Travis Software Official Blog

Hello again, and welcome back to Tuesday Tips! This month’s edition takes you step-by-step through the process of entering retroactive information in both our WebCOBRA and TravisCobra systems.

Occasionally, you might need to enter Participants into your system that have previously been on COBRA coverage and administered outside of WebCOBRA or TravisCobra. For instance, this could be the case in the event of a “Takeover” where a third-party administrator has gained a new client who was either administering COBRA for themselves or with another administrator previously.

To enter those participants with retroactive information, follow the applicable steps:

In WebCOBRA

1. Complete Steps 1-6 in the “Qualified Beneficiary Add Wizard” as you would when entering a new participant.

2. On Step 7 – Prior Activity, set the applicable radio button(s) to “Yes,” and enter the corresponding date(s) regarding QB Prior Activity:

• QB Has Enrolled, and has made payments thru – Enter the last day of the month the QB has paid in full. For example, if the QB is paid through March, enter 3/31/2012. If the QB has made a partial payment for a given month, an adjustment for the partial month will need to be entered on the QB ledger once the QB record has been created.
• Eligibility Notice has already been mailed – Enter the date the original Eligibility Notice was mailed. If the QB has not returned an Enrollment Form, the date entered will begin their initial 60-day Enrollment window.
• You have already received the enrollment form – Enter the date the Enrollment Form was received. If the QB did not return their initial payment with their completed Enrollment Form, the date entered will begin their 45-day payment window.
• You received an incomplete enrollment form – Enter the date an Incomplete Enrollment Form was received. WebCOBRA will create a line item on the QB’s history tab noting the date the Incomplete Enrollment Form was received.
• Do you want to print a Takeover Letter for the QB group – Select “Yes” to send the QB group a notice notifying them of the change in their continuation administration. The “Takeover Letter” is customizable and can be edited globally or per Client via the Internet Word Processor in WebCOBRA.

3. When you are done, click the “Save and Continue” button.

4. Review the QB Wizard Summary in Step 8, and click the “Save and Add QB Group” button at the bottom to complete the QB Add process.

In TravisCobra

1. Select the “Add PQB” button from the menu bar.

2. Enter the PQB’s Personal and Event Information, and assign Benefits.

3. Select the “Retroactive” button to enter PQB Retroactivity.

You will be directed to the “PQB Retroactive Add” screen.

• PRIOR COMMUNICATION
  • Eligibility Notification Sent – Enter the date the original Eligibility Notice was mailed. If the QB has not returned an Enrollment Form, the date entered will begin their initial 60-day Enrollment window.
  • Enrollment Form Received – Enter the date the Enrollment Form was received. If the QB did not return their initial payment with their completed Enrollment Form, the date entered will begin their 45-day payment window.

• FUTURE COMMUNICATION
  • Generate Enrollment Confirmation Letter – Select this option to generate an Enrollment Confirmation Notice the next time Auto-Processing is run.
  • Generate Premium Coupons – Select this option to generate Premium Coupons the next time Auto-Processing is run.

• PREMIUM ACCOUNT ACTIVITY
  • First Premium Paid in Full – Select this option if the PQB has returned their first full premium
  • Last Complete Premium Payment Received – If the PQB has paid through a certain month and/or returned their first full payment, enter the date the last payment was received.
  • Next Premium Payment Due – Enter the date the next premium payment is due. For example, if the QB is paid through March, enter 04/01/2012.
  • Current Account Balance – If the PQB has overpaid or underpaid for a certain month, the account balance can be adjusted with this field. If the PQB has a credit, enter a positive value. If the PQB owes an amount smaller than the premium for the prior month, a negative value should be entered.

4. Click “OK” when you are done entering this information.

5. You will be directed back to the main “PQB Add” screen. Click the “OK” button to complete the PQB Add process.