As the Plan Administrator, you are responsible to ensure that each member applies for coverage in your benefit plan within 31 days of the member’s eligibility date. Enrollment can be done in three ways:
Enrol-ME Process
- Send the member an invitation to enroll in their benefit plan online using Online Enrollment Management, available from the Main Menu in WEBS™
- Employees can electronically sign (e-sign) their enrollments; if the members does not e-sign their enrollment card, print a copy and have the member sign it and securely file the original in your office.
- Once the invitation is created and sent, the member completes the enrollment and GroupSource assigns a certificate number. Your Billing Administrator receives an email that the enrollment is complete and will import the member’s enrollment into WEBS™ to be approved.
WEBS™ Process
- Have the member sit with you to answer all application questions as you complete the WEBS™ process for adding a new member. Refer to the WEBS™ Online Administration User Guide for complete instructions.
- At the end of the WEBS™ process, print the WEBS™-generated Enrollment Application for the member to sign and date.
- Securely file the original signed Enrollment Application in your office. GroupSource will require the original signed Enrollment Application to process any future claims for Life, Dependent Life, AD&D or ASI benefits.
Paper Process
- Provide the member with a paper Enrollment Card with instructions that they must return it fully completed in ink with signature and date.
- Use the information on the paper Enrollment Card to add the new member to WEBS™, or submit a copy of the completed Enrollment Card to GroupSource via WEBS™ file service, email, mail, or fax.
- Securely file the original signed Enrollment Card in your office. GroupSource will require the original signed Enrollment Card to process claims for Life, Dependent Life, AD&D or ASI benefits.
Note: The original Member Enrollment Card should be kept in your office in a very secure place, as it is an important legal document.
Tip!
You are responsible to ensure that each eligible member enrolls in your benefit plan within 31 days of the member’s eligibility date.
Each newly enrolled member must be provided their Booklet, oneCard, and Travel Assistance Program Card, if applicable. GroupSource will send an email when a new member has been enrolled so that you can print the card for the new member. A copy of the oneCard is available on WEBS™ as soon as GroupSource approves a new member, provided the member has satisfied their waiting period.
If the member does not complete, sign and date the Enrollment Card within 31 days of becoming eligible for coverage, they will be considered a Late Applicant. If a member is considered a late applicant, enrollment in the plan is not guaranteed. The member must apply for benefits by submitting an Evidence of Insurability Form, and the insurer reserves the right to decline enrollment in the plan. (See “Late Applicants” for more details)
If the member is not Actively at Work (i.e. sick or on an approved Leave of Absence) on the date of eligibility, coverage will be delayed until they return to active work. Complete a new enrollment card when the member returns to work, then submit it to your Billing Administrator with an explanation outlining the nature of the absence and the return-to-work date. The member’s coverage effective date will then be assessed.