical compliance components of their COBRA responsibilities including Qualifying Event Processing & Notification, Participant Billing & Collection and Initial Notification of COBRA rights. Using our on-line COBRA247.com web interface as a platform for compliance management, we will turn a cumbersome process into one that is easy to manage and one that is updated on a real-time basis through the use of email and scanning protocols. Below is a highlight of the processes involved for each of the major COBRA components.
Qualifying Event Processing & Notification
|
Client enters qualifying data into the system
(Must be done by 11:59 PM ET Thursday to be processed the following Tuesday)
|
| | Within 21 days of the event:
|
| Enters or updates name and address
|
| Selects the benefits that the participant can select
|
| Enters the date and type of the qualifying event
|
| Once a week (Friday)
|
| A full recap of the notices to be mailed the following Tuesday is e-mailed to the client for verification. The client has until the close of business Monday to make any necessary corrections.
|
| Once a week (Tuesday)
|
| The system generates qualifying event letters
|
| The letters and the completed envelopes (including postage meter stamp) are scanned
|
| The letters are mailed via certified mail but no return receipt, at the post office
|
| Participant Response to Letter is Received
|
| The returned letter and its envelope are scanned
|
| The acceptance or rejection information is recorded
|
| Flores notifies the client and carrier
|
| Undeliverable Letters
|
| Letters returned as undeliverable from the post office are scanned.
|
| The client is contacted for a corrected address.
|
| If a corrected address is available it is entered and the letter is reprinted with the next scheduled run.
|
|
|
| Participant Billing & Collection
|
| Monthly Billing
|
| Bills are generated for all COBRA subscribers on the fifth business day of the month
|
| Bills are mailed through US Mail
|
| The client is e-mailed a report recapping the billing
|
| Payments
|
| When payments are received the check, envelopes, and any correspondence are scanned and made available for view on the web site
|
| The payment information is entered
|
| Monthly Remittance
|
| On the Tuesday after the 12th day of the month a check and recap report are generated for the client including any checks received in the past month
|
| Check and recap report are mailed to client
|
| Late Payments
|
| One week before the invoice's grace period expires, a late payment notice indicating that coverage will be terminated without payment is sent to any participants with unpaid premiums.
|
| Two weeks after the grace period expires, if a subscriber’s payment has not been received a notification of termination letter is generated.
|
| An image of the notification letter is made available on the web site
|
| The notification letter is sent through US Mail
|
| A recap of these letters is e-mailed to the client each Friday
|
| Undeliverable Invoices & Letters
|
| Letters returned as undeliverable from the post office are scanned
|
| The client is contacted for a corrected address
|
| If a corrected address is available it is entered and the letter/invoice is reprinted.
|
|
|
| Initial Notification of COBRA Rights
|
| Client enters data into the system.
|
| Enters or updates name and address
|
| Enters the initial date
|
| Once a week (Tuesday)
|
| The system generates initial letters
|
| The letters and the completed envelopes (including postage meter stamp) are scanned
|
| The letters are mailed via certified mail but no return receipt, at the post office
|
) will serve as an easy to use on-line tool to assist you in managing your compliance responsibilities under COBRA. It includes the following features:
