Allied Administrators Transition

Why is Delta Dental bringing its small group administration in-house?
Our reason for doing this is to provide you and your clients a fuller, more robust Delta Dental customer experience. We believe you’ll benefit from having us manage every aspect of your Delta Dental program. We expect it to reduce onboarding time, turnaround time on customer service inquiries, and commission questions. In addition, we want to increase efficiencies by centralizing processes.

What services were provided by Allied Administrators for Delta Dental of New Jersey?
Allied Administrators was our third-party administrator, or TPA, for small business (2-50 lives) in New Jersey and Connecticut. They handled onboarding of new business, billing, paying commissions, renewals, group service, group changes, and enrollment changes (additions & terminations). This fall, Delta Dental of New Jersey will begin handling these services in-house.

What will change when Delta Dental brings its small group administration in-house from Allied Administrators?
Delta Dental will become your single point of contact for everything related to onboarding and administering your small business clients (2-50 lives). Administrative tasks previously handled by our TPA, Allied Administrators, will now be done by us in our office in Parsippany, New Jersey. This includes:

• Onboarding new business
• Invoicing
• Renewals
• Group service
• Group changes
• Enrollment changes (additions and terminations)
• Broker commission payments and statements

When will the transition from Allied Administrators to Delta Dental take place?
The transition will take place this fall. Delta Dental will begin processing new groups and enrollment changes starting September 30. Delta Dental will send its first invoice to groups on November 13. Broker final commission payment from Allied Administrators will cover premiums through October. Your first commission payment from Delta Dental will be sent mid-December for November’s premium.

How does transitioning small group administration from Allied Administrators to Delta Dental benefit brokers and GAs?
You’ll get the same services, but now delivered to you from Delta Dental. We take a lot of pride in delivering exceptional customer experiences, and we look forward to taking care of all your small group needs. We believe this will provide a smoother, more streamlined process. You’ll deal just with us, not through an intermediary. It should improve turnaround time and reduce onboarding time. Plus, our business keeps Eastern Time Zone hours, like you.

How will this transition affect onboarding, other administrative aspects, and commissions?
You will notice some changes. For instance, you’ll no longer work with Allied Administrators, but directly with Delta Dental of New Jersey.

You’ll also now have two great options for submitting new business. If you submitted your paperwork to us by email, you can still do that by emailing SBPSupport@DeltaDentalNJ.com beginning September 30. Or, you can try our new electronic application, which will help you streamline onboarding. More information about the electronic application and the application itself will be available shortly. We plan to offer training on the new tool.

I’m a broker – what do I need to do to ensure a smooth transition?

• Complete and sign the Small Group Broker Agreement by November 13 to ensure uninterrupted commission payments (required).
• Complete the EFT form for direct deposit (optional).
• Make sure your groups sign the PHI Form to ensure that you and your group administrators have access to the enrollment website.
• Notify your groups of the transition.

I’m a GA – what do I need to do?
Make sure your brokers know that Delta Dental of New Jersey is moving its small group administration in-house from Allied Administrators. Starting September 30, Delta Dental will begin processing all new groups and member enrollments. Brokers will receive additional information about the transition from us. If they have questions, they should contact their Delta Dental representative.

How will I submit new business to Delta Dental of New Jersey? 
We have a new option - our electronic application - which can help you streamline onboarding. Supporting paperwork can also be uploaded with the application. Or, you may email paperwork to SBPSupport@DeltaDentalNJ.com.

Whom should brokers and GAs call with questions about this transition?
Contact your Delta Dental sales executive or account manager with any questions.

Will this change have any effect on broker commissions or group rates?
No. Commissions and rates will not change.

How will this affect my commission schedule?
Allied Administrators will pay commissions on any collected premiums in October; the final commission check from Allied Administrators will be issued on November 13. Delta Dental of New Jersey will calculate commissions on any collected premiums starting in November, with the first commission payment being made in December.

For any questions related to commissions from Delta Dental, please contact Commissions@DeltaDentalNJ.com.

How will invoicing and billing change?
Invoices will come from Delta Dental of New Jersey beginning November 13. Along with their first invoice, groups will receive instructions on accessing  the secure billing website. Groups can pay via the billing website or send a check to Delta Dental of New Jersey at the address on the invoice.

How will this transition affect my groups?
Your small-group clients will now be able to access the same group websites and services that were previously available only to our large groups. Five key things will be changing for them:

• Group numbers. Their existing 10-digit group number from Allied Administrators will be retired and they will be assigned a new 10-digit group number from Delta Dental of New Jersey. Brokers and their clients will receive their new Delta Dental group numbers in early October.


• Invoices. They will look different and will come from Delta Dental of New Jersey rather than Allied Administrators. View a sample invoice.


• Member IDs. Members won’t be required to use their Social Security numbers as their ID anymore. They will have a unique Delta Dental ID number, which will not be connected to their Social Security number. This helps members safeguard their Social Security numbers. Members can access their new ID numbers by signing in to MySmile®, our member website, after October 12. However, members also may continue to use their Social Security number if they so choose. When they (or their dependents) see the dentist, they have the option of providing any one of the following to their provider:
  • The member’s new Delta Dental ID number.
  • The member’s Social Security number.
  • The member’s name and date of birth.


• PHI Form. All groups must sign this before they can access the Delta Dental of New Jersey enrollment website. The PHI Form identifies who is authorized to access the enrollment website, including brokers and GAs.


• New enrollment and billing websites. Once groups transition to us and have submitted their PHI Form, they will receive instructions for how to register for and use our secure enrollment and billing websites. Starting September 30, groups may submit enrollment changes via email.

 

How will current groups be transitioned?
The transition will take place in several steps. Brokers and groups will receive information in September about the transition, including documents such as the PHI Form (for groups) and Small Group Broker Agreement (for brokers), which must be signed and returned.

• September 29: This is the last day Allied Administrators will process new groups or member enrollment.


• September 30: Delta Dental of New Jersey will begin handling customer inquiries on group-level changes, including additions and terminations. Any new groups will receive new group numbers; existing groups should continue to use their old group number and member ID. Groups may submit enrollment changes via email.


• October 1: Final invoice from Allied Administrators will be sent to groups; payment should be sent to Allied Administrators and is due October 26.


• October 12: All existing groups will be converted to their new Delta Dental group number and member IDs. Groups will begin receiving instructions for how to register for and use the Delta Dental enrollment website. They may also submit enrollment changes via email.


• November 13: Delta Dental will send its first invoice to groups. This invoice will include instructions on how to register for and use our billing website. Groups may pay via our billing website, or they may send payment to the address on the invoice, payable to Delta Dental.

During the transition, groups should take extra care to remit payment to the correct entity and address.

• Invoices dated October 1 or earlier were issued by Allied Administrators. Payment should be made to Allied Administrators and sent to:
  
  Allied Administrators for Delta Dental
  P.O. Box 45894
  San Francisco, CA 94145-0894


• Invoices dated November 13 or later will be issued by Delta Dental of New Jersey. Payment should be made to Delta Dental and sent to the address on the invoice. Payment may also be made via our billing website.

 

How will this affect my group’s members?
Most things will remain unchanged for members. They will continue to sign in to MySmile®, our member website, to manage their dental benefits. If they haven’t yet registered for MySmile, they can find information and instructions at DeltaDentalNJ.com/MySmile.

Two things will change for members:

• Their Group Number. Their group’s existing 10-digit group number from Allied Administrators will be retired and replaced with a new 10-digit group number from Delta Dental of New Jersey. Members will be able to see their new Delta Dental group number when they sign in to MySmile after the transition on October 12.


• Their Member ID Number. Members’ Delta Dental ID number are changing to help keep their identity more secure. They will no longer be required to use their Social Security number as their member ID. Unique Delta Dental ID numbers will now be assigned. This helps safeguard their Social Security number. They can access their new Delta Dental ID number when they sign in to MySmile, their Delta Dental benefits site, starting October 12. However, they may continue to use their Social Security number if they so choose. When members (or their dependents) see the dentist, they will have the option of providing any one of the following to their provider:
  • The member’s new Delta Dental ID number.
  • The member’s Social Security number.
  • The member’s name and date of birth.

 

Who should my clients contact with questions?

• Enrollment – EligInquiry@DeltaDentalNJ.com or call 800-452-9310
• Billing – Billing@DeltaDentalNJ.com or call 800-452-9310
• Plan changes – contact your account manager
• General benefit questions – email us or call 800-452-9310

 

Who should members contact with questions?
Members can sign in to MySmile, our member website, or call Customer Service at 800-452-9310.

There are three key Small Group forms:

• PHI Form, which states who is allowed access to their group’s Protected Health Information. All groups must sign. (You and your clients will not be able to access our enrollment website until they sign this form.).


• Small Group Broker Agreement, which provides details about commission payments and other terms. All brokers must sign.


• EFT Enrollment Form, which brokers should use to set up direct deposit for commission payments. While you’re not required to enroll in EFT, it’s much more efficient than checks. EFT allows your commissions to be deposited directly into your bank account within three days of processing.

Once completed, they may be submitted to: SBPSupport@DeltaDentalNJ.com.

Also, your commission payment will come from Delta Dental of New Jersey; your small business commissions will be rolled into your core Delta Dental group commissions, so you’ll have just one point of contact.

Why did you send me a PHI Form?
The PHI Form is included in the packet of information being sent to you electronically along with the Small Group Broker Agreement. It must be signed by a representative from each group to designate who is allowed access to our enrollment website – including their broker. All groups – new and existing - must complete and sign the PHI Form.  

What is the Small Group Broker Agreement?
This outlines the commission structure and payment schedule, and lays out roles and responsibilities between Delta Dental of New Jersey and brokers. Brokers will receive a packet of information electronically from Delta Dental, which includes the Small Group Broker Agreement and other forms. All brokers must sign this agreement.

Why did you send me a form to enroll in EFT?
The EFT application is included in the packet of information being sent to you electronically along with the Small Group Broker Agreement. EFT stands for “electronic funds transfer” but is better known as direct deposit. You can use this form to set up direct deposit for commission payments. While you’re not required to enroll in EFT, it’s much more efficient than checks. EFT allows your commissions to be deposited directly into your bank account within three days of processing. It’s the fastest way to get commissions into broker accounts.

Where can I get forms?
All forms are available below. Or contact your Delta Dental representative to request them.

• PHI Form


• Small Group Broker Agreement


• EFT Enrollment Form

How do I submit completed PHI, Small Group Broker Agreement, and EFT forms electronically?
You can email them to SBPSupport@DeltaDentalNJ.com.

What is the time frame for the transition?

There are several key dates to know.

• September 29: The last day Allied Administrators will process new groups or member enrollment.


• September 30: Delta Dental of New Jersey begins processing all new groups and member enrollment. Any new groups will receive new group numbers beginning on this date. Existing groups will continue to use their old group number and member ID until October 12.


• October 1: Final invoice from Allied Administrators will be sent to groups; payment should be sent to Allied Administrators by October 26.


• October 12: All existing groups will be converted to their new Delta Dental group number and member IDs.


• November 13: Delta Dental sends its first invoice to groups; payment should be sent to the address on the invoice, payable to Delta Dental.


• November 13: Allied Administrators sends its final commission payments.


• Mid-December: Delta Dental sends its first commission payment.