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Small Business Employee Benefits and HR Blog

Online HRA Administrator Checklist

March 18, 2013
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The regulations governing Health Reimbursement Arrangements or HRAs are simple, yet very flexible. By selecting the right HRA software administrator, you can take advantage of literally hundreds of features and plan design options, while keeping administration simple. Here's a checklist of features to look for in an online HRA administrator.

HRA Online Administrator

HRA Administrator Feature #1: Paperless Set Up & Enrollment

Does the online HRA administrator provide paperless HRA set up?  Look for an online HRA administrator that offers electronic set up, plan design and instant generation of required ERISA, HIPAA and IRS plan documents. Additionally, employees should be able to "electronically sign" their enrollment documents with a click of a mouse.

HRA Administrator Feature #2: Web-Based Claim Submission

Does the online HRA administrator provide web-based claims submission? Online claim submission makes HRA reimbursements simple and transparent for employees. In addition to submitting claims online, employees should be able to see all account activity, claim status and HRA balance information.  

Online HRA Claim Submission

 

HRA Administrator Feature #3: Fast Claims Processing

Does the online HRA administrator process claims quickly and accurately? Look for an online HRA administrator that processes claims within 2 business days maximum (our average time at Zane Benefits is currently 1-2 business hours). This will ensure that employees receive quick turn-around time on reimbursements.

HRA Administrator Feature #4: HIPAA-Privacy

An online HRA administrator will ensure HIPAA compliance by keeping all sensitive Protected Health Information HIPAA-protected. Look for an online HRA administrator who will securely store all receipts online and make them available in the employee's private online portal for convenience and easy reference.

HRA Administrator Feature #5: Real-Time Claims Notifications

Does the online HRA administrator provide real-time updates on claims and reimbursements? Look for an online HRA administrator that provides email notification and online 24/7 access for all claims, reimbursements and HRA balance information.  Additionally, look for an online HRA administrator that provides accessible employee support over the phone, email and online.

HRA Administrator Feature #6: Instant Access to HRA Plan Documents

Does the online HRA administrator provide 24/7 access to HRA Plan Documents?  Look for an online HRA administrator that makes the plan documents available through the online portal.    

HRA Plan Docs

HRA Administrator Feature #7: Flexible HRA Plan Design

Does the online HRA administrator provide flexible HRA plan design options?  Look for an online HRA administrator that offers completely customizable HRA plan design.  The plan documents should be created electronically and instantly at time of plan set up, and instantly revised any time the plan design is changed.

HRA Administrator Feature #8: No Pre-Funding of HRA Allowances

With an online HRA administrator, all reimbursements go directly from the employer to the employee at the time and method chosen by the employer.  Look for an online HRA administrator that does not require pre-funding, and integrates with your existing payroll system.

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