When a new employee is hired who at some time may become eligible for benefits, it is necessary to send that employee an Initial HIPAA Notice.  Generally speaking, for fully insured plans this Initial HIPAA Notice includes information about Special Enrollment Rights and Pre-existing Condition Exclusions (PCEs).  It is necessary to furnish this Initial HIPAA Notice to employees before the employee is given the opportunity to enroll in the benefit plans!

When you add a new employee into the TCO/BPM system, the Initial HIPAA Notice is automatically generated and mailed via First Class mail to the employee’s home address which you enter.  It is very important that this address be correct and that it be updated as necessary as all compliance notices are mailed to this address.

To add new employees to the TCO/BPM system simply follow these steps:

1.      Log into the system using your Group Name, User Name, and Password.

2.      Click on Accept to acknowledge the general disclaimer.

3.      Click on Administer Company

4.      Click on Participants

5.      Click on Add Employee

6.    Follow the on screen instructions to complete each required field.

The "New Enrollment Activation" fields are not in use at this time so you can ignore them.

Please note the employee will not automatically appear in the system!  An email is immediately sent to you acknowledging the fact that you have entered the new employee into the system.  You should retain this email acknowledgement for your records. Once we have confirmed the processing of the Initial HIPAA Notice the new employee will appear in the system as Active.