Welcome to GroupSource! We are pleased to have the opportunity to meet your benefit needs through our flexible product choices and create a WOW experience.
Important Information Every Plan Administrator Should Know
We have created this Plan Administrator Resource Center to help you understand how to administer the benefit plan your company has selected through GroupSource. Additionally, it will assist you in guiding your members through the various processes that will involve them. Your Booklet contains the details of all the terms and conditions of the benefits provided.
The information in this Resource Center does not override the terms and provisions of your Group Policy. You are responsible for administering your plan in accordance with the terms outlined in your contract. Your company may not have applied for all benefits described in this Guide, therefore, please refer to your Booklet for the actual benefits contained in your plan.
This Resource Center, along with an occasional reference to your Booklet, should provide sufficient information for most of your needs.
WEBS™ Online
WEBS™ is a secure, administrative website designed to help you, the Plan Administrator. WEBS™ is designed to simplify benefits administration by providing online access to view, add, or modify employee group benefits data, as well as view, print and download monthly billing statements, individual employee benefits profiles and employee OneCards.
- Use WEBS™ to review your plan design and employee coverage levels, update employee information, access certain forms, and to perform administrative tasks.
- Please refer to the WEBS™ Online Administration User Guide (on main menu screen) for step-by-step instructions and information.
- If you do not currently have access to WEBS™, and would like to add it, please contact your Billing Administrator.
Your Responsibilities as the Plan Administrator
As the Plan Administrator for your group benefits program, you maintain your employee records through our administration system, WEBS™ Online, and we produce your monthly billing statements accordingly. In addition, you are responsible to:
- Review monthly billings statements and ensure premium payment is made on-time and as billed;
- Report all new enrollments and terminations to GroupSource within 31 days of their effective date;
- Ensure that all applications and changes are completed fully and correctly, signed by the member and forwarded to GroupSource within 31 days;
- Ensure that all members are covered for the insurance to which they are entitled;
- Distribute plan Booklets and oneCards to eligible members; and
- Provide guidance when a member has a claim or has questions about their benefits.
Tip!
- Please provide GroupSource with all the necessary member information on a timely basis so we can pay claims and calculate your benefit premiums accurately.
- When corresponding with GroupSource, please include your company name and policy number in the communication.
- When corresponding about a specific member, please include the member’s full name and personal identification number (PIN).
Maintaining Accurate Records
The maintenance of accurate records for each member is a critical part of your role as Plan Administrator. You are responsible to:
- Keep the original signed Enrollment Card for each eligible member in a secure, accessible location (unless the enrollment card is e-signed through EnrolMe™).
- Securely store any legal documents pertaining to changes of beneficiary designation.
- Keep track of any disabled members who have qualified for Waiver of Premium, to ensure that records remain accurate. If the member’s status changes (i.e. member ceases to be disabled, or retires, etc.), eligibility for Waiver of Premium will be affected and GroupSource must be notified within 31 days of the effective date.
GroupSource will require the original, signed Enrollment Card (or WEBS™-generated Enrollment Application) in the event of a Life, AD&D, ASI, Dependent Life or Critical Illness claim. If the original cannot be produced, or if only a copy is available, the claim payment may be delayed, or paid to member’s estate instead of their designated beneficiary.
Tip!
At least twice per year, audit your Enrollment Cards to confirm that no eligible member has been omitted from enrollment in your benefits plan, as well as, remove any individuals who have ceased employment or are no longer eligible. Contact your Billing Administrator immediately if you find any discrepancies.
Reporting a Plan Administrator Change
If the responsibility for administration of your group benefits plan changes hands, please advise your Billing Administrator immediately. Please provide the full name and contact information of the new Plan Administrator with whom GroupSource should correspond.
Plan Cancellation
In the event that this group benefits plan is no longer required, GroupSource will require 30 days written notice of cancellation. All outstanding adjustments should be submitted prior to or along with the cancellation letter. GroupSource will perform a final Billing reconciliation.
Disclaimer!
This Resource Center is designed to assist you in the day-to-day administration of your group benefit program and and does not override the terms and provisions of your Group Policy. It includes many products that are offered by GroupSource, but not every product or benefit described here necessarily applies to your organization.