AARP Medicare Supplement Program. Information Guide. Alabama Launch. 1 For internal use only

Transcription

1 AARP Medicare Supplement Program Information Guide Alabama Launch 1

2 Table of Contents How to enroll with Healthy Contributions AARP Medicare Supplement Program at a glance Fitness Incentive Program Procedures Typical Processing Timeline....8 Healthy Contributions Fee Structure Cancellation Policy Information Club Marketing Guidelines.. 11 Program FAQ s..12 2

3 How to enroll with Healthy Contributions To enroll as a participating location for a reimbursement program processed through Healthy Contributions, you will first need to set up with Healthy Contributions. To begin, visit and select the enroll icon on the top right hand side of the page. The first step reflects general information about your facility such as address and a primary contact. Please know that a valid address is required to continue on to step 2. 3

4 Below is step 2. In the box, please type in AARP Med Supp as the plan you wish to participate in. Next, you will create a preferred username and password. These credentials will be verified with you in a confirmation that you will receive from Healthy Contributions upon the completion of your portal. The username must be an address and password must be at least 8 characters and contain at least 1 number and 1 letter. Step 3 will ask for the club s banking information for the automatic withdrawal of monthly fees and for the direct deposit of funds earned. Healthy Contributions requires an account and routing number from a checking or savings account. Please see the Healthy Contributions Fee Structure on page 9 of this document for details. 4

5 Finally, step 4 provides you with the terms of the agreement for Active Club Status. Please review these terms carefully and contact Healthy Contributions with any questions. Lastly, on the very bottom, an electronic signature is required. Also, please check the box indicating you have read and understand the terms and conditions. Then, select the submit button. Upon submitting the completed application, you will receive an automated confirmation where you will be able to review your submission and save the completed contract for your records. A second confirmation will be send from a Healthy Contributions account manager within 24 hours confirming your username and password. The will also contain detailed instructions on how to navigate through the Healthy Contributions website, add new members, and report monthly usage. 5

6 AARP Medicare Supplement Program: At a Glance Program Name(s): AARP Medicare Supplement Plan insured by UnitedHealthcare Insurance Company program for seniors 65 and older. Sample Confirmation Letter: AARP Medicare Supplement Program members will need to print off or have the letter mailed out. Please have the member call the number below. AARP Medicare Supplement Program members can call the number below to have their Confirmation Letter mailed TTY 711 Monday-Friday 7a.m. 11p.m. EST Saturday 9 a.m. 5p.m. Sunday: closed Who is eligible: Processor Contact: Healthy Contributions info@healthycontributions.com Fax: Beginning January 2016, only plan holders of an AARP Medicare Supplement Plan insured by UnitedHealthcare Insurance Company in Alabama will be eligible for the AARP Medicare Supplement Program. The program sign up is for each person individually. Each AARP Medicare Supplement Program member will need to have their own agreement at your fitness facility. Community Events The AARP Medicare Supplement Program works with their partners to drive awareness about club participation. Beyond listing your club as a participant on their website, they host community events. Your club may be asked to host a community event. AARP Medicare Supplement Program representatives will work with each participating location to establish the details of the event. No exclusivity The AARP Medicare Supplement Program does not require exclusivity from other Medicare Supplement programs. Participating clubs are welcome to participate and accept other Medicare programs and their members. 6

7 Fitness Incentive Program Procedures Facility Responsibilities: Enroll with Healthy Contributions at Retain a copy of electronic Healthy Contributions Program Agreement in a secure place. Make a copy of each member s confirmation letter for reference and store in secure location. Enter all member demographic and confirmation number into Healthy Contributions. Between the 1 st through the 5 th of each month, report monthly utilization records to Healthy Contributions. Correct any false demographic or fitness incentive provider information based on monthly return reports promptly to safeguard proper payments. Resubmitting Past Usage Information: You may resubmit a member s past usage at any time during the month. It will be submitted with the next month s file submission. (Example: resubmit for December s usage on February 10, it will be submitted with February s file submission through the 1 st and the 5 th of March.) The AARP Medicare Supplement Program will only accept resubmissions for up to 2 months. Please know that it is always up to the program provider to approve or deny any resubmissions. Viewing and confirming monthly Return Reports: It is REQUIRED that on or after the 25 th of EACH month, the facility logs in to and views the return report. Verify information as necessary on the online return reports. Correct any incorrect information, paying special attention to all members that the club was not paid for if the member had visits, and make resubmissions as necessary. Reimbursements: Healthy Contributions will directly receive fitness plan funds and will disperse them directly to the club s bank account on or after the 25 th of each month. Program Fees: Following program reimbursements, fees will be assessed and extracted for that processing period. Statement reports can be accessed at Changes, Corrections and Deletions: The facility is solely responsible for any changes, corrections and deletions made to member demographic and fitness incentive insurance information. Cancellation Policy: Please see specific program information noted under Cancellation Policy Information in this document. 7

8 Typical Processing Timeline Member Exercise Period 1 st end of month Members work-out periodically throughout the month. Clubs receive payments based on individual member s usage, as detailed in the Optum Agreement. Usage Submission 1 st 5 th of month Member utilization records should be reported to before the 5 th day at mid-night. Also during this time, you may enter any resubmissions you might have following the resubmission guidelines. Following submission, usage files are transferred by Healthy Contributions to the AARP Medicare Supplement Program for processing. Data Exchange 6 th End of month Healthy Contributions submits one completed usage file to program provider by the 6 th of the month or the next available business day. The AARP Medicare Supplement Program reviews the usage file. The usage file is returned to Healthy Contributions with status codes by the end of the month or the next available business day. Reimbursement On or after the 25 th of month Clubs receive payment based on the criteria and payment schedule outlined by the Optum Agreement. Return reports are made available to your club for reconciliation. Resubmissions Can be entered any time throughout the month The AARP Medicare Supplement Program will only accept resubmissions for up to 2 months. For example, resubmissions for the month of April must be entered into the HC website by July s submission (the 1st-5 th ) period. April resubmissions will not be accepted after July and the club will not be paid for those visits. Additional information, detailed instruction sheets, tutorials, and walk-throughs are available upon request. 8

9 Healthy Contributions Facility Fee Structure These fees are subject to change at the discretion of Healthy Contributions. Direct Deposit to facility Remitted by Healthy Contributions Monthly Program Participation: This fee is assessed per fitness incentive program submitted each month. Monthly file submission is mandatory. Initial Member Enrollment & Health Plan Modifications Member Entered by the facility through Return Reports: Return Reports accessed by facility through Processing & Transaction Fees: ACH deposit to member s bank account. Usage Entry: Submitted by facility through Monthly Maintenance Fee: This fee is assessed per member on the facility s Active Member list via the Healthy Contributions website. $5.00 Per Month, Per Fitness Center location $1.50 per New Member No charge $.25 per location, Per Month No charge $.15 Per member, Per Month on the Active Member list 9

10 Member Cancellations: Cancellation Policy Information Each facility is required to have prearranged member cancellation policy in place. It is important that the facility knows that they can only expect to receive a payment for the members visits that were made on the last month of their membership. Please ensure that the members stay in the Healthy Contributions web portal until the last month s payment has been received. Failure to adhere to this may result in non-payment. Facility Cancellations: If the facility no longer wishes to participate in the AARP Medicare Supplement Program with Healthy Contributions, the facility must submit in writing via to: info@healthycontributions.com, or fax to: their request to cancel. The Optum agreement requires AARP Medicare Supplement Program clubs to provide written notice to Optum of cancellation per the details outlined in the Optum agreement. If you wish to cancel; please provide a cancellation notice to Healthy Contributions in writing by ing info@healthycontributions.com. Healthy Contributions will send you a confirmation once approved. Please note that cancellation is not accepted until confirmation is sent back to club. The facility is responsible for notifying participating members of program cancellation. Facility Closures: It is the owner s responsibility to notify Healthy Contributions when the facility is closing. A 30-day notice is required. The facility must their closing notice to: info@healthycontributions.com, or fax to: Members can locate and re-enroll in the AARP Medicare Supplement Program at another participating location. Members can contact the AARP Medicare Supplement Program for a list of participating clubs in the area. It is the facility s responsibility to notify all members of the club closure. 10

11 Club Marketing Guidelines Marketing is an important part of operating a successful business, which is why we have included some tips on marketing the AARP Medicare Supplement Program in your facility. Use of logo information It is not advised to use the program provider s name, logo, or likeness, in circulars, advertisements, web content, or other forms of solicitation without the expressed consent of that particular program provider. If you have questions about marketing this program, please contact HC at or to info@healthycontributions.com. Inquire with prospective members concerning which insurance provider they currently have Prospective members may be intrigued to learn that your facility participates in the AARP Medicare Supplement Program. Word of mouth Be sure to thoroughly explain the program details to your members. The participating members will be your biggest advocate and asset! Encourage your AARP Medicare Supplement Program members to refer their friends and family to your club. Offer promotional Senior Friendly days Post fliers around your facility offering a day for members to come and learn about your facility. Offer small refreshments to those in attendance. Explain to those in attendance the importance of fitness and the benefits of choosing a healthy lifestyle. 11

12 Plan FAQ s Q: How can I tell if a member is eligible? A: AARP Medicare Supplement Program members must present a Confirmation Letter at the time of enrollment. If the member doesn t have one, please direct them to call to obtain a Confirmation Letter. Q: What can I, the club, charge the member for enrollment? A: See the Optum Agreement for club payment details. Q: What if I forget to enroll my member with Healthy Contributions? A: The member must be entered into Healthy Contributions in order for the club to receive payment. The club can enter resubmisson for up to 2 months missed. Please see resubmission details on page 8. Q: How far back can I resubmit usage? A: The AARP Medicare Supplement Program will accept up to 2 months of resubmissions. Please know that it is always up to the program provider to approve or deny any resubmissions. Q: Are the member s visits counted from when they began the program or by calendar month? A: They are counted by calendar month regardless of when they enrolled. Also, only one visit per calendar day will be counted towards the member s monthly visit total. Q: Will I be able to participate in other Senior Medicare programs? A: Yes, the agreement with Healthy Contributions and the AARP Medicare Supplement Program allows clubs to participate in other Senior Medicare programs. Q: What if a member of a different participating location wishes to enroll for an AARP Medicare Supplement Program membership at my location? A: If an already participating member from a different location decides they want to sign up with your club; they will have to cancel their membership with their current club and verify their change with an AARP Medicare Supplement Program representative; at The member must print off a new Confirmation Letter with a new Confirmation ID and present it to their new club. Without doing this, your club will not be recognized by the AARP Medicare Supplement Program and your club will NOT receive any reimbursements for this member s visits. 12