Managing Your ICHRA Renewal - A Guide For Brokers

Instructions for brokers renewing ICHRA employees through HSA Insurance

We made it easy for brokers to renew individual coverage for ICHRA employees through HSA Insurance! Watch the video or follow the step-by-step instructions below to learn how you can manage renewals for ICHRA employees through your HSA Insurance Broker Portal.

ICHRA individuals can also manage their renewal online by logging in to their member account through HSAinsurance.com. You, as a broker, can track renewal decisions through your HSA broker portal. It is important to understand HSA Insurance cannot support members or brokers with ICHRA contribution questions. These questions must be directed to the HRA Administrator or the company’s HR Department. Individuals are required to notify the HRA Administrator or the company’s HR Department of any enrollment changes.

All individual ICHRA plans renew January 1. Open enrollment runs from November 1st through December 23rd, for a January 1 effective date. Members can make changes through January 23rd  for a February 1 or March 1 effective date. We do not require supporting documentation during the non-group open enrollment period. Benefit elections are binding until the next open enrollment period, unless the individual experiences a qualifying life event (QLE) such as marriage, divorce, legal separation, death in the family, spouse loss of other coverage, birth or adoption of a child or a dependent child reaching limiting age.

HSA Insurance will notify individuals of changes for the upcoming year, communication will be as follows:

• Discontinuation notices are mailed at the end of September.
• Renewal packages are mailed to individuals at the end of October. This package includes a renewal letter with open enrollment dates and instructions on how to manage the renewal online; Individual product grid showing different plan options with the same carrier; and a CMS letter. Members aging off catastrophic plans will be included in this communication. 
• An open enrollment email announcement is shared with members and brokers on the first day of open enrollment.
• Follow-up reminders are sent to members who have not yet taken action throughout the open enrollment period. Members who do not act on their renewal will renew as is unless stated otherwise.

You can find copies of these notices on your HSA broker portal by selecting “Open Enrollment” under the section “Resources ”.

Current HSA Members

Step 1: Log into Your HSA Broker Portal by Visiting HSAInsurance.com.

Visit HSAInsurance.com and select “Log In” in the top right corner of your screen. Next to “I am a”, select the option “Broker”. Then enter your HSA broker account code as your username and enter your password. If you do not remember your password, select “Forgot Password or Username”. A temporary password will be sent to your email address on file. Still have issues? Contact our HSA Insurance Team by calling 781-228-2222 or by emailing brokers@hsainsurance.com. 

Step 2: View and Manage Renewals

The renewal process for ICHRA employees is similar to that of a regular individual member enrolled with HSA Insurance. The broker appointed to the ICHRA account can manage renewals on behalf of ICHRA individuals. You will see upcoming renewals on your Welcome Dashboard under “Upcoming Renewals” or by selecting the “Renewals” tab on your broker portal.

You will have access to the following options on your “Renewals” tab.

1.   View Renewal Rates by Client: Renewal summary showing all renewals including updated rates and % increase for each tier. This summary can be exported to an Excel document.

2.   Compare Current vs. Renewal Benefits: Side-by-side comparison of current benefits and plan benefits by client account.

3.  Manage Renewal: Select Manage Renewal to see renewal options for client account. The “Manage Renewal” option mirrors the client’s experience when they self-service their renewal. 

The renewal page currently does not allow you to filter ICHRA renewals only. To understand which ICHRA individuals belong to each parent company account you can run a membership report under your “Clients” tab.

When selecting “Manage Renewal” you are redirected to the client’s renewal plan options. 

Option 1: Renew Current Coverage:

If the member is happy with their current renewal plan, select option 1 “Confirm Renewal Plan”. By confirming the plan choice, you are agreeing with HSA Insurance’s disclosures. Once confirmed, the member will receive a confirmation email to the email address we have on file. 

If the member is experiencing a census change that has not yet been processed in our system, please notify us asap by calling our Customer Service Team at 781-228-2222 or by emailing us at customerservice@hsainsurance.com.

Option 2: Shopping for Other Plan Options with the Same Carrier:

If the member is looking to change plan design, but remains with their current carrier, select option “Shop Plans” to find an alternative plan with the member’s current carrier. The current plan will be highlighted and is indicated with “C ”.

You can compare up to 4 plan options side-by-side by using our “Plan Comparison” feature. Select “Compare” for each of the plans you want to include in the comparison and click on “Compare Plans ”. You can email a copy of the comparison directly to the member! 

If you need to check if a provider is in-network, use the “Provider Search Tool” by selecting “Search by Doctor ”. You can search by provider name or provider’s office zip code. Select the correct office location and verify if your provider is in-network for each of the carrier plans by looking at “Doctor Count.” Providers that are in the plan’s network, will be shown under “Doctor Count.” 

When you are ready to confirm the member’s renewal plan, select the new plan by clicking the radio button to the left of the desired plan name. Then select “Change Plan ”. On the final summary page, you will need to confirm the plan change and acknowledge HSA Insurance’s disclosures. Once you final confirm the change, a confirmation email will be sent to the member’s email address on file. 

Should the member have a census change that was not yet updated in our system, please notify us by calling our Customer Service Team at 781-228-2222 or by emailing customerservice@hsainsurance.com. 

Option 3: Shopping for Other Health Carrier Options:

Select option 3, “Shop Other Carriers” to find an alternative plan with a new carrier. Confirm the member’s demographic information is still accurate and up to date. 

Select “No Census Change” if there is no change to the member’s census and you will be presented with other carrier plan options using the member’s current census on file. If the member is looking at other carrier plan options with a census change, select “With a Census Change ”. You will be asked to update the demographic information before you are presented with other carrier plan options.

Available health plan options are sorted from lowest monthly premium to highest monthly premium. You can change the sort by option or select one of the filters on the left-hand side of the page to further narrow your search.

It is important you verify whether providers are in-network for each offered plan. Our unique doctor search tool allows you to check which plans have one or more of the member’s doctors, such as PCP, specialist, pediatrician, in-network. Simply search and save as many doctors as you would like. 

To add a provider, select “ADD/UPDATE” under “Search by Doctor.” Then enter the provider’s name and select the correct provider office. Once you have added all providers, verify which are accepted in network for each offered plan option by looking at “Doctor Count.” Providers that are in the plan’s network, will be shown under “Doctor Count.” 

You can compare plan options by using the “Plan Comparison” feature. The plan comparison feature allows you to compare up to 4 plans side-by-side in a user-friendly comparison chart.

When you have reviewed the member’s options, select the desired plan, and click on “Select Plan ”. On your final proposal page, confirm the census and plan option one more time before submitting the carrier change application. 

Finally, HMO enrollments require you to assign a Primary Care Physician to each enrollment. Select and assign a PCP for the main subscriber and every dependent under the plan. 

Once providers are assigned, you will have to final review and confirm the enrollment change. Once submitted, a confirmation email will be sent to the member’s email address on file.

Step 3: Processing the Renewal Changes

It is easy to manage a member’s renewal online! The HSA Eligibility & Enrollment Team will review submitted changes and will reach out if clarification or additional information is needed. Once approved, a confirmation email is sent to the member’s email address on file. You will be able to track changes through your HSA Broker Portal. Changes can be made to a member’s enrolment throughout the non-group open enrollment period. Members are required to notify their HRA Administrator and/or HR Department of any enrollment changes for ICHRA reimbursement purposes.

Process for ICHRA employees that are currently not enrolled through HSA Insurance

If an eligible ICHRA employee is currently not enrolled through HSA Insurance, but would like to, the individual will need to submit a brand-new application by following our enrollment instructions for new ICHRA employees. Visit our support page for detailed instructions, click here.

HSA Insurance Contact Information:

Do you have questions or need support with finding the right plan? Do not hesitate to contact us:

•        By phone: 781-228-2222, select ICHRA option #4 from the main menu.
•        By email: ichra@hsainsurance.com.

By Chat: HSAinsurance.com, select CHAT.