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Administrative Tips

Easy to Manage Dental Benefits Make Everyone Smile

Keeping your client's information up-to-date is important to ensure your employees get the most out of their benefits, so we work to keep your plan as easy to manage as possible.

Here are a few quick administrative tips for common procedures.

Enrollment: Adding/Deleting Employees
The only time you can add or delete employees other than during open enrollment is for a new hire, a terminated employee, or during a qualifying event. These include:

  • Marriage
  • Birth or Adoption
  • Family Medical or Disability Leave
  • Full Time/Part Time Status
  • Divorce
  • Workers' Compensation
  • Spouse's Loss of Coverage
  • Death of a Member

Please note: When submitting a status change (such as individual to family coverage) other than during open enrollment, please explain the reason for the change in the enrollment form’s “comments” section (either the online or paper version), to expedite processing the change.

Retroactive Policy: Delta Dental has a 30-day retroactive policy for adding or terminating employees from your plan. Retroactivity occurs when we are notified of an addition, change or termination after the requested effective date has passed. However, if we paid a claim after the requested retroactive termination date, your employee will be terminated on the last day of the month in which the claim was paid.

Helpful reminder for administrators filing paper forms: As the Benefit Administrator, you should complete and sign all enrollment forms for your employees and mail them to the P.O. Box listed on the form. (If you file electronically, your transactions are already authorized.) Be sure to include the following:

  • Your group policy number
  • Your group name
  • The action code on the form
  • The effective date of the change
  • The employee's subscriber number and birth date

Billing: Eligibility Changes and Payments

Monthly Invoice: You’ll receive a monthly invoice approximately 10 days before the first of the month, reflecting current and prior billing information, payment information from the prior month, and any reported eligibility changes. Your invoice shows a cutoff date for any enrollment and payments received.

Premiums due: Payment is due in advance, on the first of each month to cover that month’s premium.

Don't Forget Automatic Payment Options!

Another time and money-saving service we offer is the ability to have your monthly premium automatically deducted from your bank account. No more late payments, coverage lapses, or monthly check-writing hassles. Contact Billing Services to find out how to get started.