This summer, the University of Iowa asked employees with dependents listed on their UIChoice plan as of June 1, 2018, to verify their eligibility for plan coverage. The university hired Health Management Systems (HMS), a third-party vendor that provides services to organizations, to conduct this verification.
- June 26, 2018: HMS letter mailing to UIChoice plan participants who have dependent coverage in place as of June 1, 2018; Employee Verification Phase begins
- September 10, 2018: Verification Phase ends, materials verifying employee dependents must be sent to HMS by this day
- September 28, 2018: Verification Phase extended to those that did not complete their submission by September 10, 2018.
- January 1, 2019: Any ineligible or unverified dependents will be removed from the UIChoice plan
Frequently Asked Questions:
Who is Health Management Systems?
HMS is a comprehensive solutions provider for organizations in America. HMS was selected via the university RFP process and has provided higher education institutions, including a number of our larger Big Ten peers, their dependent verification services.
HMS has a long history of properly maintaining the privacy of PHI and extensive experience in the secure handling of client information. HMS has developed a comprehensive privacy and security policy, which fully comply, and often exceed, the privacy and security mandates set forth by:
- HIPAA Privacy and Security Regulations
- Statement on Auditing Standards 70 Type II audits/SSAE 16 Reporting
- ISO 27001 certification
- Employee Retirement Income Security Act (ERISA)
- Federal Trade Commission (FTC)
Learn more about the HMS Information Security Program (pdf)
How do I contact HMS?
Call HMS: (877) 318-7531 from 7:00am to 7:00pm CST Monday through Friday.
Fax HMS: (877) 223-8478
or visit their web portal at www.VerifyOS.com
I never received a letter from HMS or I may have accidentally discarded it. Can I get another letter sent to me?
No, HMS will not be reprinting letters. You may call HMS at (877) 318-7531 and attain your identification number to log in to your personal HMS account at www.verifyos.com. You will be able to download a pdf copy or print a copy of your letter that was sent in June.
Questions about Dependents and Documents Needed:
Who qualifies as an eligible dependent?
Spouses, partners, and children are the major categories of people who are eligible to be listed as dependents. Children are usually eligible till the age of 26 with some exceptions, such as a disability. The materials mailed by Health Management Systems will provide further details.
I just recently added a dependent to my UIChoice health plan. They are not listed on my letter from HMS, will I need to supply documentation for them so they are not removed from my policy?
We are only verifying dependents that were on the UIChoice plan as of June 1, 2018. If you added your dependent after the June 1 date, they are currently not involved in the HMS verification process. We will not be removing anyone from the plan that was added after the June date. University Benefits will be conducting an in-house verification of those recently added later this fall. You will be contacted by our office via email should you need to provide documentation for newly added dependents.
I only have dependents listed under my Dental II plan, do I need to do anything?
No. We are only verifying dependents listed under the UIChoice health plan as of June 1, 2018 at this time. If you do not have any dependents under UIChoice, you do not need to do anything further.
If a dependent listed on my plan is ineligible for coverage, how will I be affected?
The verification process is intended to ensure that every dependent enrolled in the health plan is accurately listed and eligible for coverage. Employees may choose to remove dependents from their plan without having to provide a reason. Dependents without verification documentation, dependents who are found ineligible, and anyone dropped as a dependent from an employee's plan will be removed from the UIChoice plan beginning January 1, 2019.
What types of documents am I required to submit?
Marriage, birth and adoption certificates, and affidavit of common law marriage or domestic partner relationships, are a common way to verify eligibility. Affected employees will receive a letter from Health Management Systems that details the specific document(s) required to validate each eligible dependent.
Please visit the HMS Required Documentation List (pdf) of more information on specific required documentation which must be sent to HMS directly.
Can I send my required documents to University Benefits?
No. All copies of your required documents must be submitted to HMS by uploading them to their web portal or by faxing them. If the web or fax are unavailable to you, documents may be mailed to HMS directly. Further details on how and where to submit your documents will be provided in the first letter from HMS.
Please do not mail original documents as they cannot be returned. On all document submissions, personal information such as Social Security Numbers, account numbers, and financial information may be marked out for confidential purposes.
What if I can't find my marriage certificate or my child's birth certificate?
Typically, copies of marriage or birth certificates can be requested from the counties in which those events occurred.
In Iowa, you may request that information from a county recorder’s office or go directly to the Iowa Department of Public Health (https://idph.iowa.gov/health-statistics/request-record ). Processing may take some time, so you are encouraged to make any requests as soon as possible.
If you were married or had a child outside of Iowa, you may check where to request a copy of a marriage or birth certificate at the National Center for Health Statistics website: https://www.cdc.gov/nchs/w2w/index.htm
Questions about security:
What happens to the documentation we provide to HMS?
All documents will be securely stored for six months following completion of the verification program. Upon expiration of the retention period, all documents and electronic files will be securely destroyed by HMS and a Certificate of Destruction will be supplied to the university. Please note that documents provided will NOT be returned.
What processes are in place to ensure data is kept private and secure?
Protecting personal information is a priority to the University of Iowa and to HMS. In compliance with applicable U.S. (federal) and state regulations, information and documentation submitted to HMS for the dependent verification program will be stored, processed and protected by physical, electronic, and procedural safeguards.
HMS meets all of the professional and legal standards associated with providing service to employers, including the Health Insurance Portability and Accountability Act (HIPAA), Employee Retirement Income Security Act (ERISA), and disposal rules as enforced by the Federal Trade Commission. In addition, every employee of HMS submits to a thorough and multi-tiered background check. Only HMS employees directly involved in the University of Iowa dependent verification program will have access to these documents.
How often are HMS's security measures audited?
Each year, external auditors perform a SSAE 16 service provider audit that includes testing of their system's controls. The UI Security Office was satisfied with the results of the latest audit report.
What happens in the event of a compromise in HMS's security?
HMS is required to self-report any infractions by notifying any impacted individual.