Entering and Updating Benefits Personal Data in HRS
Overview
This procedure will cover how to correctly enter benefit personal data, which drives the ETF Health Interface for State Group Health. Benefits Personal Data is where information regarding Medicare, Other Health Insurance, marital status, and ETF Member ID are stored. All of this information should be regularly updated from the ET-2301 Health Insurance Application Form completed by the employee.Process Considerations:
- ETF requires these fields for accurate coordination of benefits. Critical fields include: Medicare, Spouse state employment, marital status, dependent SSNs, and other insurance information. Incorrect information will not only be reflected in HRS, but will be transmitted to ETF and the insurance vendors and may cause claim issues and/or delays in payment. Campus Benefit Administrators will need to do additional follow-up with an employee if information is not provided on the enrollment form.
- Employees may be enrolled in plans that they actually are not eligible for due to missing other health insurance or medicare information
- This screen must be updated whenever a new Health Insurance Application form is submitted by an employee.
- If you do not have security access to update this page in HRS, you will need to work with your HR Department to update specific fields to ensure accurate and timely information is submitted to ETF.
Instructions for Entering
1. Navigate to: Benefits > Employee/Dependent Information > Benefits Personal Data
2. Enter the Employee's ID and click the Search button.
Coordination of Benefits:
- The employee's ETF Member ID is listed here. This ID is ETF's 8 digit unique identifier for the employee in their database
- If applicable, mark if the spouse is also a state employee.
- Select 'Yes' or 'No' to Other Health Insurance.
- If 'Yes', then list all known information regarding the other insurance using the three fields: Insurance Company Name, Insurance Policy Number, Insurance Group Number
- This information can be found under the "Complete if you Have Additional Health/Coverage" information section 11, page 3 of the Health Insurance Application ET-2301 form as shown below:
Marital Status:
a. If applicable, provide Effective Date and Marital Status.
other health info Updating the Marital Status here will also automatically update the Marital Status found on the "Modify a Person" HRS page.
You can obtain the Marital Status information from "Applicant Information" section 1, page 1 of the Health Insurance Application ET-2301 form as shown below.
Benefits Personal Data:
a. This box can be ignored
Benefits Personal Data - Date Sensitive:
The Centers for Medicare Services (CMS) will be generating new Medicare Beneficiary Identifiers (MBI) for ALL Beneficiaries to replace Medicare A and B numbers. This includes all currently active, deceased, archived, and new recipients. CMS will begin issuing new, redesigned Medicare cards containing the NEW MBI numbers beginning April 1, 2018.
- If the employee is submitting a new Medicare Beneficiary ID (MBI) number, enter the information in HRS in the Alternate Medicare Number field. Please open a ticket to the UW Shared Services who will notify ETF.
You can obtain the Medicare information from the "Complete if you are Covered by Medicare, section 7, page 3 of the Health Insurance Application ET-2301 form as shown below.
4. Click the Save button
Instructions for Updating
1. Navigate to: Benefits > Employee/Dependent Information > Benefits Personal Data
2. Click the Correct History button
3. Enter the Employee's ID and click the Search button.
Coordination of Benefits:
a. The employee's ETF Member ID is listed here. This ID is ETF's 8 digit unique identifier for the employee in their database.
If applicable, mark if the spouse is also a state employee.
b. Please select 'Yes' or 'No' to Other Health Insurance.
- If 'Yes', then list all known information regarding the other insurance using the three fields: Insurance Company Name, Insurance Policy Number, Insurance Group Number
Marital Status:
a. Add a row. Change As of to new marital date. Change the drop down to new marital status (i.e. divorced, widowed, etc.).
b. Note the new "As of" date cannot be older than the current "As of" date.
Updating the Marital Status here will also automatically update the Marital Status found on the "Modify a Person" HRS page.
Benefits Personal Data:
a. This box can be ignored
Benefits Personal Data - Date Sensitive:
a. Add a row to add new Medicare information or to remove Medicare information. Leave the HIPAA Medicare Elig Reason fields blank.
If the employee is submitting a new Medicare Beneficiary ID (MBI) number, enter the information in HRS in the Alternate Medicare Number field. Please open a ticket to UW Shared Services who will notify ETF.
b. Change Effective Date to correspond to date that Medicare ends or new Medicare begins.
5. Click the Save buttonc. Remove Medicare Numbers and reasons if the employee is no longer covered by Medicare.
Additional Resources
Related KBs:
- Maintaining Person Data - Biographical Details in HRS
- Adding and Updating Dependents in HRS
- Adding Events to the BAS Activity Table in HRS
- Entering Health Benefits Data in HRS