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AETNA

Enrollment Kit - Aetna (Medical)

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PLEASE NOTE: This checklist is provided as a guide. The carrier may require additional items and documentation. Please refer to the carrier's underwriting guidelines for a complete list of requirements. Please use the latest version of forms.
 
All required forms must be received upon initial case submission. Your case submission is not considered complete until the following items are received: Employer Application, ACA One Census, QWTS and banking form. Cases that are submitted without these required forms will be moved to the next effective date. 

Our goal is to process your new group enrollment easily and efficiently in order to provide you and your client with a quick approval.  The following list outlines Aetna’s case submission requirements.
 
  • Employer Application 
  • Employee Enrollment and Waivers
          ACA One Census available on Producer World.
  • Our One Census tool is an easy-to-use tool that allows you to provide all enrollments for your group. Please complete the tool in its entirety so we can process your submission.
    • Sold groups must submit employee enrollment via ACA One Census.
    • There is no need to send the employee enrollment forms. All the required information must be entered into the tool.
    • Waivers must be included in ACA Once Census with the reason waiving. 
  • Quarterly Wage and Tax Statement (QWTS)
    • A QWTS must be provided for:
      • 1 to 4 enrolled employees
      • 5 to 100 enrolled employees with:
        • No current employer group health coverage
  • ACA Banking Consent Form
    • The ACH banking agreement is the most efficient way to pay the premium, other options are available. If ACH is not desired, please complete the form with the group name and select the option 'Additional payment options requested'. Plan Sponsor Services will contact the group regarding these payment options.
  • PCP selection (primary office ID number) required for Aetna Health Network HMO
    • ​​​​​​​Members will be auto assigned a PCP, if primary office ID number is not provided.
For complete underwriting guidelines, go to Producer World Small Group.
     
  • Licensing: Broker appointment must be completed online via this link.  NOTE:  The group will not be approved until licensing is received.
​After approval, prior carrier termination letter must be submitted by the employer or broker. 

  • Important Reminder: To help your client comply with ACA requirements, provide a copy of the appropriate Summary of Benefits and Coverage (SBC) to each employee at the Enrollment Meeting, via email or by posting on an internal company website. For the most recent information regarding Aetna’s SBCs, contact your Word & Brown representative.