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How To

Guides on how to do just about anything as a plan administrator

Add a Plan Member

1. Select Add Plan Member from the home screen, or the left-hand menu bar.
2. Choose the Billing Division (if applicable) and enter the Date of Hire.
3. Enter Personal information and the Canadian Citizen/Permanent Resident question.
4. Choose the appropriate drop down for Extend Health coverage to and Extend Dental coverage to.

Single Coverage: If the plan member has only life and disability, choose single coverage in both the health and dental drop-down lists. (Note: If the plan member has dependent life, you must choose the family option in order to give the plan member dependent life coverage)

Family Coverage: If the plan member has health and dental and eligible dependents, choose Plan Member, spouse, and dependents coverage in the health and dental drop-down lists.

Waived Coverage: If the plan member already has health and/or dental coverage and they want to waive their RBC health and/or dental coverage, choose “Waive Coverage” from the applicable drop-down lists.

5. Confirm if waiving the Waiting Period
   • Confirm that all conditions are met if waiving the waiting period (if applicable). Select Next.

6. Complete Personal, Contact Information, Employment and Earnings sections.
7. Enter Dependent Information (if applicable)
   • If the dependent is a spouse, provide the appropriate response to the ‘Has other coverage’ question.
8. Enter the Health and or Wellness Spending Account contributions (if applicable).
9. Review the information entered for accuracy and then click Submit.

The Plan Member has now been added, and a confirmation page will be generated. A new Plan Member ID number is created and displayed on the plan member record at the top of the page below their name.

At this time, you can enter the Beneficiary information (if applicable), edit any Plan Member sections, as well as Pin the plan member, or Print the ID card.

Add a Dependent

1. Within the Online Administration home page, search for the appropriate Plan Member using the search bar. Alternatively, select Search/Edit Plan Member from the left menu bar.
2. Scroll down to the Dependents Information section and select Add Dependent(s).
3. Complete the required fields, including First day of coverage and click Save or Add Another Dependent.

4. If the new addition of dependents affects the family status (i.e. single to family), you will be required to update the following sections: Employment Information.
5. Navigate to the Employment Information section.
6. Click on Edit or double click on any field.
7. Change the Family Status to Plan Member, Spouse, and Dependents.
8. Enter the Effective Date.
9. Click on Save.

Adding Spending Account Contributions (Health and or Wellness Spending Account)

1. Within the Add Plan Member process, navigate to the section Spending Account(s).
2. Enter in the Contribution Amount(s) in the specific fields.
3. Click Submit.

Dependent Events

When dependent management is available, Dependent Events allows you to review any new dependents added to your plan by your plan members, or any reinstatements made by your plan members through the plan member portal.

1. Select Dependent Events from the left menu bar.
2. Enter the start and end date ranges if needed (dates are automatically defaulted to the last 10 days).
3. Click on Search.
4. Plan member data and dependent data are shown in the results along with the process date of when the plan member made the change.

Mass Transactions

1. Click on Mass Transactions on the left-hand side menu. This view will display the dashboard of Mass Transaction events Completed or in Progress.
2. To see specific details on any previous Mass Transactions, select the appropriate row and click on View.

Create a New Mass Transaction

1. Click Create New Mass Transaction.
2. Select the Type of Change from the drop down.
3. Enter the search criteria such as: Billing Division, Status, Class and click on Search.
4. Select the plan members you want from the search results:
5. From the hamburger menu, Select all on current page will place a check mark next to each plan member and will display the number of records selected.
6. Select all # records will include every plan member across multiple pages and will provide the total number of records selected.
7. Click on Unselect all to remove the check mark next to each plan member. Click on Confirm in the pop-up confirmation message.
8. Or click on specific plan members. A check mark will show which plan members you have chosen.
9. Once you have selected all the plan members needed, select Next.
10. Enter the effective date and complete any additional information needed to complete the transaction and select Next.
11. Review the information and select Confirm Change. The mass transaction has been submitted and will be processed automatically. Completion of the changes will be monetarily delayed depending on the number of transactions requested.
12. Click on View Status to go back to the dashboard to check the progress of the request or click on Make Another Change.

Upload Mass Transaction

1. Within the Mass Transactions menu, select Upload Mass Transaction.
2. Click on Choose File
3. Attach the file to be sent for processing or drag and drop the file.
4. Click Upload File.
5. Click Complete.

Modify or correct an error to existing information

1. Select ‘Search/Edit Plan Member’.
2. Search for the appropriate Plan Member.
3. Navigate to the section you wish to modify or correct and click on Edit to update the information.
4. When the information has been successfully updated, choose the Effective Date and click Save.

Print an ID Card

1. Within the Online Administration home page, search for the appropriate Plan Member using the search bar. Alternatively, select Search/Edit Plan Member from the left menu bar.
2. Click on the ID card icon from the right side of the Plan Members Name section.
3. The Plan Member ID card will be displayed. Click on Print.

If you require a replacement ID Card, please contact your RBC Insurance Administrative Support team.

Reinstate a Plan Member

1. Search for the Not Active plan member.
2. Click on Reinstate icon on the right side of the Plan Member name section.
3. Reinstate all dependents or select specific dependents who will be reinstated with the plan member.
4. Enter the Effective Date of the reinstatement.
5. Click on Reinstate.
6. Confirmation message displays. If you wish to proceed with the reinstatement, click on Confirm. If you do not, click on Cancel.
7. Does the reinstatement change the family status of the plan member? If yes, navigate to the Coverage Info section.
   • Click on Edit or double click on any field to open the fields for entry.
   • For Health Benefits, change the Coverage Level by selecting from the drop down.
   • Enter the Effective Date.
   • Click on Save.
8. Navigate to the Employment Information section.
   • Click on Edit or double click on any field.
   • Change the Family Status.
   • Enter the Effective date.
   • Click on Save.

Reinstate a Dependent

1. Search for the Active plan member.
2. Navigate to the Dependents section.
3. Click on the ellipsis (…) beneath the Action column, for the dependent you wish to reinstate and click on Reinstate. A Reinstate Dependent section displays.
4. Enter Effective Date.
5. Click on Reinstate.
6. Confirmation message displays.
   • If you wish to proceed with the reinstatement, click on Confirm.
   • If you do not, click on Cancel.
7. Does reinstating this dependent change the family status of the plan member? If yes, navigate to the Coverage Info Section.
   • Click on Edit or double click on any field to open the fields for entry.
   • For Health Benefits, change the Coverage Level by selecting from the drop-down menu.
   • For Life and Disability benefits, change the Coverage Level by selecting from the values.
   • Enter the Effective Date.
   • Click on Save.
8. Navigate to the Employment Information section.
   • Click on Edit or double click on any field.
   • Change the Family Status.
   • Enter the Effective date
   • Click on Save.

Remit Self Admin Invoice

1. On the left menu tab, select ‘Self Admin Invoices’.
2. Search for an invoice for the earliest billing period that has a status of ‘Remittance Required’. (Note: if more than one outstanding invoice exists, please complete the earliest outstanding invoice first.)
3. Click on Complete Invoice for the corresponding invoice.
4. Enter all product and tax details for the billing period and then click Submit. (Note: any entered data will be lost if ‘Cancel’ is selected)
5. If the net premium submitted varies significantly from the net premium for the previous period, you will be required to provide a Reason for the difference.
6. If a correction to any of the submitted data is required, click Return to Data Entry and go back to Step 4. Otherwise, click Approve to continue with the submission of premium information for the period.
7. Remittance is now complete; a confirmation page will be generated with one of the following statuses:
   • Pending Verification: if the net premium submitted varies significantly from the previous period.
   • Approved: if there are no issues with your remittance and your payment has already been applied.
   • Payment Pending: if there are no issues with your remittance and your payment has not yet been applied or received.

Terminate a Plan Member

1. Search for the Plan Member.
2. Click on the Terminate icon on the right side of the Plan Member name section. A Terminate plan member section displays.
3. Enter the first date without coverage in the date field and provide a reason for termination.
4. Answer if the plan member is deceased and if they have survivors on the plan.
5. Click on Terminate.
6. Confirmation message displays.
   • If you wish to proceed with the termination, click on Confirm.
   • If you do not, click on Cancel.

Surviving spouse coverage will continue under the existing Plan Member ID number – cheques, ID cards, and correspondence will be issued in the name of the surviving spouse. The deceased plan member’s name will continue to be displayed on the billing.

Terminate a Dependent

1. Search for the active Plan Member.
2. Navigate to the Dependents section.
3. Click on the ellipsis (…) beneath the Action Column for the dependent you wish to terminate and click on Terminate. A Terminate dependent card displays.
4. Enter the first date without coverage.
5. Click on Terminate.
6. Confirmation message displays.
   • If you wish to proceed with the termination, click on Confirm.
   • If you do not, click on Cancel.
7. Does terminating this dependent change the family status of the Plan member? If yes, navigate to the Coverage Information section.
   • Click on Edit or double click on any field to open the fields for entry.
   • For Health Benefits, change the Coverage Level by selecting from the drop down.
   • Enter the Effective Date.
   • Click on Save.
8. Navigate to the Employment Information section.
   • Click on Edit or double click on any field.
   • Change the Family Status.
   • Enter the Effective date.
   • Click on Save.

Transfer a Plan Member between Billing Divisions

1. Select ‘Search/Edit Plan Member.’
2. Search for the appropriate Plan Member.
3. Navigate to the Employment Information section.
4. Click on Edit
5. Select the appropriate Billing Division from the Billing Division drop down menu.
6. Enter the Effective Date of the change.
7. Click Save.

Transaction Summary

This feature allows you to review all updates and changes made by you within the past seven years. You can search by transaction type, by specific date ranges or pertaining to a specific plan member record. It is a great way to see the history of transactions made over time.

1. Click on My Transaction Summary from the left menu bar.
2. Enter the search criteria such as, Start and End date ranges, transaction type or Plan Member ID number.
3. Click Search. A list of plan member records with the transactions performed are displayed.

View Booklets and Contracts

1. Click on Booklets/Contracts from the left menu bar.
2. A listing of Booklets, Contracts and Administrative Letters will be displayed.
3. Choose the applicable menu bar and click View to open.

You can easily toggle between English and French Booklets (if applicable.)

View Billings

1. Click on View Billings from the left menu bar.
2. Select the Bill Type you wish to view. (if applicable)
   • List Billed/Budgeted ASO
   • Claims Based Billing (In arrears)
3. Select the Month and Year.
4. Click on Search.
5. When billings are by billing division, each will display separately. Click on the PDF of the bill to view.

Waiving Waiting Period

1. Within the Add Plan Member section, confirm you wish to waive the waiting period by switching the toggle to Yes. Acknowledge that the criteria are met and select Next to process.
2. If you select Yes to waive a waiting period, you will receive a pop up with criteria that must be met.
3. If the Plan Member does not meet the criteria, you can change the response to NO and the waiting period will apply.
4. If you confirm that the Plan Member meets the criteria for Waiving the Waiting period, choose Next and the coverage will begin on the date of hire.