Enrollment Process and Documentation Requirements

Electronic Enrollment Method

  • Obtain a Scope of Appointment prior to presenting plan
  • Submit the Electronic Enrollment to SCAN immediately while with the client
  • Provide the beneficiary with the following:
    • Receipt of Application (found in the Sales Kit) and enter the Confirmation Number generated by SCANCubed
    • Sales Kit which contains:
      Summary of Benefits
      Formulary
      Multi-language insert
      Enrollment Forms
      Coordination of Services Form
    • Plan Star Rating document must always be presented

Paper Enrollment Method

  • Obtain a Scope of Appointment prior to presenting plan
  • Provide the beneficiary with the following:
    • Receipt of Application with Confirmation number as their copy
    • Sales Kit which contains:
      Summary of Benefits
      Formulary
      Multi-language insert
      Enrollment Forms
      Coordination of Services Form
    • Plan Star Rating document
  • Deliver the Enrollment Forms or fax to SCAN within 48 hours OR Hand-deliver or send via Fed Ex

Converting Paper to Electronic Enrollment Method

  • Must be keyed in within 24 hours of the time the paper application is signed by the beneficiary.
  • If the enrollment is not entered into the SCANCubed enrollment portal within 24 hours, you must provide SCAN with the paper Enrollment Application within 48 hours of the beneficiary’s signature on the Enrollment Application.

Telephonic Confirmation of Prospect Intent to Enroll Method

  • Agent is not able to meet face-to-face with prospect and client has no access to electronic option
  • Agent verbally captures SOA and conducts compliant sales presentation over the phone
  • Agent completes a paper enrollment with prospect on the phone line
  • At point of sale when prospect consents to finalizing enrollment, agent initiates a 3-way call with SCAN’s recorded phone line
  • Agent connects prospect with SCAN’s Telephonic Confirmation representative and stays on the line
  • Telephonic Confirmation representative utilizes recorded phone line and confirms SOA and prospects intent to enroll
  • Telephonic Confirmation representative provides “code” which agent enters on the enrollee signature line of enrollment form and the Scope of Appointment (SOA)
  • Agent submits completed enrollment form to SCAN’s enrollment department
  • SCAN’s Telephonic Confirmation Representatives are available to take calls Monday–Friday from 8:00 am–5:00 pm (PST). Note: All calls are recorded. Call 855-662-7226 to get started.

Documentation Requirements

  • Store the Scope of Appointment Form and proof of permission to contact for a period of 10 years in a secure location and supply to SCAN upon request for audit purposes
  • If you decide NOT to continue contracting with SCAN, your up-line agency is responsible for ensuring the documentation is stored and retrievable for 10 years
  • Documentation can be faxed to: (866) 951-6318 or (562) 989-5243
  • Or they can be hand-delivered or sent via Fed Ex to:
    SCAN Enrollment, Reconciliation and Premium Billing Department
    3800 Kilroy Airport Way, Suite 100
    Long Beach, CA 90801

Resources

“How To” Videos