Latest revision as of 14:26, 28 April 2025

Subscribing to Events Notifications

HR Admin users can choose to subscribe to Admin Events notifications. This includes any coverages that are pending review for underwriting approval. Simply click Subscribe to Events Notifications to receive updates via email on a daily basis.

Agent Follow-up

The Agent Follow-up screen provides a way for administrative users to sign any forms that have been completed by employees but require follow-up and/or additional signatures.

Agent Follow-up is used for several purposes:

• Processing self-enrollments. Suppose the application form for a product requires an agent signature. If the employee is allowed to self-enroll in the product, the agent will not be available to sign the form when the application is first submitted. The application form will be held in a pending status by the system until an agent reviews and signs the application (after answering any required agent questions) on the Agent Follow-up screen.
• Tracking follow-up requirements. Suppose an employee must submit certain required documentation before enrollment in the Medical plan can be completed. For example, if the employee married recently, he or she may be required to submit a marriage certificate to Human Resources. In this situation a form is associated with the Medical plan instructing the employee to submit the required documentation. The enrollment in the Medical plan is held in a pending status until a user in Human Resources acknowledges receipt of the required documentation on the Agent Follow-up screen.

The Reprocess button allows you to re-process multiple plan applications after an agent is licensed if they were pended due to an agent not being licensed in that state. It simulates a completed enrollment of the items in Agent Follow-up. The Latest Upload screen will display the processing and any errors encountered.

Processing Pending Forms

1. Select Agent Follow-up from the Enrollment menu, or click the “Follow-up pending” number on the Welcome screen.
2. Click on the Employee ID of the individual whose forms you want to review and sign. After you select the individual, you will first see a summary of pending items. The screen is divided into two sections – plans and forms. The Plans section lists the plans for which there are pending requirements. The Forms section lists documents that need to be reviewed and signed.
3. If you do not wish to process forms for a given plan, uncheck the box next to the plan name. Note also any special instructions associated with the forms. If the requirement described in the special instruction has been satisfied, check the box next to the special instructions.
4. Click Next to review and sign documents. Note that certain plans require the agent to be licensed or appointed in the state in which the application is taken. The system will warn you if you do not have the necessary license or appointment. Do not sign forms for products in which a license or appointment is required if the system gives you such a warning. Many forms require the agent license or appointment number, and this information will not be displayed properly if you do not have a valid license or appointment.
5. Review and, if required, sign each document. The system will present any documents that were displayed to the applicant during the sign/submit process. For documents that do not require a signature, press Next. For documents requiring a signature, enter a PIN or a Topaz signature and click Sign Form. Click the Next button only if you wish to skip the form without signing it.
6. When the system displays the Benefit Verification, press Submit to complete the enrollment.

Once all forms have been reviewed and signed, and the Benefit Verification has been submitted, the system will update the coverage records to reflect the new benefit coverages. Any forms associated with the new coverages will be available for inclusion in a Form Transmittal report that includes the day on which the agent signed the forms.