Vermont Schools DataPath Administrative Services offering of FSA, H.S.A and HRA services
Agenda Discussion Points Who is DataPath Technology Compliance Services HR and Employee Experience Questions Agenda
Who is DataPath Arkansas Based Founded in 1984 Family Owned and Operated 135 Employees Relationship Based Roots
Who is DataPath Client Base Services of 565 Employer clients in Arkansas State of Arkansas and Schools FSA, H.S.A, COBRA Arkansas Blue Cross Blue Shield FSA HRIS Integration Baptist Health FSA, COBRA, Retiree Billing HRIS Integration St. Bernards FSA References
Who is DataPath Presence in Market Service over 40,000 FSA, HRA, HSA Accounts Process over 275,000 claims annually Approximately 52,000 paper claims Dedicated Account Managers Dedicated Strategic Relationship Manager Foot Print
Technology DataPath Inc Parent company Leading Software provider in industry 265 TPA s in 46 states Comprehensive administration solution for CDH Accounts COBRA Retiree Billing and Payments Seamless Cloud Based Technology Summit Seamless
Compliance Set Security Standards PCI Audit SAS70 II since 2006 SSAE 16 Compliant since 2011 Statement on Standards for Attestation Engagements Currently SSAE 18 Compliant Security
Services How we can be of service Cafeteria plans FSA, Limited Purpose FSA, DCAP Health Savings Accounts (H.S.A) Health Reimbursement Accounts (HRA) Parking and Transportation COBRA Payroll Concierge
What to expect Time-Line March 19-22 nd Webinars March 28 th Executed Agreements Month of April Individual Employer conference calls Introductions of AM/HR Discuss Plan design Claims issues/concerns Set HR Training Cover Plan document needs, If any VSBIT Spring Conference Attendance on April 11 th Data migration first of April (Test and set up of basic plan information) Data Migration April 27th Black out Period Starts April 27 th Claims resume May 1 st
What to expect 24 hour claim processing Non-Discrimination testing Compliance Support Custom File Feeds Carrier Notification Integration to Work Day Claims Cross Over abilities Friendly Customer Experience Plan Documents and SPD Mysource Debit Card Mobile App Dedicated Account Manager Dedicated Strategic Relationship Manager
Enhancements HSA contributions process Experienced Team with Claims Cross over ARBCBS Claim Cross over files imported 20 years Experience with CDH Plan Design Dedicated AM for Employer HRA /FSA Funding Models State of Art Educational and Employee Engagement Programs
Implementation Process Coordinate with Employer and DPAS Operations DPAS Handle old plan claims run out Our IT will migrate data from Future Planning Set web training via webinar Will be present at Annual events Create/Order Debit Cards (7 to 10 days to process) Create Documents and Service Agreement Process Enrollment forms via electronic format Establish Funding Methods
Account Manager Assignment Prior to Effective Date Account manager will perform audit of implementation Review set up forms with the HR to verify accuracy and to flush out any questions either party may have Run reports for employer to validate account balances and participants are set up to the HRs satisfaction Conduct HR training- includes, system training on their HR portal and where to run reports and find documents Validate custom reports and frequency and method to be sent Our Account Mangers continue to work closely with the HRs even after implementation Ongoing Run Contribution Billing reports validate with employers payroll and post contributions i.e DPAS match ER payroll or ER request reports and remits discrepancies to DPAS either thru file feeds or manually Process re-enrollments Validate and submit Year End Reports Process change of status, new hires and terminations Work with accounting on requests for additional funding when necessary Proactively reviews card status s and transactions and alerts HR of key personnel s cards about to be block
Strategic Relationship Manager Prior to Effective Date Manage Implementation process Coordinate with Compliance for any changes and execution of Plan Documents and Service Agreement Assist with High Level inquiries Compliance, Invoicing, Funding Etc Support the Annual Open Enrollment Goodwill visit/calls Ongoing Review any Plan Document changes Assist with High Level inquiries Compliance, Invoicing, Funding Etc Support the Annual Open Enrollment Marketing Material Election forms Goodwill visit/calls
Processing Claim Processing Claims can be entered online, Thru mobile App, Faxed, Emailed, and mailed into our office Claims are batch processed by 12 noon each day Claims can be processed 24 hours, weekly, per pay period, monthly or annually If a paper claim is submitted without proper receipts the claim will be denied and a letter will be mailed and emailed explaining why and what the appeals process will be. Debit card swipes that require paper substantiation must be submitted within 30 days or the claim will be denied Card will be blocked and swipes denied at the point of purchase until block is removed Payment Processing Processed each afternoon by 2pm Payment registers sent to employers Checks created in-house Mailed to employee with authorized signatures Mailed to employer for signatures Payments are posted in the system ACH Payments posted within 2-3 Business Days Provides reports to account managers of potential payments to be held Plan Funding Request funding based on selected method Perform Year End Audit/Close out Send Forfeitures to employer or roll forward Monitor prefunding Deposit funding checks, process wires and drafts
Experience Mobile App Participants will receive transaction alerts at the time of purchase via Mobile App. Extra benefit: can serve as a reminder to snap a picture of the receipt in case needed later for substantiation purposes Transaction details also can be viewed by logging in to the Summit Mobile App or the online Participant Portal Apple Store for iphone and Google Store for Andriod Concierge
MySourceDebit Card Point-of-purchase access to reimbursement account funds Multi-Purse: FSA and HRA HSA on one card Real-time card activity posted online and on Mobile App IIAS-Compliant and able to restrict by Merchant Category Code
Education Summit Enrollment Booklets Q&A on FSAs Q&A on Summit Card Eligible/Ineligible Expenses Calculator Example and Worksheet Mobile App Quick-Start Guide Claim Submission Instructions Medical, DCAP, and Recurring Service Claim Forms Election Form Education
Education Captain Contributor Employee Engagement program https://datapathadmin.com/assets/cc/fsa_comic.pdf https://datapathadmin.com/cc-explains-fsa/ Engagement
Questions Summit Ben Robbins brobbins@dpath.com Bobby-Jo Salls bobbyjo@vsbit.org
Thank You Ben Robbins Director of Datapath Administrative Services brobbins@dpath.com datapathadmin.com