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MB-3109 - USA (Virginia) - Flexible Spending Account and Health Savings Account Administrative Services - Deadline June 6,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: MB-3109

Government Authority located in Virginia; USA based organization looking for expert vendor for flexible spending account and health savings account administrative services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide flexible spending account and health savings account administrative services.
A. Provide or make available high-quality FSA and HSA Administration services to participants.
B. Allow participants to continue HSA Administration services at the same group rate after they leave employment by paying the administrator and carrier directly.
C. Provide high quality, efficient program administration and services, including, but not limited to:
1. Compliance with HIPAA privacy and security standards and all other applicable HIPAA requirements.
2. Maintaining central account balances and membership files (including the identification number or other identifying number, dates of coverage, type of coverage, account balances etc.) for each covered participant.
3. Maintaining payment records.
4. Having the capability of wire transfer of funds, paying providers directly through debit card, provide state-of-the-art data tracking and claims payment services.
5. Provide the option of online services for eligibility, billing, enrollment, and member services.
6. Maintaining separate accounts or sub-groups as required by the county.
7. Prepare and send separate monthly billing to the county human resources department and the schools’ human resources department. Allow the county to pay monthly fees and other expenses as reflected in the county’s records (the county may not pay as billed) or at the county’s choice the county may self-bill. The county will audit bills and eligibility records quarterly and allow the offeror to audit records as necessary.
8. Have the capability to communicate, enroll and administer FSA and HSA services at competitive cost to the county.
9. Provide FSA and HSA debit cards directly to covered enrollees who elect the debit card option prior to the date of the program.
10. Provide detailed data required by the county’s consultant to support annual strategies and other reports upon request.
A. Provide an administrative procedure manual to the county to be used to administer the program, including necessary forms and instruction.
B. Meet with the group within ten (10) days after the notice of award date to review the FSA and HSA services, account administration, present the proposed communication material, and to jointly establish a preliminary implementation plan, open enrollment program and schedule.
C. Provide contractual documents necessary to quote this coverage no later than sixty (60) days after notice of award.
D. Provide open enrollment materials in hard copy and PDF format (at no cost to the County) for internet and intranet posting.
E. Provide staff to participate in annual open enrollment meetings, periodic on-site orientation meetings for new employees, and health fairs.
F. Process electronic eligibility and enrollments for the County.
G. Provide employee on-line enrollment capability.
H. Assist with periodic evaluation and bill reconciliation.
I. Designate a primary, dedicated customer service contact responsible for resolving problems, answering claims, eligibility and coverage questions and administrative or billing issues, and expediting services related to overall performance of the contract.
J. Provide an organizational chart and list of contacts (with phone numbers, email addresses,
departments, and titles) in relevant functional areas. Provide updates as changes occur within 10
business days.
K. Provide options for initial fund deposit method and contribution allocation method. This includes a timeframe for the HSA ‘black-out’ period when transferring current balances, along with communications to members advising them of the transition process.
L. Resolve 90% of employee enrollment and billing discrepancies within one billing cycle.
M. Provide an eligibility report in Excel format including the following fields: System generated participant number, first and last names, effective date, and premium amount.
N. Provide step by step employee communication instructions for activating HSA account.
O. Provide a toll-free customer service number, accessible beyond normal business hours (24-hour
access preferred) for all services offered.
P. Ability to interface with payroll needs as specified by the county.
Q. The county requests that the contractor’s customer service representatives respond to questions and resolve claim issues and problems directly with participants rather than referring the participant back to the county.
R. Provide detailed plan on communicating with county and employees when having the DHS documentation completed and signed by members for re-enrollment in the HSA.
(2) Contract term will be five years.

[C] Eligibility:

- Onshore (USA Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Thursday, 6 June, 2019

Category : Medical Billing and Coding

Country : USA

State : Virginia

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