COBRA EAS Employer for Windows

The Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1985 requires by law that organizations of 20 or more employees allow their employees and covered dependents to continue to receive group health benefits after experiencing "qualifying events", such as termination of employment, reduction of work hours, employee´s death, or divorce.

There can be a lot of confusion around time frames for receiving benefits that need to be reviewed and monitored for compliance reasons.  For example, there are set deadlines for notifying recipients, as well as grace periods for payments, and payment continuation time frames. 

In addition, there are penalties that employers must face for noncompliance.  For example, if an employer does not comply with the law, a nondeductible tax of $100 per day per qualified beneficiary can be imposed on the employer! Therefore, although it may appear easy to avoid COBRA compliance, there are severe consequences if a company does not comply.  Here´s a product that assists companies with the confusing and detailed process of COBRA compliance.  Let´s take a look at what it does...

What is COBRA EAS Employer?

This application was designed to assist managers in fully automating their COBRA compliance as each of the steps between Notification and Conversion are automatically managed and recorded.

What are some of COBRA EAS´s features?

The following is a short list of the main features that the application offers:

ü      Prints the Notification and Election Form - then tracks the election period.  Users can choose to print an expiration of eligibility letter when an election is not received within the appropriate time frame

ü      Automatically calculates the exact premium due for the initial bill

ü      Gives each family member the opportunity to separately elect as required by law

ü      Global changes can be made with one simple step to database

ü      Ongoing contact management database for:

o       Employer

o       Plans

o       Carriers

o       Rates

o       Letters

Documentation/Manual

One of the best things about COBRA EAS is that it essentially arrives with two manuals: a technical, full manual, and a Quick Start Guide.  Users will have no problem understanding and using the Quick Start guide to get COBRA EAS running quickly and smoothly.  Easy step-by-step instructions are indicated along with screen shots to ensure understanding.   Considering it is only 10 short pages, users will not feel intimidated to use and install it themselves.

Minimum System Requirements

Security

One system administrator must be defined.  This individual may create system users with various security levels and can also remotely force any existing users from the system to perform exclusive operations.

System security includes five levels to various programs.

Organizations can also define an Operator Logging to track user activity on the system.

Support

90 days free support is provided with the purchase of COBRA EAS.  The purchase of the 12 month extended support agreement enables companies to access unlimited telephone support plus free program updates.

Price

Demonstration

This application´s interface is standard.  There are three main menu bars.  The main action buttons that are typically located on the left hand or as a menu along the top of the panel is now pushed to the far right of the panels and vertically displayed.  There are also two more located along the top of the screen.  As soon as the employee input screens disappear, this slightly distracting right hand vertical menu can also be easily closed. 

COBRA EAS is easy enough to use.  However, although not necessary, there are data field titles that are missing.  For example, although I realize that an employee´s First Name should be entered after their Last Name, there is no identified field for First Name.  The same situation arises with birthday.  There is some ambiguity around the field as there is no separation to indicate how to enter the data.  When entering an employee birthday, the calendar option becomes active.  Using the calendar is the only indication that the information must be entered as mm/dd/yyyy.  Of course, the argument is, as aforementioned, that these titles aren´t necessary and although they aren´t necessary, they are expected.

One handy tool they have implemented to counteract this is that whenever you pass over a particular field, a description appears in the lower left hand corner of the screen to indicate what information is to be entered. 

Benefit Plan Systems´ COBRA software also has built-in incomplete and error messages.  This way, when information that does not coincide with standard codes such as Qualification codes, proper Social Security Numbers, Qualification dates, or blank or incomplete fields, an error message will pop up indicating the error.

Reporting tools are easy to understand and use.  The application also provides the ability to install new reports. The application has built-in sound effects when data entry errors have occurred.  One tool that is extremely useful is the built-in online COBRA and HIPAA Reference.  These separate resources are accessible through the Help menu and provide detailed information and sections from both acts.  Links have been placed within each of these resources to facilitate search functionality and navigation.

Competitors

Summary

Clearly, the Benefit Plan Systems Corporation has designed an application that has been met with a high degree of satisfaction and success.  The company has a long track record as it has been providing benefit administration systems since 1976.  Clients include the Coca-Cola Company, Aon Corporation, Kraft Foods, and Shell Oil, just to name a few.

The two manuals, the Quick Start Guide and full manual are well presented and easy to understand with the most simplistic instructions including detailed screen shots that anyone can easily understand and quickly use. 

Functionality-wise, navigation of the application is easy and intuitive, and you won´t have any difficulties printing and defining reports.  This product has been a popular COBRA compliance choice as it had been primarily designed to meet the requirements of multiple employer administration.  In addition, there are no limitations to the degree of scalability of the product as it can accommodate an unlimited number of carriers, plans, and rates.  There is also room for user-defined fields within the application.

Considering the longevity and popularity of this product and the company, Benefit Plan Systems Corp., you should include this product on your checklist if you´re looking for COBRA compliance software.

About the company

BPSC is a developer and publisher of Benefit Plan Administration software for employers and administrators. We have been delivering quality benefit administration systems since 1976.  During the first ten years our core business was the design and administration of corporate benefit programs. As a national TPA, we learned first hand the needs and requirements of benefit administration systems. Hands-on experience served us well as we moved to take advantage of the emerging need for software that would eliminate the tedious jobs of plan administration.

Company Contact Information

Benefit Plan Systems Corporation

16 Technology Drive, Suite 161

Irvine CA 92618

800.523.8047

www.bencorp.com