Free COBRA/HIPAA Administration
For our clients who are required to provide Federal COBRA (20 + employees) benefits we offer at no cost to you web-based COBRA/HIPAA administration services through a special arrangement with Benefit Allocation Systems, Inc. (BAS).
The following summarizes the process and services BAS provides for COBRA Administration
Setup (Performed by BAS)
• Group Plan, coverage, rates and eligibility rules data collection & setup
• Employee data collection & upload
• COBRA continuants – Premium accounting & conversion
• COBRA continuants – New billing coupons generated & mailed
• Discover and document operating procedures for premium shortfalls, payment periods, etc.
General Notices (Required by regulation)
• Define & document letter generation rules
• Prepare automation rules and letter printing
• Same day USPS first class mailing
Qualifying Event Notices (QEN”) (Required by regulation)
• Automated QEN printing from client’s online data entry
• HIPAA Certificates provided automatically with QEN’s and upon request
• BAS back office mailing via USPS Proof of Mailing of QEN’s
• Automated tracking of 60-day election period
• Automated letter notification to Qualified Beneficiary when no election made by end of 60-days
• BAS back office support services for collecting and processing elections
• Automated generation & mailing of premium billing coupons upon election form receipt
• Automated tracking of 45-day first payment period
• Automated termination of COBRA coverage when payment not made or insufficient within required 45-days or subsequent 30-day grace periods
Premium Collection Services
• BAS lock box collection service
• Payment check, invoice, & envelope imaging
• Monthly premium remittance to client with detailed accounting
Reporting Services
• All COBRA correspondence emailed to client as PDF “backup”
• Biweekly COBRA activity log
• Monthly COBRA Continuants Coverage summary
• Monthly premium collection & remittance report
Key Features
• Bar Coded documents for printing & mailing confirmation reconciliation
• All documents instantly imaged for document archival and 24/7 online access
• QEN’s sent via USPS Proof-of-Mailing
• All database records date/time & user id stamped for audit purposes
• All document images retained online for 7 years and off line indefinitely
• Client’s HR/Benefits administrators have 24/7 access to all cobra accounts
The following summarizes the process and services BAS provides for COBRA Administration
Setup (Performed by BAS)
• Group Plan, coverage, rates and eligibility rules data collection & setup
• Employee data collection & upload
• COBRA continuants – Premium accounting & conversion
• COBRA continuants – New billing coupons generated & mailed
• Discover and document operating procedures for premium shortfalls, payment periods, etc.
General Notices (Required by regulation)
• Define & document letter generation rules
• Prepare automation rules and letter printing
• Same day USPS first class mailing
Qualifying Event Notices (QEN”) (Required by regulation)
• Automated QEN printing from client’s online data entry
• HIPAA Certificates provided automatically with QEN’s and upon request
• BAS back office mailing via USPS Proof of Mailing of QEN’s
• Automated tracking of 60-day election period
• Automated letter notification to Qualified Beneficiary when no election made by end of 60-days
• BAS back office support services for collecting and processing elections
• Automated generation & mailing of premium billing coupons upon election form receipt
• Automated tracking of 45-day first payment period
• Automated termination of COBRA coverage when payment not made or insufficient within required 45-days or subsequent 30-day grace periods
Premium Collection Services
• BAS lock box collection service
• Payment check, invoice, & envelope imaging
• Monthly premium remittance to client with detailed accounting
Reporting Services
• All COBRA correspondence emailed to client as PDF “backup”
• Biweekly COBRA activity log
• Monthly COBRA Continuants Coverage summary
• Monthly premium collection & remittance report
Key Features
• Bar Coded documents for printing & mailing confirmation reconciliation
• All documents instantly imaged for document archival and 24/7 online access
• QEN’s sent via USPS Proof-of-Mailing
• All database records date/time & user id stamped for audit purposes
• All document images retained online for 7 years and off line indefinitely
• Client’s HR/Benefits administrators have 24/7 access to all cobra accounts
