Frequently Asked Questions

Refer to our overview here for details.

To add or remove an authorized Group Administrator, please complete a Group Information Change Form and send it to UHA. Please note that the form must be signed by a company officer or a person who is already an authorized Group Administrator. You cannot add yourself unless you are a company officer. If you are interested in signing up for access to our online portal (for enrollment, bill view and/or bill pay services) please complete an Online Employer Access Authorization and Certification Form.

Please fill out a Group Information Change Form. The form must be completed and signed by an authorized group administrator. Once complete, please fax to 1-877-222-3198 or email to UHA Employer Services or your Client Services representative for processing.

You can enroll employees during any of the following Qualifying Events:

• When a new employee is hired;
• Your group’s annual open enrollment period;
• When an employee becomes eligible for coverage (ex: an employee goes from part time to  full time status); or
• When an employee loses coverage elsewhere.

Please note that enrollments & terminations must be received within 31 days of the qualifying event. Enrollments are always effective the first of a given month and terminations are always effective on the last day of a given month.

Enrollment forms can be faxed to 1-877-222-3198 or emailed to UHA Employer Services. You can also sign up for the Online Employer Services System and enroll members 24/7 on our safe and secure portal.

Detailed information about eligibility and qualifying events can be found in the Group Administrator Handbook.

To enroll an eligible dependent, please complete a Member Enrollment Form. The completed form and the appropriate documents should be submitted to UHA by the Group Administrator. Additions to your health plan must be enrolled within 31 days of births, adoption, marriage, or civil union.

For more information regarding Eligible Dependents, please refer to your Group Administrator Handbook.

Changes to the group’s benefits can be made each year during open enrollment. UHA will send a letter 60 days prior to your renewal date and changes are due at least 30 days prior to your group’s renewal date. Please refer to the Group Administrator Handbook.

A member’s coverage can be terminated by using the Member Termination form. Employee eligibility under most medical benefits programs terminates on the last day of the month in which employment ends. Mid-month terminations or retroactive terminations will not be accepted.

If you terminated an employee’s coverage by accident, or circumstances have changed and they should not be terminated, you can re-enroll them with no break in coverage if the termination date has not yet passed. The quickest way is to re-enroll them is through UHA’s Online Employer Services System or by sending in a completed Enrollment Form. If the termination date has already passed, please contact us at (808) 532- 4000, extension 299.

Please complete the Member Termination Form stating the termination date as the day before coverage is going to be effective and send an email to UHA Employer Services or via fax to 1-877-222- 3198 with an explanation.

UHA will cover all eligible dependent children up until their 26th birthday. If an employee’s dependent is certified as disabled, the dependent may continue coverage after UHA has reviewed and approved enrollment of a completed Disability Certification Form.

Unfortunately, if the employee is not enrolled with UHA, dependents cannot keep UHA coverage.

If any of your members become eligible for Medicare, please have them visit the Medicare website for information. Generally, signing up for Medicare can help the member reduce their out-of-pocket costs for medical services, especially when travelling outside the state of Hawaii.

Please refer to our special COBRA Information section.

If an employee wants to switch between plans at the time of open enrollment, you can submit the Member Change Form or make the change via the Online Employer Services System. If you are sending a PDF form please send it to UHA Employer Services or via fax to 1-877-222-3198. If you would like to conduct open enrollment sessions please make sure to contact your Client Services representative and we will be happy to assist. 

Member ID cards are usually mailed within 5 business days after an enrollment or request for a card has been received.

Your employee can:

• contact Customer Services
• or email UHA via our online form
• or complete and fax a Member Identification Card Request Form

If they register for Online Member Services, they can print out a temporary ID card.

Each subscriber (employee) is issued two UHA Member ID Cards. The cards list the name of the subscriber and each dependent’s name. Please see previous question, “How can an employee or their dependent(s) get a replacement Member ID card?” for information on how to order additional UHA Member ID cards.

It could be either of the following reasons:

• If your business moved recently, we may still have your old address in our system. Please contact your dedicated Client Services representative to update your mailing and physical address with UHA any time you have a demographic change. Group Information Change form
• If you are registered for Online View Bill access, paper billing statements are not sent.

Because of the state’s Prepaid Health Care law, UHA bills for premiums in advance. For example, the January bill is generated and sent in December. Any changes you make after the bill is generated will not show up until your next bill. For example, if an employee leaves on December 15th and you terminate his coverage, he will still appear on your January bill because the bill was already generated. The credit will appear on your February bill that you receive in January. For further assistance, please contact UHA’s Billing Department at (808) 532-4000, extension 353.

There are several ways you can send your payment to us besides mailing it:

• UHA’s Online Employer Services System
  You can submit your payment online every month or set up scheduled monthly payments. If you aren’t signed up yet, you can register by submitting the Online Agreement Authorization and Certification Form.
• Monthly Electronic Funds Transfer (EFT) Automatic Deduction (AD)
  You can set up EFT by filling out the Authorization for Electronic Funds Transfer (EFT) Employer Group / COBRA Member Form and sending it to UHA’s Billing Department. Withdrawals are processed on the 1st of each month.
• Direct Deposit into UHA’s Bank of Hawaii account
  Please contact UHA’s Billing Department at (808) 532-4000, extension 353 for more information.

You can check your group’s account status using UHA’s Online Employer Services System. The account balance is updated every 48 hours. You can also contact a billing representative at 808-532-4000 extension 353 to confirm whether your payment was received. Please have your group number, payment amount and check number ready. If you made a direct deposit for your payment, please have your receipt handy for reference.

It is important that you are aware of the requirements of the Hawaii State Department of Labor. As of January 2014, Health Care Reform requires some employers to provide certain minimum benefits to all eligible employees. Please contact your Client Services representative or broker for more guidance.

We suggest contacting the Hawaii State Department of Labor for official clarification.

UHA submits a monthly report to the DOL for all new groups, reinstating groups, and terminated groups. If you have been asked to have an HC-15 submitted, you can contact your Client Services representative to check to ensure that your group was reported or to find out when your group will be reported to the DOL to verify your company’s active contract for medical insurance.

Contact your Client Services representative to request the document. Please be specific about the data period you are requesting and who UHA should send it to. A new request must be sent each year. Schedule A/Form 5500s will be made available at the earliest 120 days after the last day of the requested data period.

Signing the Schedule of Benefits secures your rates and premiums for 12 months or the stated period of time. You may still terminate your contract before the 12 months are up, but there are some limitations and requirements. Please refer to Article 7 of your Standard Agreement for Group Health Plan for more details.

To sign up, please complete and submit an Online Agreement Authorization and Certification Form. The only limitation is that only one authorized user can have Full Access because “Full Access” includes Online Bill Pay.

Online Enrollment takes two business days to reflect on the Online Enrollment site. For example:

• Tuesday – Enrollment Request entered in Online Enrollment
• Wednesday – Enrollment Request is submitted to UHA
• Thursday – The Member will appear in your Online Enrollment account. (The site takes 24 hours to refresh)

For assistance with logging into your Employer Portal, please call an Enrollment representative at (808) 532-4000, ext. 299.

In order to receive a quote, please submit a completed Employer Application & Certification Form (available as an online form or PDF) along with a completed Census Form. The Census Form can also be submitted as an Excel file.

• Employer Application and Certification Form (online form) (PDF)
• Census Form – Small Group (PDF)
• Census Form – Large Group (Excel)

Requests can be sent to Client Services or via fax to 1-877-222-3198.