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Group Administrator Toolkit

The Group Administrator Toolkit provides support with logging in, administration changes and the invoice. For more details please see the links below.

Logging In

You can access your log-in here.

New user IDs will be assigned to new Group Administrators.

You will be asked to enter your user ID and temporary password. This was sent to you in an email from [email protected]. Once you log in, change your password to something you will easily remember in the future. A confirmation will appear to confirm your password change.

After you accept the terms and conditions, you will be asked to set up “challenge questions” which will allow you to reset your password in the future.

If at any point you forget your password, enter your username and select the “Forgot Password” link. You will then be asked to answer the challenge questions you had previously created.

Group Administrator Portal

The upgrades to the Group Administrator Portal were made to allow for better functionality and more streamlined user experience. Your feedback will be important as we continue to develop updates and make improvements to this experience.

We’ve outlined a few of the improvements below, and more updates are on the way:

  • A new look and feel
  • Easy to navigate, user friendly
  • Enhanced reporting
  • An increase in real-time updates
  • Updated search features
  • Improved security features
  • New consolidated invoice

For Group Administrators with portal access, the best way to log in to our secure portal is by visiting medaviebc.ca, using Internet Explorer, Firefox, or Chrome.
Once logged in, you can quickly administer benefits, access forms, view publications and more.

Adding an Employee

Adding an employee can be done with a few easy steps.

  • Under enrolment, chose “Add Member.” You then fill in the form by choosing the Group, Policy, Division, Class and Plan that the employee should fall under and add their information.
  • If you had already started an enrolment process, but had not completed it, you can pick up where you left off within the Transaction Summary section.
  • When you have finished adding in your information, make sure to click “Save & Exit” to finish adding the member at a later time; or click “Next” to finish adding the member.
  • If an existing employee has a similar name and birthday, that member’s information will display along with the following message: “The following members were found that closely match the input you have provided.” This makes sure that a member isn’t added to the system twice. To continue adding the new member, click “Next.
  • You will then be taken to the Add Family Members screen, followed by the screen to Select Benefits, and the screens to provide occupation, beneficiary, and any Coordination of Benefits information from the employee’s enrolment form.
  • Once all of the information for the new member has been entered, the following message will display: “Please be aware that coverage amounts may be adjusted during the enrolment process if the request exceeds policy maximums.”
  • At this point, review the “Member Summary” and make any necessary changes. Once you are happy with the content, click “Submit” and then “Finish” on the Add Member Screen – Enrolment in Progress Screen

Updating Employee Information

You can update an employee’s personal information, such as name or address, by clicking the “update” button next to the appropriate section of information. A screen with input fields will appear.

It’s important to note that some fields, such as “permanent date employed,” cannot be changed on the portal at this time. Should you require a change for either of these sections, in Atlantic Canada or Ontario, you can call the Administration department at 1-888-564-2155; if in Quebec, you can call the Administration department at 1-800-456-6595 (option 3)

Family member changes

To make family member changes for an employee (such as updating marital status), click on the “update” button next to “other family members.

Click on the family member’s name, and the “update family member” section will open

To add a new dependent, click “add a dependent.

Student Updates

When the child is within 60 days of reaching the maximum age of becoming a minor, a checkbox titled Change to Student will appear.

If the dependent has terminated within 30 days of the maximum age of being a minor and will be attending post-secondary education within this timeframe, you are able to change relationship type to student within the “update family members” section.

All other dependent reinstatements can be sent to Medavie Blue Cross for processing.

To find an employee who already has benefits, under enrolment, choose, update/view member. From the member search screen, you can search for an employee by their name or certificate number.

  • To view inactive employees, check show all. For active employees, you can view by searching policy.
  • If you are looking to view an employee’s summary information, click on their ID number.
  • If the function is available, update buttons will display next to specific sections of information. Click the update button to change information in that section.

Steps to follow for member terminations

When terminating a member on Group Administrator Portal*

  1. Verify that the member’s current residential contact information is complete and up to date (address, phone, email)
  2. Enter the termination date
  3. Indicate the reason under cancellation reason
  4. Advise member that there are various options regardless of state of health

Provide the member with the correct Group Conversion Flyer for their location:

  • Atlantic provinces (Advise member they should contact Medavie Blue Cross within 60 days to avoid both lapse in coverage and waiting periods.)
  • All other provinces (Advise member they should contact Medavie Blue Cross within 30 days to avoid both lapse in coverage and waiting periods.)

*Important: Please ensure all information entered on GA Portal is accurate and current prior to terminating the member.

Our team at Medavie Blue Cross is dedicated to providing a user-friendly experience with our portal. Enhancements are being made to our new technology system, and while this takes place there are some temporary restrictions to portal functionality. These include the following:

Temporary Limitations on Group Administrator Portal

  • Members on a disability claim are not able to add family members
  • Add or maintain contingent beneficiaries

The above tasks can be accomplished by contacting MAAX Policy Administrators at [email protected]


Process Updates

  • Members who are terminated can be reinstated on the Portal as long as they return to work within six months.
    • Members who are terminated having only Health and Dental policies can be updated as long as they return to work within 12 months.
  • Members who are on a leave of absence, layoff, or Maternity/Paternity leave can be reinstated through the Portal.
  • Requests for identification card can be found in the transaction summary.
  • Identification cards are sent for all new employees. GAs are prompted for future requests.

E-Bills and Invoice

We created an improved consolidated invoice, offering detailed information in an easier-to-read format with all of your benefits on one single invoice. You may receive a reduced number of invoices due to this new structure (if applicable). Only one payment is required (or paid through pre-authorized payment) for all the benefits listed on the new invoice, including specialty products. Please note that all invoices will be sent electronically, you can find more information in the toolkit’s ebills section.

Specialty Products will appear on your consolidated invoice. If you currently have any of our Wellness Products, such as inConfidence® Employee, Family Assistance Program or Medical Second Opinion™ services, they will appear as line items in the body of your invoice with the applicable rates.

My Good Health® is a value-added service available to all card holders which will now appear on each invoice you receive. It will not reflect a rate unless the reporting packages have been purchased, in which case you would then see your yearly rate. Your sales representative can provide you with more information on our value-added reporting packages, and you can also visit My Good Health® for more details.

Our enhanced billing process calculates coverage amounts based on the actual effective and termination dates of each member, meaning that we defer an effective date to the first day of the month or subsequent month. If you would like to add your employer/employee contributions to the invoice please contact your Medavie Blue Cross Representative.

If you currently use, or plan to use, online banking, you must re-register with the account number found on your invoice remittance stub. Please see our Invoice Guide for support on reviewing the new document and adjustments.

  1. To view an “e-Bill”, click “e-Bills” on the Welcome screen.
  2. On the “Search Documents” screen, the most recent e-Bills, in both CSV and PDF formats, will automatically appear under “Document Search Results.”

From the drop-down menu, the following options are available for viewing e-Bills:

All: All available invoices and data files.

Invoice: PDF format (Remittance and Invoice Details).

Invoice report will contain all member details and adjustment details & descriptions

Data File: CSV format (Excel spreadsheet data file).

Note: Paper invoices: Summary pages only.

Viewing specific billing periods

You can view the following specific billing periods:

Number of Months:
Most recent up to 12 months.
All available bills.

Coverage Period:
From and To fields must be completed.

Viewing specific policies/divisions

To view e-Bills for specific policies and/or divisions, select one or more options from the “Policy – Division/Name” drop-down. For a complete list of e-Bills, select “All Policies”.
Within your “Document Search Results”, click either the PDF or CSV links to view, print or save the eBill.

Your Medavie Blue Cross representatives are ready to answer any of your invoice questions, as well as changes to process. Please contact a representative at:
Quebec: 1-800-456-6595 (option 3)
All other provinces: 1-888-564-2155

1. Fully insured policy:

If payment of premiums is not received when due, Medavie Blue Cross will contact you and follow the below process:

  • Clients will receive a Reminder letter advising them that their account is 20 days in arrears, and requesting that payment be made.
  • At 45 days in arrears, a second letter will be sent to advise that all claims will be suspended if payment is not received in 60 days from the invoice due date. No further communication will be sent prior to claims suspension.
  • The third letter will be sent on the day of claims suspension for non-payment to advise that all claims have been suspended effective 60 days from the invoice due date.
  • The fourth letter will be sent to advise of termination due to non-payment of premium. A final invoice and termination letter will be sent. The termination letter is sent when a client is 75 days in arrears.

2. Administrative Services Only Policy:

If payment of premiums is not received when due, Medavie Blue Cross will contact you and follow the below process:

  • Clients will receive a Reminder letter advising them that their account is 30 days in arrears, and requesting that payment be made.
  • At 60 days in arrears, a second letter will be sent to advise that all claims will be suspended if payment is not received in 75 days from the invoice due date. No further communication will be sent prior to claims suspension.
  • The third letter will be sent on the day of claims suspension for non-payment to advise that all claims have been suspended effective 75 days from the invoice due date.
  • The fourth letter will be sent to advise of termination due to non-payment. A final invoice and termination letter will be sent. The termination letter is sent when a client is 90 days in arrears.

Please contact your Medavie Blue Cross representative for more information.

Your Medavie Blue Cross representatives are ready to answer any of your invoice questions.

Member Services

With the latest version of the Medavie Mobile app, members can:

  • Submit a claim just by taking a photo, and view claims history
  • Search benefit details, including prescription drug coverage
  • Find an approved local health professional
  • Use and share a mobile ID card

Find out more about our ePay, eClaim and Direct Deposit services by clicking here. In addition, our Explanation of Benefit statements, are now paper free. More information is highlighted in our Member Centre.

Resources



Ready to get started?

Watch the video below to find out how to manage your employees' benefits in just a few minutes.

Need help?

Please contact Medavie Blue Cross at the number displayed below and we will be happy to assist you.

Quebec: 1-800-456-6595 (option 3)
All other provinces: 1-888-564-2155