Brokers - Massachusetts Health Connector

Brokers - Massachusetts Health Connector
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Help Your Clients Choose the Right Plan
Help your small business clients shop for coverage for their employees through the Health Connector. You can compare health plans from the state’s leading carriers to find the right coverage and help your clients save up to 15% on their premium costs.
Get Certified
Interested in becoming a Certified Broker for the new group market exchange?
Learn more on our Certification and Training Information  page →
Frequently Asked Questions for Brokers
Broker Portal
How do I become certified with the Health Connector for Business?
Information is available on our
Broker Check List: Registration and Certification
(PDF)
How long does it take to get certified?
After completing a certification request, you will receive a request to complete a W-9 form and a link to create an account (see below “How do I create an account?”). Please allow up to 7-10 business days for review and approval of your application.
How do I request training?
Request training on the
Certification page
. Scroll down to “Request Certification Training” and complete the form.
How long is the training?
Brokers will receive a PDF document that has the training materials.  You may go at your own pace.
How do I create an account?
Start at the
Health Connector for Business landing page
View the video for more details on how to create an account.
Video: How to Create an Account
This video walks brokers through the process of creating an account on the HCB Broker Portal, from entering personal details to completing verification.
Video Transcript: HCB Broker Portal - Creating an Account
Video Title:
HCB Broker Portal: Creating an Account
Publisher:
Health Connector
Video Duration:
0:59
Transcript
[0:00]
[Visual: Title screen displays “HCB Broker Portal: Creating an Account.”]
[0:04]
Narrator:
On the Health Connector for business website, go to create account. Choose brokers from the drop-down menu. Enter your personal and agency information.
[Visual: The screen shows the Health Connector for Business homepage. The cursor navigates to the “Create Account” option and selects “Brokers” from the drop-down menu. The screen then displays a form for personal and agency information.]
[0:22]
Narrator:
Be sure to include your ACH information because all commissions are directly deposited. When you’ve completed the form, click the create broker agency button. When you have been approved,
[Visual: The cursor highlights the banking/ACH information fields on the form. Once the form is filled out, the cursor clicks the “Create Broker Agency” submission button.]
[0:34]
Narrator:
you’ll receive an email from the Health Connector. Click the link in the email to create your broker account. On the
[Visual: The screen transitions to an email inbox, opening an approval email from the Health Connector. The cursor clicks the provided registration link within the email.]
[0:41]
Narrator:
create account page, enter your username, which is your email address, a password, and confirm your password.
[Visual: The screen displays the final “Create Account” setup page. Data is entered into the username and password fields.]
[0:48]
Narrator:
Check the box to indicate that you are not a robot. Then click the create account button.
[Visual: The cursor clicks the reCAPTCHA checkbox labeled “I’m not a robot,” and then clicks the final “Create Account” button to submit the information.]
[0:54]
Narrator:
You will then be logged into your account on the broker portal.
[Visual: The screen transitions to display the active, logged-in dashboard of the HCB Broker Portal.]
How do I change my general information, address, or banking information?
View the video to see how you can log in to your account to change your information.
Video: Account Updates
This video demonstrates how brokers can update their account information, including contact and banking details, on the HCB Broker Portal.
Video Transcript: Broker Portal - Account Updates
Video Title:
Broker Portal: Account Updates
Publisher:
Health Connector
Video Duration:
0:40
Transcript
[0:00]
Narrator:
To make changes to your account, log into the Broker portal.
[Visual: The screen displays the Health Connector Broker Portal login page.]
[0:04]
Narrator:
Enter your username, which is your e-mail address and your password.
[Visual: The cursor navigates to the login fields. Text is entered into the username and password boxes.]
[0:09]
Narrator:
Then click the Sign In button on your homepage.
[Visual: The cursor clicks the “Sign In” button, and the screen transitions to the broker homepage dashboard.]
[0:12]
Narrator:
Click the Edit Broker Agency Profile button.
[Visual: The cursor navigates to and clicks the “Edit Broker Agency Profile” button on the dashboard.]
[0:16]
Narrator:
You can change your contact information.
[Visual: The screen displays the agency profile form, highlighting the contact information fields.]
[0:19]
Narrator:
To change your banking information, go to the ACH Routing Information section.
[Visual: The user scrolls down the page to the “ACH Routing Information” section.]
[0:25]
Narrator:
Enter your bank account number and the bank routing number, then enter the routing number again to confirm.
[Visual: The cursor clicks into the respective banking fields, entering the bank account number, the routing number, and re-entering the routing number in the confirmation field.]
[0:33]
Narrator:
You can also change your office information.
[Visual: The screen highlights the office information section of the profile form.]
[0:35]
Narrator:
When you’ve made the changes, click Update Broker Agency.
[Visual: The cursor moves to the bottom of the form and clicks the “Update Broker Agency” button to save the changes.]
I’m locked out of my account…What do I do next?
Go to the
account sign-in page
and click “Forgot Your Password”
Enter your email address and select “Send me reset password instructions.”
What is the commission schedule?
Commissions are paid monthly after a group makes their monthly payment. If a group is delinquent, you will not be paid.
Product
Group Size (number of subscribers enrolled)
Commission Rate
Medical
1 to 4 employees
5 to 9 employees
10+ employees
$10 pspm
$25 pspm
$30 pspm
Dental
All Groups
$6 pspm
What should I do if I haven’t received my commission?
If you haven’t received your commission, click on the employer tab and see if the employer is in delinquency. If the employer is paid to date, confirm that the banking information in your account is accurate. If so, contact our customer service department at
Connector.Brokers@mass.gov
Broker Quoting Tool
How do I get a quote for a client?
View the video for the steps to creating a quote for an employer.
Video: Creating a Quote
This video provides a step-by-step guide for brokers to create a quote for clients using the HCB Broker Quoting Tool, from setting up employer accounts to finalizing and sharing quotes.
Video Transcript: Broker Quoting Tool - Creating a Quote
Video Title:
Broker Quoting Tool: Creating a Quote
Publisher:
Health Connector
Video Duration:
4:04
Transcript
[0:00]
Narrator:
To create a quote for a client, log into your account in the Broker portal.
[Visual: The screen displays the Health Connector Broker Portal login page and transitions to the logged-in dashboard.]
[0:05]
Narrator:
On your broker homepage, click on the Employers tab.
[Visual: The cursor navigates to and clicks the “Employers” tab at the top of the portal.]
[0:09]
Narrator:
These toggles allow you to sort your employers.
[Visual: The screen highlights a set of toggle buttons used for sorting the employer list.]
[0:11]
Narrator:
Groups All shows all employers related to the broker.
[Visual: The cursor selects the “Groups All” toggle, displaying a comprehensive list of clients.]
[0:15]
Narrator:
Active shows all assigned employers who are enrolling or enrolled in.
[Visual: The cursor selects the “Active” toggle, filtering the list to show currently active accounts.]
[0:20]
Narrator:
Active shows assigned employers who are terminated.
[Visual: The screen highlights a separate filter view displaying terminated employer accounts.]
[0:23]
Narrator:
Prospects shows potential employers quoted by the broker but who do not yet have an account.
[Visual: The cursor selects the “Prospects” toggle, showing a list of potential clients.]
[0:29]
Narrator:
To create Quote, start by creating an employer account.
[Visual: The screen returns to the main Employers tab view.]
[0:33]
Narrator:
Click Add Prospect Employer.
[Visual: The cursor clicks the “Add Prospect Employer” button.]
[0:36]
Narrator:
When creating a quote, add the employer’s legal name, SIC state, and zip code and then select Confirm.
[Visual: A form appears. The cursor clicks into the text fields and enters the legal name, standard industrial classification (SIC), state, and zip code, then clicks the “Confirm” button.]
[0:44]
Narrator:
After clicking Confirm, the county will populate.
[Visual: The county field on the form automatically fills in based on the provided zip code.]
[0:47]
Narrator:
Click actions for the employer you wish to quote for and select Create Quote.
[Visual: The screen returns to the employer list. The cursor clicks the “Actions” drop-down menu next to a specific employer and selects “Create Quote.”]
How do I claim a quote for an employer?
View the video for the steps to claim a quote for an employer.
Video: Claiming a Quote
This video explains how brokers can claim a quote for a client using the HCB Broker Quoting Tool, including entering the claim code and finalizing the plan year.
Video Transcript: Broker Quoting Tool - Claiming a Quote
Video Title:
Broker Quoting Tool: Claiming a Quote
Publisher:
Health Connector
Video Duration:
0:42
Transcript
[0:00]
Narrator:
To claim a quote for a client, log into your account in the Broker portal.
[Visual: The screen displays the Health Connector Broker portal login page, then transitions to the broker dashboard.]
[0:05]
Narrator:
On your broker homepage, click on the Employers tab, navigate to their Benefits tab and click Claim Quote.
[Visual: The cursor clicks the “Employers” tab, selects a specific employer account, opens the “Benefits” tab, and clicks the “Claim Quote” button.]
[0:13]
Narrator:
Enter the claim code from the published quote and click Claim Code.
[Visual: A prompt appears with a text box. The cursor pastes an alphanumeric claim code into the box and clicks the “Claim Code” submission button.]
[0:18]
Narrator:
Before you can publish the plan year, click the Edit Plan Year button.
[Visual: The screen displays the imported plan year summary. The cursor clicks the “Edit Plan Year” button.]
[0:23]
Narrator:
Click Edit Plan Year again to update the number of employees.
[Visual: The screen transitions to a detailed view. The cursor clicks a second “Edit Plan Year” button to access the specific employer details.]
[0:26]
Narrator:
Check the new hire eligibility here to confirm it’s accurate for the company.
[Visual: The screen highlights a drop-down menu used to configure new hire eligibility rules.]
[0:32]
Narrator:
Edit number of full time employees and then click Update Plan here.
[Visual: The cursor clicks into the text field for the number of full-time employees, updates the value, and clicks the “Update Plan Year” button.]
[0:37]
Narrator:
Click Publish the Plan Year to finalize the employer offerings.
[Visual: The cursor navigates to the top of the page and clicks the “Publish the Plan Year” button to complete the process.]
How do I add employees to an employer roster?
View the video to add individual employees to an employer roster to create a new quote.
Video: Adding an Employee
This video provides a step-by-step guide for brokers to add an employee to an employer’s roster using the HCB Broker Quoting Tool.
Video Transcript: Broker Quoting Tool - Adding an Employee
Video Title:
Broker Quoting Tool: Adding an Employee
Publisher:
Health Connector
Video Duration:
0:47
Transcript
[0:00]
Narrator:
To mainly add an employee to an employer’s roster, sign into your broker account, click on the Employers tab, select the employer’s account, click Add Employee Under Add new Employee.
[Visual: The screen displays the broker dashboard. The cursor navigates to the “Employers” tab, selects a specific employer account, and clicks the “Add Employee” button under the “Add new Employee” section.]
[0:18]
Narrator:
Enter the employee details.
[Visual: A new form appears on screen. The cursor clicks into various text fields to input the employee’s personal information.]
[0:24]
Narrator:
Be sure to include the date of birth because that will determine rates.
[Visual: The cursor deliberately clicks into and fills out the “Date of Birth” field on the form.]
[0:40]
Narrator:
If the employee has dependents, add them here.
[Visual: The screen scrolls down to highlight the dependent section of the form, showing where additional family members can be entered.]
[0:43]
Narrator:
When you’re done, click the Create Employee button.
[Visual: The cursor moves to the bottom of the completed form and clicks the “Create Employee” button to finalize the addition.]
How can I determine which providers or facilities are included in a plan offered through the Health Connector?
Use the
Provider Search Tool
to find out which providers, such as doctors and facilities, are in the network of different plans offered through the Health Connector. With this tool, you can search for providers by name, location, specialty, health plan, and more.
What are the Employer Choice Options?
When shopping for a health plan, the employer will have three options for the group’s enrollment.
One Plan:
The employer chooses one health plan. All employees will enroll in that same plan.
One Level:
The employer chooses a Gold or Silver metal level. Employees can choose a plan from any carrier at the level the employer chose. No matter which plan the employees choose, the employer will still pay the same amount towards their coverage.
One Carrier:
The employer chooses an insurance company (carrier). Employees can choose any plan from that carrier at the Platinum, Gold, or Silver level. No matter which plan the employees choose, the employer will still pay the same amount towards their coverage.
How do I know when a client has a renewal?
Sixty (60) days prior to a group’s renewal, you will receive a notification that a group’s renewal is ready, depending on the availability of quarterly rates. The notification will be found as a message in the renewing employer group’s Message tab. You will also receive an email mentioning the name of the group in the body of the text.
You will also receive a second reminder from the Health Connector for Business team at the beginning of the month prior to the renewal effective date. The group has until the 15th of the month prior to effective date to make changes to the plan.
How do I quote a renewing employer?
View the video to see the steps for employer renewals.
Video: Employer Renewals
This video provides a step-by-step guide for brokers to renew an employer group using the HCB Broker Quoting Tool, including updating employee participation and reviewing benefit packages.
Video Transcript: Broker Quoting Tool - Employer Renewals
Video Title:
Broker Quoting Tool: Employer Renewals
Publisher:
Health Connector
Video Duration:
0:51
Transcript
[0:00]
Narrator:
To renew an employer group, sign into your broker account.
[Visual: The screen displays the Health Connector Broker portal login page, then transitions to the broker dashboard.]
[0:05]
Narrator:
Click on the Employers tab.
[Visual: The cursor navigates to the top menu and clicks the “Employers” tab.]
[0:08]
Narrator:
Click on a group’s name to access their account.
[Visual: The screen displays a list of employer groups. The cursor clicks on a specific group’s name.]
[0:12]
Narrator:
Click on Employees to view estimated enrollments and waivers.
[Visual: The cursor navigates to the employer’s profile menu and clicks the “Employees” tab.]
[0:16]
Narrator:
View estimated participation for each employee.
[Visual: The screen displays the employee roster, highlighting columns that show enrollment status and waivers.]
[0:20]
Narrator:
Select the Bulk Actions button to make participation changes.
[Visual: The cursor navigates toward a button labeled “Bulk Actions” located above the employee roster.]
[0:25]
Narrator:
The box for each affected employee must be checked to enable the Bulk Actions tool.
[Visual: The cursor clicks the checkboxes next to several employee names in the roster, which activates the “Bulk Actions” drop-down menu.]
[0:33]
Narrator:
To see the comparable benefits package for the new plan year, click on Benefits.
[Visual: The cursor moves to the top navigation menu within the employer account and clicks the “Benefits” tab.]
[0:38]
Narrator:
If there were any changes to the employee roster, select Edit Plan Year, then select Save Plan Year.
[Visual: The cursor clicks the “Edit Plan Year” button, reviews the setup, and then clicks the “Save Plan Year” button to apply the updates.]
[0:46]
Narrator:
Click on New Details to see the details of the benefit package.
[Visual: The cursor clicks a link labeled “New Details,” expanding a section that displays the comprehensive details of the upcoming benefit package.]
How do I update an employer’s benefit package?
View the video to see how to update an employer’s benefit package.
Video: Updating Employer Benefits
This video provides a step-by-step guide for brokers to update an employer’s benefit package using the HCB Broker Quoting Tool, including editing plan years and adding dental benefits.
Video Transcript: Broker Quoting Tool - Updating Employer Benefits
Transcript
[0:00]
Narrator:
To update an employer’s benefit package, sign into your broker account.
[Visual: The screen displays the Health Connector Broker portal login page, then transitions to the broker dashboard.]
[0:05]
Narrator:
Click on the Employers tab.
[Visual: The cursor navigates to the top menu and clicks the “Employers” tab.]
[0:08]
Narrator:
Click on a group’s name to access their account.
[Visual: The screen displays a list of employer groups. The cursor selects and clicks on a specific group’s name.]
[0:12]
Narrator:
Click on Benefits.
[Visual: The cursor navigates to the employer’s profile menu and clicks the “Benefits” tab.]
[0:14]
Narrator:
Next to the Renewing Draft benefit package, Select Edit Plan Year.
[Visual: The screen displays the current benefit package details. The cursor locates the “Renewing Draft” section and clicks the corresponding “Edit Plan Year” button.]
[0:19]
Narrator:
Click on Change Reference Plan to update benefits and search for other plans.
[Visual: The cursor moves to and clicks a button labeled “Change Reference Plan,” which opens a search interface for available benefit plans.]
[0:25]
Narrator:
Make your changes to the group’s benefit package.
[Visual: The screen highlights various configurable settings as the user adjusts the plan options.]
[0:27]
Narrator:
If applicable, select Add Dental Benefits.
[Visual: The cursor navigates to the dental options section and clicks the “Add Dental Benefits” button.]
[0:32]
Narrator:
Once the benefit package has been updated, select Save Plan Year.
[Visual: The cursor scrolls to the bottom of the page and clicks the “Save Plan Year” button to secure the changes.]
[0:37]
Narrator:
If you are satisfied with the plan, select Publish Plan Year.
[Visual: A review screen appears. The cursor clicks the “Publish Plan Year” button to finalize the updated benefits package.]
Account Manager
What qualifies employees to make mid-year changes to their coverage?
The Health Connector for Business will allow eligible employee(s) and eligible dependent(s) to enroll in coverage, make changes to their enrollment, or terminate their enrollment during a plan year because of a mid-year qualifying event.
Examples of qualifying life events include:
Getting married or entering a legal domestic partnership
Having a baby or adopting a child
Getting divorced
Death of a family member
Moving out of the health plan’s service area
Child losing coverage due to age
Employment changes (starting or losing a job, or changing work hours)
For more qualifying life events, see
Health Connector for Business Policy: Mid-Year Life Events.
When will an enrollment change for a QLE take effect?
The enrollment change for a QLE will take place the first of the month following or coinciding with the QLE date, except for the birth of child, which takes place on the child’s birth date. For more information on additions to coverage, see
Health Connector for Business Policy: Employee Additions and Terminations of Coverage.
How can I submit a qualifying life event (QLE) for an employee?
View the video for the steps in submitting a QLE for an employee.
Video: Adding a Qualifying Life Event
This video provides a step-by-step guide for brokers to add a qualifying life event (QLE) for an employee using the HCB Account Manager.
Video Transcript: Account Manager - Adding a Qualifying Life Event
Video Title:
Account Manager: Adding a Qualifying Life Event
Transcript
[0:00]
Narrator:
Here is how you add a qualifying life event for an employee.
[Visual: The screen displays the Health Connector Broker portal login page.]
[0:04]
Narrator:
Sign into your broker account.
[Visual: The cursor enters login credentials and clicks the sign-in button, transitioning to the broker dashboard.]
[0:07]
Narrator:
From the broker homepage, click on Families.
[Visual: The cursor navigates to the top menu and clicks the “Families” tab.]
[0:10]
Narrator:
Click on the employee’s name to access their account.
[Visual: A list of employees appears on the screen. The cursor clicks on a specific employee’s name to open their profile.]
[0:14]
Narrator:
First, choose the qualifying life event.
[Visual: The screen highlights a drop-down menu for selecting the type of qualifying life event. The cursor clicks and selects an option from the list.]
[0:17]
Narrator:
Next, add the actual date of the event.
[Visual: The cursor clicks into a date field and selects the specific event date from a calendar pop-up window.]
[0:20]
Narrator:
To add a dependent to an employee’s record, click Manage Family under My Account.
[Visual: The cursor navigates to the “My Account” section on the navigation menu and clicks the “Manage Family” link.]
[0:26]
Narrator:
You must add or delete dependents here in the Employees account, otherwise the information will not be sent to the carrier.
[Visual: The screen displays the family management page where dependent details can be entered, updated, and saved. A text callout appears on screen emphasizing the importance of making these changes directly within the employee’s account.]
Does Health Connector for Business administer COBRA for employers?
The Health Connector for Business and our carriers do not administer COBRA on behalf of employers or brokers, but we are able to offer the following guidance:
The Massachusetts small group continuation of coverage law (Mini-COBRA) requires small group carriers to provide for the continuation of health benefits to employees of small businesses with 2-19 employees.
Federal COBRA law governs employers with 20 or more employees.
You can learn more about Massachusetts’ mini-COBRA and federal COBRA at these two links:
What are employers’ responsibilities for COBRA?
Employers must offer COBRA coverage to qualified beneficiaries who were enrolled in health insurance. The qualified beneficiaries must determine if they want coverage. Each qualified beneficiary has individual COBRA rights, which means that any single individual can elect COBRA.  The former employee does not need to elect for the dependents to obtain COBRA.
Employers must send notices to qualified beneficiaries about COBRA options within 14 days of any qualifying events (i.e., termination). Qualified beneficiaries have up to 60 days to enroll into COBRA coverage.
Qualified beneficiaries covered through COBRA must remain on the plan that was in effect on the date that they became eligible for COBRA; in other words, they cannot change plans mid-year.
Employers are responsible for collecting premiums and making payments directly to the Health Connector.
For COBRA to continue, a company must have at least one active employee enrolled in health insurance coverage.
What steps do businesses and employees need to take to enroll in COBRA?
There are several steps that businesses and their former employees must take to enroll in COBRA.
Businesses are required to provide notice to their former employees about how to enroll in COBRA. While the Health Connector for Business is not an administrator, we created a sample notice that can be downloaded:
Massachusetts-Specific Model
COBRA Continuation Coverage Election Notice
An employer or broker must terminate the employee in the Health Connector system and then click the button that initiates COBRA if the employee confirmed that they want COBRA. They have 60 days to do this, and coverage will go back to the date coverage was terminated.
View the video
to learn how to terminate an employee in the employer portal.
View the video
to learn the steps to initiate an employee into COBRA.
The employer will be billed for COBRA coverage along with any other employees. The employer is still responsible for collecting the premium due from the former employee.
How do I terminate an employee?
View the video to see how to terminate an employee in the employer portal.
Video: Terminating an Employee
This video provides a step-by-step guide for brokers to terminate an employee from an employer’s roster using the HCB Broker Portal.
Video Transcript: Broker Portal - Terminating an Employee
Video Title:
Broker Portal: Terminating an Employee
Publisher:
Health Connector
Video Duration:
0:29
Transcript
[0:00]
Narrator:
To terminate an employee from an employer’s roster, sign into your broker account, click on the Employers tab, choose the correct employer, select the Employees tab and choose the correct employee.
[Visual: The screen displays the broker portal dashboard. The cursor clicks the “Employers” tab, selects an employer from the list, navigates to the “Employees” tab, and clicks on a specific employee’s profile.]
[0:15]
Narrator:
Select the Actions button, then choose Terminate from the menu options.
[Visual: The cursor navigates to an “Actions” drop-down button on the employee’s profile and clicks “Terminate” from the list of options.]
[0:20]
Narrator:
The last date of employment should be the termination date.
[Visual: A termination form appears on the screen. The cursor highlights the date entry field used to input the employee’s final day of work.]
[0:24]
Narrator:
Employees will have coverage until the end of the month of their last day of employment.
[Visual: The screen displays a system note or confirmation message reiterating the end-of-month coverage rule before the user finalizes the termination process.]
How do I initiate an employee into COBRA?
View the video to see the steps to initiate an employee into COBRA.
Video: Initiating COBRA
This video provides a step-by-step guide for brokers to initiate COBRA for an employee using the HCB Broker Portal.
Video Transcript: Broker Portal - Initiating COBRA
Video Title:
Broker Portal: Initiating COBRA
Publisher:
Health Connector
Video Duration:
0:21
Transcript
[0:00]
Narrator:
To initiate an employee into COBRA, sign into your account, click on the Employers tab, choose the correct employer, select the Employees tab and choose the correct employee.
[Visual: The screen displays the broker portal dashboard. The cursor navigates to the “Employers” tab, selects a specific employer from the list, navigates to the “Employees” tab, and clicks on a specific employee’s profile.]
[0:15]
Narrator:
Select the Actions button, then choose Initiate COBRA from the menu options.
[Visual: The cursor navigates to an “Actions” drop-down button on the employee’s profile and clicks “Initiate COBRA” from the list of available options.]
Insurance Carriers
When should my clients receive insurance ID cards?
Carriers typically mail ID cards within 7-10 business days after enrollment is processed. Some carriers also provide digital cards via their member portals.
What should I do if my clients don’t receive insurance ID cards?
The employee should first contact the carrier for assistance before contacting the Health Connector.   The carrier may be able to provide the member ID over the phone.
Who should my clients contact if they have questions about claims?
You may need to explain what services are covered by the client’s plan, but carriers manage claims and approve or deny services.
How can employees get tax forms?
Carriers issue 1095-B forms to Health Connector for Business members for federal tax reporting. Carriers issue 1099-HC forms for Massachusetts state tax reporting.  The Health Connector does not issue any tax forms to small group enrollees.
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