EMPLOYER/CLIENT FREQUENTLY ASKED QUESTIONS
Q. 1. How do I notify Taben that a QB (COBRA eligible employee or dependent) has terminated?
A. However you want to! The Taben Group will work hard to make this process simple and hassle free. You may notify us by mail, fax, e-mail or electronic file. You may also visit our web site www.Taben.com and notify us on line.
While many of our clients provide electronic files already in our system format, our IT staff will convert files produced by your HRI system if you prefer. We understand that our clients have limited IT resources and our goal is to be as easy to work with as possible.
Q. 2. What happens after I notify Taben?
A. We will immediately enter the information into our database and mail a “qualifying event notice” informing the QB of their COBRA rights. This letter will include the name, address and phone number of a specific Taben processor for them to contact with any questions they might have. A separate election form will be enclosed with instructions to mail the form to The Taben Group.
We understand that the faster your QB receives this letter the sooner they will begin contacting us instead of you. Therefore, our typical turnaround time for this initial letter is one day.
Q. 3. What about the HIPAA certification notice required at the same time?
A. Taben will produce and send the required HIPAA Certification Notice in the same envelope as the qualifying event notice. If a QB actually enrolls in COBRA we will also send an updated HIPAA Certification Notice when COBRA coverage ends. Taben provides this service at no extra charge to our clients.
Q. 4. Do the dependents of a PQB get a separate notice?
A. The Taben Group will send a separate COBRA notice each time we are notified that a dependent QB has lost coverage. This includes dependent children exceeding the maximum eligible age, divorcing spouses and spouses of deceased employees. As an extra protection we can also send a separate notice to spouses of terminating employees.
Q. 5. Who does the QB, their medical provider or health plan representative call with questions about COBRA?
A. It is our goal to be the primary contact for all COBRA related questions. Our processors work hard to solve problems so that you don’t have to get involved later.
We put our local and toll free phone number on all correspondence and each letter includes the name and direct extension of the processor actually doing the daily work. Our processors continually cultivate relationships with plan vendors throughout the country. A QB that may have gotten the “run around” from other plan vendors will discover that Taben is their advocate in solving problems that used to require your involvement.
Q. 6. What happens if a PQB ignores the COBRA notice?
A. A letter will be sent to the QB confirming that their right to elect COBRA coverage has expired. This notice will specify the date their “active” coverage terminated and will also include an additional HIPAA certification.
Q. 7. What happens if a PQB sends in the election form without any payment?
A. As per law, if an enrollment form is received without the initial premium payment, they receive an additional 45 days in which to pay all premiums (retroactive to termination date). Upon receipt of an enrollment form without payment, Taben will send out an enrollment confirmation letter notifying the QB that we received their form, as well as the specific date by which all back premiums must be paid to avoid termination. We also include premium payment coupons and remittance envelopes with this notice.
Should a QB fail to make payment by the deadline we follow the same procedure that we do for a QB who ignores the initial notice entirely.
Q. 8. When a PQB first elects and pays for COBRA, what does Taben send them and how does Taben notify me and my health plan vendors?
A. Upon receipt of an enrollment form and initial premium payment, our system will automatically produce and mail a confirmation letter, premium payment coupons and return envelopes to the QB.
A notice to each health plan elected by the QB is also sent out at this time. The notice to the carrier will include a copy of the PQB enrollment form containing any and all information the carrier might request in order to re-instate benefits.
Taben will provide reporting to you monthly (or more often if requested ) showing all elections, terminations, etc. This information is also available on line every day.
Q.9. After notifying them, what does Taben do to make sure that my health plan vendors actually “turn on” a PQB in their claims systems?
A. Depending on the size of the group, and the number of QBs enrolled, notification can be monthly, or weekly. With our large groups Taben sends weekly files in the specific file layout specifications to both health and prescription vendors. Smaller groups are normally handled via hard copy paper reporting either weekly or monthly as per your request.
If we receive a call from a PQB who is unable to access benefits, Taben will contact the vendor to determine why and work to resolve the issue for your PQB.
Taben also has on-line access to health care and prescription vendors allowing us to update their system directly.
Q. 10. What if a PQB is late making their payment?
A. The Taben Group follows the letter of the law, and will terminate benefits for anyone who does not make their premium payment on time, unless it is specifically requested otherwise, in writing, from the employer not to do so.
Q. 11. What if a PQB “bounces” a check to Taben?
A. Our system will notify any PQB whose premium payment is returned by the bank, or is short by a “significant amount”. The letter informs the PQB they have until either the end of the grace period, or ten days from the date of the letter, whichever is later, for replacement funds to be sent in order to avoid termination.
Q. 12. How often does Taben transfer the premium they collect from QB’s?
A. The Taben Group will remit to you ALL premium payments received each month, early the following month, or more often if requested.
Q. 13.Does Taben keep the 2% administrative fee collected from QB’s?
A. Generally no, except in specially negotiated contracts.
Q. 14. Can Taben keep track of different plans / rates from different vendors?
A. Taben’s COBRA Administration system is capable of tracking an unlimited number of plans and rates for each employer.
Q. 15. Can Taben report by branch?
A. Yes.
Q. 16. Can Taben administer subsidized rate programs such as the California State extension,
RIF/severance, early retirement, and other special programs that might precede or run concurrently with COBRA?
A. Taben’s system is capable of handling all types of subsidies, severance, retirement programs. Additionally, there are several mechanisms for dealing with individual state laws and requirements.
