Group Administrator Toolkit

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.

• For Quebec updates please send to: [email protected]
• All other provinces please send to: [email protected]

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.