Health Connector Policy: Premium Billing and Payments
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1 Health Connector Policy: Premium Billing and Payments Policy #: CM-3 Date revised: 11/4/2014 Category: Payment Effective date: 1/1/2015 Approved by: Ed DeAngelo Applicable to all Health Connector Products (Non-Group and Small Group Qualified Health Plan or QHP/Qualified Dental Plan or QDP) Payee Entity Individuals and families subject to premium may elect to pay the Health Connector or the issuer directly. Exceptions are ConnectorCare-eligible individuals/families who receive state financial assistance and small groups enrolled under the Standard Operating Model; those groups may only pay the Health Connector. Once the enrollee chooses the payee entity, that choice cannot be changed until the end of the plan year. Premium Billing Responsibility If the enrollee chooses to pay the issuer directly, the issuer is responsible for establishing a process for collection of premium payments. This process is to be compliant with the provisions of the Affordable Care Act and consistent with the Health Connector s processes. If the enrollee chooses to pay the Health Connector, the Health Connector s Customer Service Center is responsible for premium billing, processing payments and updating appropriate systems in accordance with the Health Connector s and Customer Service Center s internal policies and procedures. Initial Payment Process and Deadline Initial Payment Due Date for all non-group products is the 23 rd calendar day of the month before coverage effective date. Initial Payment Due Date for small group products varies by product type. Please see the Enrollment Timelines policy for the applicable initial payment due dates. 1 Paying the Issuer: 1. The Health Connector transmits daily to the issuer the enrollee s health plan and product selection as well as all other necessary information. 2. The issuer transmits to the Health Connector daily confirmation of payment receipt. 3. The Health Connector processes enrollment and transmits daily enrollment confirmation to the issuer. 4. The issuer effectuates enrollment daily, produces member ID number, and generates member packet and card mailing to enrollee. 1 of 5
2 Paying the Health Connector: 1. The Health Connector generates the initial bill and sends to the enrollee. 2. The enrollee pays the initial bill using one of the available payment methods. 3. The Health Connector processes enrollment and transmits daily enrollment confirmation to the issuer. 4. The issuer effectuates enrollment daily and produces member ID number and generates member packet and card mailing to enrollee. Ongoing Payment Process and Deadline The Ongoing Payment Due Date for all non-group products is the 23 rd calendar day of the month before the coverage month. Ongoing Payment Due Date for all small group products is five (5) business days before the first day of a coverage month. An enrollee must pay his/her monthly premium in full by the payment due date each month. Paying the Issuer: An enrollee must pay his/her monthly premium in full by the payment due date each month in accordance with the process established by the issuer. Paying the Health Connector: If the enrollee chooses to pay the Health Connector: The monthly bill is generated on the 1st of each month and sent to enrollee The monthly payment is due on the 23 rd calendar day of the month for all non-group products and 5 business days before the first of the next month for all small group products The monthly bill is for the next month's coverage Several payment methods are available: Payment via mail by checkor money order Payment by one time or monthly recurring Electronic Funds Transfer (EFT) using the Health Connector s secure online system Payment in person at the Customer Service Center by check or money order Payment via mail or electronically sent by the enrollee s bank or financial institution Payments are processed and credited to enrollee s account the same day they are received, provided the payment was submitted in accordance with the procedure established by the Health Connector. Payment Procedure If the enrollee chooses to pay the Health Connector, s/he must follow the procedure outlined below: For payments made via mail by check/money order: 1. Fill out check/money order completely and correctly 2 of 5
3 2. Make check/money order payable to the Health Connector 3. Include the detachable payment coupon located at the bottom of the bill; the coupon contains the account number which designates the plan payment should be credited to, i.e. medical or dental 4. If payment coupon is not available, legibly write account number in the memo field; account number designates the plan that payment should be credited to, i.e. medical or dental 5. Mail payment to the correct mailing address For payments made by one-time or monthly recurring Electronic Funds Transfer using the Health Connector s secure online system: Provide member entered exactly the same as on the eligibility application Provide correct bank account number and routing number Provide correct account number for each payment made Select last month for recurring electronic funds transfer (EFT) payment; the current month will be the first month by default For payments made in person at the Customer Service Center: Check/money order is accepted Check/money order procedure as described above applies Cash is not accepted For payments sent via mail or electronically by the enrollee s bank or financial institution: In addition to following all instructions and procedures of the bank or financial institution remitting payment, enrollee must provide correct account number with the payment; account number designates the plan that payment should be credited to, i.e. medical or dental If setting a recurring payment, enrollees are advised to set the payment date to 2 business days before the Health Connector s payment due date. Improperly submitted payments If the Health Connector receives a payment that does not contain sufficient or correct information on or with it and lack of information/incorrect information results in the Health Connector not being able to promptly and properly credit the payment to the enrollee s account, the payment may be not applied or applied late to the enrollee s account as a result of incorrect or missing information. In this case, enrollee s account will be considered delinquent and/or enrollee will be subject to disenrollment or enrollment will not be effectuated. Applying partial payments 1. Customers shall designate the account number that their payment should be credited to. When paying online whether by one-time or recurring Electronic Funds Transfer, the system will require such designation for each payment. When using other payment methods, the customer shall include either his/her detachable payment coupon located at the bottom of the bill or complete account number as described in the Payment Procedure section above. 3 of 5
4 2. Payments that are designated medical or dental plan shall be applied according to the specified designation. 3. For payments with no designation of allocation to medical or dental plan, the payments will be applied to fees first (if applicable), followed by the following application method: a. If the remaining payment is larger than the total of outstanding premiums on the oldest invoice, it is applied to both premiums. Any remaining payment amount will be applied similarly to the premiums on the next oldest invoice. b. If all outstanding balances are paid and credit balance remains, the credit balance will be applied when the next invoice is processed consistent with 3.a. above. c. If the remaining payment amount is less than the total balance (for the medical or dental plan) of the oldest invoice, but greater than the larger of the premiums, the remaining payment amount shall be applied to partially pay the remaining premium on the oldest invoice. d. If the remaining payment amount is less than the total balance (for the medical or dental plan) of the oldest invoice, and less than the larger of the two premiums: i. If it is greater than the amount of the lower premium, the payment is applied to that premium, with the remaining payment amount applied to the other premium on the oldest invoice with a balance. ii. If it is less than the amount of either premium on the oldest invoice, it is applied to the larger of the premiums on that invoice. Late Payments An enrollee must pay his/her monthly premium in full by the payment due date each month. A payment received after the payment due date is treated as non-payment for the purposes of effectuating enrollment, calculating delinquency status, and terminations for non-payment. A late payment may result in: The suspension or denial of claims by the issuer for healthcare services rendered for enrollee(s) Effectuating enrollment with a later effective date or not effectuating enrollment for enrolling individuals, families, employers or employees Returned Payments If an enrollee s payment is returned for insufficient funds, the Health Connector will process payment return and update appropriate systems. The Health Connector will notify the enrollee. If the enrollee is enrolled in monthly recurring EFT using the Health Connector s online system and a payment is returned for insufficient funds, the Health Connector will change the payment method for the enrollee to paper. The enrollee can establish a new recurring EFT at a later time. Returned payment will result in account delinquency. If so, the Health Connector will notify the issuer of the account delinquency status. The Health Connector may, in its sole discretion, charge the enrollee the fees that the Health 4 of 5
5 Connector is charged by its bank or financial institution for returned payments. The Health Connector may, in its sole discretion, request that enrollee pay by a bank check or money order in cases where an enrollee has had more than three (3) occurrences of returned payments in a ninety (90) day period provided that all three (3) payments were made by the same payment method. Charges and Fees The Health Connector is not responsible for fees charged by the enrollee s bank or financial institution. The Health Connector may, in its sole discretion, charge the enrollee the fees that the Health Connector is charged by its bank or financial institution. In this case, the Health Connector will notify the enrollee of such charges on the invoice generated in the billing cycle subsequent to the date payment was returned. The fee charged to the enrollee shall not exceed the fee the Health Connector is charged by its bank or financial institution. 1. Please reference the policy Enrollment Timelines (SB-6A) 5 of 5
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