Quote+ ACA Quoting to Enrollment Guide

TABLE OF CONTENTS

Account Setup

When setting up your Agency in Quote+, make sure you add your logo and create a Broker account for every team member. If someone is missing, add them so they log into their Broker account and start using the system.

Agency Logo

To display your Agency’s logo on the cover page of Proposal documents, go to the Agency page and add it under Agency Details. Don’t forget to save after uploading.

Accepted file types: .jpeg, .jpg, .png, .bmp, or .svg
Maximum file size: 5MB

Broker Roles & Permissions

There are two types of Broker roles in Quote+:

• Agency Admin - Full access to manage Brokers, Employers, run reports, and use the AMS+ Integration.
• Broker - Can service assigned Employers only.
• GeneralAgencyAdmin - Same permissions as the Agency Admin but with full access to all sub-Agencies.

Note: Agency Admins must assign Brokers to Employers; otherwise, Brokers will not see any Employers when they log into Quote+.

National Producer Number (NPN)

Some carriers, like UnitedHealthcare (UHC), require a National Producer Number (NPN) to quote medically underwritten plans. To ensure they receive all possible quotes, Brokers must enter their NPN in Quote+, either from the Brokers list or under Profile & Settings in the Profile Details section.

Brokers must also be licensed and appointed with UHC to quote their plans. To get licensed, visit https://uhc.com/agents-brokers.

NPN when adding a new Broker:

NPN in Profile & Settings > Profile Details:

Independent Agencies & Sub-Agencies

• An Independent Agency represents the Agency’s organization in Quote+. Brokers with accounts can log and manage the Agency’s quoting and enrollment tasks.
• A Sub-Agency functions like an Independent Agency but is linked to a General Agency (GA). This GA can access and manage the Sub-Agency’s book of business and Proposals, and take other actions on behalf of the Sub-Agency.

General Agencies (GA)

• A General Agency (GA) can operate either as a GA and perform the same functions as Independent Agencies and Sub-Agencies or on behalf of its Sub-Agencies.
• GAs have a default Broker account that can add and manage Broker accounts and manage operations.
• GAs have a third Broker Type: General AgencyAdmin. This role provides full access to manage Broker accounts, work with Employers, run reports, and use the AMS+ Integration across all Sub-Agencies.

Generate Sales Code

• GAs that want to cover subscription costs for downlines (also referred to as Sub-Agencies in Quote+) can request a unique Sales Code URL from their Client Success Manager. We will assist you in determining the subscription costs and creating a unique Sales Code URL.
• When a downline uses this URL to sign up and create an account, their account will automatically link to yours as a Sub-Agency, granting the GA’s Brokers visibility and access to their book of business.

Quoting

Create a Proposal

Proposals in Quote+ involve a step-by-step process to:

• Add Employer (Group) Details: Enter the necessary information about the employer or group.
• Add Employee Details: Input information about the employees and dependents who will be covered.
• Collect Employee Medical Health Information: Gather the personal and medical data needed for underwriting.
• Quote Products: Generate quotes for medical, dental, and vision products based on the collected data.
• Generate the Final Proposal Document: Compile all the information into a downloadable document that you can present to your client.

This process guides you through quoting medically-underwritten products and produces a final Proposal that summarizes the insurance options for your client.

Step 1: Add the Employer

Begin by adding your client to Quote+ as an Employer for group quoting and enrollment. You can do this directly in Step 1 of the Proposal process or from the Employer Listing.

If the Employer plans to offer different products to different groups of Employees, you can define and add Employee Classes at this stage. These classes will later be assigned to both Employees and products in the upcoming steps.

Step 2: Add Employees & Dependents

In Step 2 of the Proposal process, you can add Employees and dependents for the Employer. If you’re using Employee Classes, you have the option to assign a class to each Employee.

Step 3: Configure the Proposal for ACA

After adding the Employer and optionally including Employees and Dependents, you will configure it for ACA community-rated quoting in Step 3 of the Proposal process.

When quoting ACA community-rated products, enter the Proposal Name, Effective Date, Renewal Date, and Coverage Lines.

Step 4: Select Employee Coverage Lines

In Step 4 of the Proposal process, process, you'll select the anticipated coverage lines for Employees and Dependents. The pricing displayed in Step 5 will reflect the choices you make here.

To continue to the next step, the Employer must have at least one Employee. If you're using Employee Classes and haven't assigned them in Step 2, you'll need to assign a class to each Employee at this point.

Before moving to the Products step, you'll see a prompt asking whether you want to add the Employer's current products to the Proposal. You can choose either "No Thanks" or "Yes".

• If you select "No Thanks": You'll move directly to the Products step, where you can begin adding and comparing medical, dental, and vision products.
• If you select "Yes": You'll be taken to a separate screen where you can enter the Employer's current products. These will be used for side-by-side comparison with their renewal products. See this article for more details.

Step 5: Select Products

Step 5 of the Proposal process generates a list of available carrier products based on the details you entered in Steps 1–4. You can filter, favorite, and compare medical, dental, and vision plans side by side.

You can also:

• Add current products for renewal comparisons
• Select renewal products directly
• Assign Employee Classes to each product, if you're using them

Once you've selected the products you'd like to present, they’ll be included in the final proposal document.

Note: Your Broker account must include your National Producer Number (NPN) in Quote+ to get quotes for certain Carriers, including UnitedHealthcare (UHC). You can add your NPN in Profile & Settings under Profile Details.

Step 6: Generate Proposal

In Step 6 of the Proposal process, you can add employer contributions, remove plans, and download the final Proposal document.

You can generate the Proposal as a Microsoft Excel® spreadsheet or a PDF file. Quote+ defaults to the spreadsheet, but you can choose PDF by checking the ‘Print as PDF’ box before selecting a Proposal Template.

Once downloaded, the document can be shared with the employer. It provides a detailed overview of product and pricing options based on the selected coverage lines. You can also create Proposal Templates to customize the document.

After generating the Proposal, you can also export censuses to send to the Carrier.

Enrollment

Enrollment starts when quoting ends. As a Broker, your initial task involves configuring the Employee Portal for enrollments. Once established, Employees can either select their plans through the portal or have them assigned by you. Finally, you'll be responsible for transmitting all requisite documents and forms to the Carrier.

To unlock Enrollment for ACA, go to the Employer Hub and select the ‘Enrollment’ link. Enter the required information and save.

Then, add a new Enrollment and configure Plan Selection to enter the Enrollment Hub. If the Employer already has an open Enrollment, edit it. An Employer can only have one open Enrollment at a time.

The Enrollment Hub encompasses every step of the Enrollment process. To access the Enrollment Hub, go to the Employer Hub and select the 'Enrollment' link.

Step 1: Configure Enrollment

In this step, you’ll prepare the Employee Portal for Enrollment.

This involves:

• Reviewing the open and close dates for the Enrollment period
• Confirming that all Employees have registered and completed their Medical Health Questionnaire (MHQ)
• Adding medical, dental, and vision products to the Employee Portal
• Uploading Carrier forms that require employee acknowledgment

Review Enrollment Dates

If you need to edit the open and close dates for the Enrollment period, go to the Enrollment Hub and select the 'Configure Plan Selection' link. Scroll down to find the Effective Date, Renewal Date, and Plan Selection Open and Close Dates.

• Effective Date: Coverage benefits officially become active on this date. The Qualifying Life Events (QLE) Workflow period also becomes active on this date.
• Renewal Date: Used by some Carrier Forms and the Upcoming Renewals report.
• Plan Selection Open Date: The Plan Selection Workflow period starts on this date. Employees can log in to the Employee Portal and select their plan benefits.
• Plan Selection Close Date: The Plan Selection Workflow period ends on this date. Employee plan selections are finalized and locked. No further changes can be made until the QLE Workflow period activates.

Verify Employee Records

Before Enrollment starts, make sure the Employer’s Employees are complete and accurate. After setting the Plan Selection Start and End Dates, go to the Enrollment Hub and select ‘Manage Employees’ to review the Employee List.

Check that each Employee has:

• A full set of required details
• The status Complete
• The correct Employee Class, if you're using classes

You can add and edit Employees from this page. If an Employee’s status is No Account or Updating, send them an Account Creation Reminder or Application Reminder using Enrollment Communications. These messages help employees finish setting up their accounts and completing any required forms.

Note: You won’t be able to submit enrollment forms to Carriers until all Employees have a Complete status.

Assign Products for Selection

You can assign products to the Employer to make them available for Employees to choose from during the Enrollment period. You can do this before Enrollment begins. An Employee's status does not prevent you from assigning products ahead of time.

To assign products:

• Use the Carrier and Coverage filters to narrow your search.
• Select the products you'd like to offer.
• If you're using Employee Classes, assign each product to one or more classes. This lets you control which Employees can see which products.

Employees will only see products assigned to them when they log into the Employee Portal during the Plan Selection window.

Add Forms for Acknowledgement

If you have any forms that require Employee review and acknowledgement during the Enrollment process, select the ‘Manage Forms’ link in the Enrollment Hub. You can assign forms to Employees and the Employer (HR Manager).

Step 2: Group Plan Selection

After setting up the Enrollment period and Employee Portal, you can proceed with enrollment in one of two ways: Employees can log into the Portal and select their plans independently, or you can assign plans for them.

You must choose one method—either you assign coverage or Employees select it themselves. If an Employee hasn’t completed their MHQ survey or chose to waive coverage, you cannot assign or waive coverage for them. In such cases, you’ll need to either create an account for the Employee or remove them from the Employer and provide a paper application.

Send Enrollment Emails to Employees/Employer

Note: Skip if you, as the Broker, are enrolling Employees in Plans.

If you want Employees to log into their portal and make plan selections on their own, select the ‘Enrollment Communication’ link from the Enrollment Hub. Then, select which letters you want to email from the Enrollment Communications page.

Enroll Employees in Plans

Note: Skip if you’re sending Enrollment Emails to Employees/Employer.

If you’re only offering Employees one plan, and that’s the plan that everyone’s agreed on, select the ‘Group Plan Assign’ link in the Enrollment Hub. Here, you can assign medical, dental, and vision plans to Employees on their behalf.

Step 3: Documents and Forms Submission

Once plans have been assigned, you can start sending documents and forms to Carriers. This is the last step of the Enrollment process.

Download Employee Plan Selections

After all Employees have completed their enrollments in the Employee Portal or you have assigned plans via Group Plan Assign, generate the Plan Selection Report. This report exports an Excel file containing the Employer’s enrollment data, detailing selected plans, associated carriers, and total costs. As the Broker, you can present this data to the Carrier.

Note: We recommend downloading and saving this report before sending a submission. This ensures you can reference it in case of Quality of Life (QLE) changes outside the Enrollment period, as generating a new report mid-year will only show updated selections, not the original ones.

You can run this report by selecting the 'Plan Selection Report' link in the Enrollment Hub.

Add Documents to Employee Portal

Once the Enrollment period and Employee Portal are configured and the Enrollment process is completed, you’ll be ready to send documents and forms to Carriers. Next steps include adding forms, previewing them for accuracy, and then dispatching them to the respective carriers. Select the ‘Manage Documents’ link and add your files to the Document Center.

Download the Enrollment Census

The Enrollment Census provides a snapshot of what plans Employees selected in the Employee Portal and includes high-level information about Employee Classes. This file can be downloaded and sent to Carriers as part of the Enrollment process.

Use the Enrollment Census modal to download a Carrier-specific census for enrolled Employees. The census helps ensure Carriers receive the required enrollment data, including plan selections and, where applicable, Employee Class information.

Preview Carrier Forms

Before sending forms to the Carrier, select the ‘Manage Forms’ link and preview your file attachments. Make sure everything looks correct.

Note: Pop-ups must be enabled for formfire.quoteplus.com in your browser settings to preview and download forms in Quote+. If you encounter an error when previewing or downloading a form, check and make sure you have pop-ups enabled for our site. Refer to these links for instructions on Chrome, Firefox, and Safari.

Send Enrollment Forms to Carrier

Once the Employer’s Enrollment period is closed, you’re ready to submit Forms to the Carrier for Enrollment. In the Enrollment Hub, select the ‘Send Forms’ link to open the Send Forms page.

Change the Submission Type to “Sold Group”, choose the Carrier, select the Forms you want to send, and enter any additional notes for the Carrier.

When ready, send the forms directly to the Carrier for processing.

Note: The Carrier Representative has 10 days to open the submission and can open it up to 5 times before it expires. If it expires and they see an error saying the password is incorrect, you'll need to resend the submission.

Closing a Proposal

After completing Enrollment, you are ready to close the Proposal. Closing a Proposal finalizes the details and allows you, as a Broker, to submit feedback about any Carrier products that may be missing. If a product is missing, we can contact the Carrier and have it added for your convenience.

How to Close a Completed Proposal

A Proposal consists of six steps, each completed as you progress. Once you reach the final step and generate the Proposal, it will be marked as complete.

When closing a completed Proposal, a modal will appear listing all the sold products. This gives you a chance to review and select the products that were actually sold. If you sold any products outside of Quote+ using a different quoting engine, please specify them. This helps us identify missing products so we can add them to Quote+.

How to Close an Incomplete Proposal

You can close a Proposal at any time, whether it’s complete or not. If you close a Proposal before it’s complete, you will see a condensed version of the Sold Product Selection modal.

When closing an incomplete Proposal, the modal will not display any sold products. However, if you sold any products outside of Quote+ using a different quoting engine, please specify them. This helps us identify missing products so we can add them to Quote+.