COBRA Control Services, LLC

Introduction

Benefit Allocation Systems, Inc.(BAS) offers a broad array of online enrollment and benefits administration solutions coupled with HR/Benefits back office support services. One of BAS’ most important compliance services is its turnkey, complete COBRA administration.

Through its wholly owned subsidiary – COBRA Control Services, LLC (CCS) – BAS delivers state-of-art- automation to assure the timely and accurate administration of your COBRA compliance needs. And, since our COBRA administration is built on BAS’ proprietary MyEnroll.com enrollment and administration web portal. This means that whether you only use our COBRA administration services or expand to our full, online enrollment administration solution, all your data will be consolidated within MyEnroll.com’s one, powerful, 24/7 accessible database.

Standard Turnkey COBRA Administration

BAS standard COBRA/HIPAA administration includes all of the processes, through automation, needed to communicate, enroll/change/dis-enroll, bill premium, collect premium, and to generate reports.

• Initial Rights General Notices
• Qualifying Event Notice Services
• Continuation Election Processing
• Premium Billing, Collection and Remittance
• Communications Archive
• Automated Reporting
• Ad Hoc Reporting
• Notices Customization

Initial General Notices

Federal regulations require employers to provide employees who, within 90-days of becoming eligible for benefits, with a notice of COBRA rights. The recommended best-practice is to send this letter to the employees’ homes addressed with family members, if any, in mind.

BAS’ initial general notice processing provides employers with a choice between manually or electronically requesting BAS prepare and send such letters. Manually, You can use MyEnroll.com 24×7 to initiate the printing/mailing processing by simply selecting the employee in MyEnroll.com and choosing the function to generate the letter. Electronically, You can provide BAS with periodic payroll files (i.e., payroll files with new hire, updates, and termination information) and take advantage of MyEnroll.com’s automated Initial General Notice printing and mailing services.

Whether you choose to manually or electronically generate the initial general notice letters, BAS and MyEnroll.com prepare the letters, print and mail them. In fact, as MyEnroll.com generates the letters for printing, simultaneously, it stores an image of the letter for historical reference, and automatically emails a PDF version of the letter to the employer’s staff designee.

Qualifying Event Notice Services

BAS Qualifying Event Notice (“QEN”) service will provide you with a timely, accurate and verifiable solution for generating and mailing QENs. Once You initiates an employee into the COBRA process on MyEnroll.com, MyEnroll.com instantly generates a Department of Labor model QEN, stores a PDF copy in the database for archival instant retrieval, sends a PDF copy to the employer for verification, and prints a copy for BAS personnel to package and mail.

Each QEN includes language as required by Federal regulations. QENS also include instructions for electing COBRA. Printed QEN’s include a bar code on the cover that is scanned into MyEnroll.com to reconcile that the letter has printed and be placed in a mailing envelope. Each business day, BAS personnel take all of the day’s QEN’s to the post office along with a Proof of Mailing Ledger (a ledger listing all letters being mailed and includes the names, addresses of the addressees and another bar code). Upon returning from the post office, BAS personnel scan the ledger’s bar codes corresponding to each addressee to reconcile in MyEnroll.com that each printed QEN has been mailed.

BAS maintains an archive of the daily Proof-of-Mailing ledgers for future reference and evidence of mailing.

Continuant Election Processing

BAS collects all COBRA continuants’ elections, processes them in MyEnroll.com, and notifies as follows: (1) If the BAS is providing You with EDI/XML data exchange with the insurers providing COBRA benefits, then MyEnroll.com will automatically send new and updated COBRA elections directly to the insurers. (2) If BAS is providing you with Consolidated Billing and Premium Reconciliation services to the employer, then BAS’ personnel will process COBRA continuants’ elections and election changes through the insurers web portals. (3) If BAS is not providing services in (1) or (2) above, then BAS will notify you, immediately upon processing of new and updated elections. These notifications occur via email from BAS to the employer’s designee.

Premium Billing, Collection and Remittance

Once BAS processes a COBRA continuant’s elections, MyEnroll.com generates a billing coupon book that includes one monthly coupon for the aggregate of elected benefits plans. The booklet contains sufficient coupons for the number of months remaining in the employer’s plan year (calendar or fiscal). At the beginning of the next plan year, MyEnroll.com generates a new coupon book for each COBRA continuant. This separation in book printing helps alleviate continuants’ confusion between two plan years’ premium differences.

MyEnroll.com will automatically terminate a COBRA continuant (and provide dis-enrollment information as described above for election processing) who fails to pay the premiums due in the prescribed timeframe set forth by regulations.

Approximately 15-days following the end of each month, BAS will aggregate the COBRA premiums received from COBRA Continuants and forward them to the employer with a detailed accounting of the premium receipts for each COBRA Continuant.

Communications Archive

MyEnroll.com includes an online archive of all standard COBRA communications generated from its system. These documents include PDF’s of general initial notices, qualifying event notices, billing coupons, termination letters (for non-payment and end of term), and other notices MyEnroll.com generates as part of the COBRA administrative processes.

Automated Reporting

In addition to reports available through the MyEnroll.com Reporting Module, MyEnroll.com will automatically send You two monthly reports: (1) on the 16^th of each month, MyEnroll.com sends a report listing all COBRA participation (active and concluded). On the 30^th of each month, MyEnroll.com will send You a report listing currently active COBRA participants. Each report details information about the COBRA continuants, their benefit elections and corresponding premium amounts. MyEnroll.com sends these reports in PDF format via email to the employer’s designee.

Ad Hoc Reporting

MyEnroll.com offers a vast array of online census, coverage, enrollment, premium and other reports that users may run 24/7. These reports provide users with quick access to important information that are displayed as html pages, but, at the click of a button are downloadable into Microsoft Excel, instantly.

Additionally, BAS offers free report writing, so that users don’t have to learn a report writing toll and can concentrate on their regular duties and not be preoccupied with developing reports. Typically, BAS can provide new reports within 1-2 hours.

Notices Customization

Though BAS maintains a careful watch on changes in regulations and their affect on the model language for both general initial notices and qualifying event notices, some employers prefer that BAS use their specific forms for these notices. In these cases, BAS can replace its standard general initial and qualifying event notices with the employer’s preferred forms.