February 7, 2014

Welcome to the inaugural issue of our e-newsletter for SHBP Benefit Coordinators in payroll locations throughout Georgia. Each month, we'll provide benefit news and information to help you assist SHBP Members in your organization. We welcome your feedback and feel free to send any comments or questions to [email protected]. 

SHBP's NEW ADMINISTRATIVE SOLUTIONS TEAM
IS HERE TO HELP
 

 

With the implementation of the SHBP Enrollment Portal last fall www.mySHBPga.adp.com, a newly formed dedicated team of knowledgeable ambassadors stands ready to assist employer locations in managing their daily entries on the rules-based enrollment portal. Each employer has been assigned a work group from the SHBP Administrative Solutions Team (AST) to assist with online data and reports to support the timely collection and accurate payment of health plan premiums that help to sustain a fiscally sound and efficient health plan. AST promotes employer self-sufficiency by means of easily accessible, understandable and consolidated communications through a monthly SHBP e-Newsletter like this one.

 

AST may be contacted at 1-800-610-1863; when prompted, select 'employer services,' Monday through Friday, 8:30 a.m. to 5 p.m., ET.

SECURITY UPDATE:

SHBP ENROLLMENT PORTAL STRENGTHENS PASSWORD PROTOCOL

 

The SHBP Enrollment Portal through ADP has updated its security requirements. As a result, user passwords will now expire every 45 days, rather than every 180 days.     

For example, members whose passwords have expired as of February 1, 2014, will be prompted to create a new one the next time they access the SHBP Enrollment Portal at www.mySHBPga.adp.com.  Those with passwords that are soon to expire will receive a reminder notification upon logging in. 

SHBP 2014 REPORT CALENDAR

 

The SHBP 2014 Report Calendar contains the Payroll Location Billing Dates for 2014. It may be viewed on the SHBP Website at https://dch.georgia.gov/benefit-coordinators.  

KICK OFF THE NEW YEAR BY KICKING TOBACCO

 

Healthways administers the Be Well SHBP well-being program for the State Health Benefit Plan, including the Tobacco Cessation Program for plan year 2014. The 2014 plan year includes possible refund incentives for completion of the Tobacco Cessation Program. Every attempt to quit tobacco is worth the effort. Visit

www.BeWellSHBP.com to learn more and register online, or contact Healthways

at 1-888-616-6411.

DAILY DEDUCTION FILE:

WHAT IT INCLUDES, WHAT IT DOES NOT INCLUDE

 

An automated Daily Deduction File is used to automatically set up employee health deductions for employer locations. This process has replaced the process of using the Daily Proof Bill to manually set up health deductions.

 

The SHDAUPDT report is loaded to ViewDirect daily for non-PeopleSoft locations. Unlike the annual enrollment file processed in the past with one effective date, the report will now contain multiple effective dates based on employee transactions such as new hires and terminations. The report is formatted to allow loading directly into your payroll system. For PeopleSoft users, the Daily Deduction File is sent from SHBP to the State Accounting Office (SAO).

 

The Daily Deduction File will not include any recoupment of deductions due to missed or late entries for new hires or qualifying events, nor will it include any refunds. These occurrences should still be worked from the SHBP Proof Bill. Currently, aside from the new effective date reflected in the SHBP Enrollment Portal, employees will not receive notification of any required deductions to be recouped. SHBP and ADP are exploring the availability of customizing messaging to provide this information when a change is made. Should this messaging be implemented at a later date, you will be notified.

SHBP PREMIUM RATE UPDATES

FOR GROUP NUMBERS 49110 AND 49130

 

Effective February 1, 2014, SHBP's premiums for Blue Cross Blue Shield of Georgia (BCBSGa) Bronze -- Employee with Tobacco (Option B3 / Tier 40)in Group Numbers 49110 and 49130 have been changed and updated as follows:

 

Group Numbers Option -- Tier

Effective Dates for Premiums

Premiums

49110 and 49130

BCBS Bronze -- Employee with Tobacco

January 1, 2014 to January 31, 2014

$146.88

 

49110 and 49130

BCBS Bronze -- Employee with Tobacco

February 1, 2014 to December 31, 2014

$146.28

 

  

The SHBP Enrollment Portal has been programmed to support this premium rate update. 

 2014 FIRST QUARTER AGENCY TRAINING

 

Course Information 

Schedule Dates 

Agency Files

 

February 20, 2014
Host: Georgia Department of Community Health  
Date and Time:  
Thursday, February 20, 2014 10 a.m. - noon,  ET  
Event number: 668 543 166  
Event password: This event does not require a password.   
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To join the online event  
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2. Click "Join Now".

 

March 28, 2014

Host: Georgia Department of Community Health  
Date and Time: 
Friday, March 28, 2014 10 a.m. - noon,  ET 
Event number: 668 215 865  
Event password: This event does not require a password.

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To join the online event  
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2. Click "Join Now".

 

Qualifying and Pending Events

February 28, 2014

Host: Georgia Department of Community Health
Date and Time:
Friday, February 28, 2014 10 a.m. - noon,  ET
Event number: 668 430 875
Event password: This event does not require a password.

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To join the online event
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1. Go to https://dchevents.webex.com/dchevents/onstage/g.php?MTID=e7a612a883d7c4c319b47de8c21dcb0b3
2. Click "Join Now".

 

March 20, 2014

Host: Georgia Department of Community Health
Date and Time:
Thursday, March 20, 2014 10 a.m. - noon,  ET
Event number: 667 714 473
Event password: This event does not require a password.

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To join the online event
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1. Go to https://dchevents.webex.com/dchevents/onstage/g.php?MTID=e2eb29025d21740ec8886fb5bb0bbf669
2. Click "Join Now".

 

 

Reservations are not required to participate in any of the 2014 First Quarter Agency Training sessions.

NEW FAQs FOR BENEFIT COORDINATORS

Q.  For first-time employee users, is there a quick reference guide available?

A.  Yes. The quick reference guide is located on the SHBP website athttps://dch.georgia.gov/benefit-coordinators. The quick reference guide gives instructions for new user registration, how to enroll in health benefits, how to make changes during the year, and who to call when.

 

 

Q.  For non-PeopleSoft users, can you please review all of the files we should be sending to SHBP?

A.  Yes. The AUF (Add Update File) file is of major importance. With the new SHBP Enrollment Portal, agencies are required to submit a daily AUF file.

 

     The following changes were made to the SHBP file layout to include:

  • Address and email fields.
  • A new record type of 'MISC' to capture Miscellaneous Changes including updates to Name, Address, City, State, ZIP Code, Phone Number, Email Address, Hours Scheduled Per Week.
  • File layouts have been extended to include additional information: employee's email address, ethnicity and primary language.  
 

Q. After entering an employee's information, the new hire enrollment window did not open for the employee. Why not?

A.  For PeopleSoft locations, there is a Daily HR Data File sent to SHBP. After the file is processed, just like GaBreeze, the HR transaction initiates the enrollment process. The difference is that ADP will send an email instead of a piece of paper letting the employee know it's time to enroll. If the location is 'acting on behalf' of the employee, an enrollment window will not show until the data transaction is processed. 

 

This is also true for other locations without PeopleSoft HR. SHBP receives a daily HR data file (Add Update File -- AUF) from the location and once loaded, the employee receives an email to do their enrollment. The AUF is used to add or update member records.

 

Agencies (and staff) may not see the AUF updates in the SHBP Enrollment Portal because the transaction has gone onto an error report, not because the file or transaction was missed in loading.

 

AUF and Daily HR Data File submittal errors from the agencies are listed on the MEMS to ADP Report (SHERRADP) and posted daily to ViewDirect. Agencies must review the daily posting of the SHERRADP report. Listed errors must be corrected and resubmitted on the AUF file for resolution. If the member transaction did not load in the MEMS to ADP file, the agency must make a correction.

 

For additional information, please review the Agency File Uptraining presentation on Automated Agency Files posted on the SHBP website athttps://dch.georgia.gov/benefit-coordinators.

SHBP HEALTH PLAN RESOURCES/CONTACT INFORMATION

 

VENDOR

MEMBER SERVICES

WEBSITE

Medical -- Blue Cross Blue Shield of Georgia

 

Customer Service

 

Hours: 8 a.m. to 8 p.m. ET; Monday - Friday

 

1-855-641-4862

www.bcbsga.com/shbp 

Wellness -- Healthways

 

Customer Service

 

Hours: 8 a.m. to 8 p.m. ET; Monday - Friday

 

1-888-616-6411

 

Medicare Advantage (MA) plan members are ineligible for participation in Be Well SHBP.

www.BeWellSHBP.com 

Pharmacy -- ExpressScripts

 

Customer Service

 

Hours: 24 hours a day/

7 days a week

1-877-841-5227

 

The pharmacy benefit for Medicare Advantage (MA) plan members is provided through Blue Cross Blue Shield of Georgia, not ExpressScripts. Contact Blue Cross Blue Shield of Georgia at 1-855-322-7060.

www.expressscripts.com/GeorgiaSHBP 

SHBP Call Center

 

Hours: 8 a.m. to 5 p.m. ET; Monday - Friday

 

1-800-610-1863

 

(listen to the prompts, and choose employer services)

 

www.mySHBPga.adp.com 

ADDITIONAL INFORMATION

MEMBER SERVICES

WEBSITE

Centers for Medicare & Medicaid (CMS)

 

 

24 hours a day/7 days a week

1-800-633-4227

www.medicare.gov 

TRICARE Supplement

1-866-637-9911

www.asicorporation.com/ga_shbp 

PeachCare for Kids

 

1-877-427-3224

www.peachcare.org 

 

ENCOURAGE SHBP MEMBERS TO SCHEDULE

BIOMETRIC SCREENINGS NOW

 

As a Benefit Coordinator, you may receive questions from SHBP members about their biometric screenings. The information below should help.

 

What is a biometric screening?

During a biometric screening, a medical professional will collect several measurements -- such as height and weight -- and also take a sample of blood that will be used to determine cholesterol and glucose levels, triglycerides and other factors that can lead to lifestyle-related health complications. Because some risk factors may have no symptoms, members could be at risk without even knowing it. The Be Well SHBP biometric screening will help members understand the state of their health and well-being so that they can take the necessary steps to improve it.

 

What do you need to know right now?

Most important, you need to know where to direct members for complete information about the Be Well SHBP well-being program and how they can schedule their appointments. Luckily both answers are the same. Direct them to the all-new State Health Benefit Plan wellness program website located at www.BeWellSHBP.com. The scheduling tool link, along with a list of the upcoming screening events by region and location, is provided on the Biometrics Screenings page.

 

Here are the key highlights that all Benefit Coordinators should know: 

  1. The scheduling tool is located at www.BeWellSHBP.com/biometric-screenings/
  2. Screening events will begin February 27, 2014, and run until September 30, 2014.
  3. Members and covered spouses began scheduling their appointments on Monday, January 27, 2014; encourage your members to schedule now for the date/location convenient to them.
  4. All sites must have at least 75 scheduled appointments or the event will be canceled.
  5. Each event has a scheduling cutoff date of 10 business days before the event date. After the cutoff date, the event will no longer appear in the scheduling tool and no additional appointments can be made. The cutoff date is listed on the events by region and by location on the website.
  6. With more than 500 screening events, the Facility/Location drop down box in the scheduling tool will be long. Recommend that members use the event lists on the website to find their location name(s), then search for that name in the scheduling tool.
  7. Members will only receive HRA incentive dollars for completing a screening after they complete the Well-Being Assessment also found on the Be Well SHBP website.
Schedule your screening.

Take a minute right now to schedule your appointment  for an on-site screening. As a Benefit Coordinator, Be Well SHBP asks that you encourage the members at your location to schedule their screening appointments as well. Helping members in your location reach the 75-participant-required minimum 10 days prior to the event is a great way to support their well-being journey. 

SHBP ESCALATED CONTACT LIST (as of January 23, 2014)

ISSUE

PROCESS

EMAIL ADDRESS

Eligibility questions 
e.g. COBRA, age in to MA, surviving spouses, retirement

 

ALWAYS, refer member to www.mySHBPga.adp.com  FIRST

But, if member prefers, warm transfer member to 1-800-610-1863

www.mySHBPga.adp.com 

Dependent verification

ALWAYS refer member to www.mySHBPga.adp.com  FIRST

But, if member prefers, warm transfer member to 1-800-610-1863

www.mySHBPga.adp.com 

* Coverage Changes:  
o Additions/Deletions  
o Baby adds 
o Adoptions 
o Marriage 
o Divorce

* All Retirement Questions: 
o Member is about to retire and needs to know what to do 
o Member is retired but under 65 and about to become Medicare eligible

 

ALWAYS refer member to www.mySHBPga.adp.com  FIRST

But, if member prefers, warm transfer member to 1-800-610-1863

www.mySHBPga.adp.com 

* Retirees ONLY: All Demographic Changes: 
Address, DOB incorrect, etc.

 

ALWAYS refer member to www.mySHBPga.adp.com  FIRST

But, if member prefers, warm transfer member to 1-800-610-1863

www.mySHBPga.adp.com