Hertz sample Initial Letter.pdf - ConSova

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Frequently Asked Questions Why is Hertz conducting this audit? The cost of providing health care benefits to employees continues to rise at an alarming pace. At Hertz, we want to ensure that we are doing everything we can to manage those costs for employees who are covering eligible dependents. Employers across the nation are conducting such audits and are discovering an alarming number of ineligible dependents covered under their plans. The costs associated with covering ineligible dependents can be millions of dollars for an employer the size of Hertz. Where did ConSova get my personal information? ConSova initially receives your basic personal information from your employer prior to the start of an audit. During the audit we receive personal information from you. Who is ConSova? ConSova is a human resources firm that specializes in the dependent eligibility verification process and has conducted many dependent verification audits for Fortune 500 companies and governmental organizations. What guarantee do we have that our personal documents will be kept secure? ConSova considers security and confidentiality a very serious matter. They utilize encryption technology to transact sensitive data. The server that maintains Dependent Eligibility Verification systems and scanned images is only accessible on ConSova’s Local Area Network located in Lakewood, Colorado. This Local Area Network is a closed system that is not accessible via Virtual Private Network or any other interactive connection. ConSova Associates have audited over 1.5 million dependents in the past eight years, and they have never been accused or alleged to have not protected the private personal information of its clients’ employees. Hertz realizes and understands that employees may have concerns about releasing this information to a third party. We assure you that every precaution has been taken to ensure your information is kept confidential. As we do with our other benefits service providers, Hertz and ConSova have entered into a privacy and security agreement (Business Associates Agreement) which is governed by federal privacy laws. You can help protect your own privacy by following the instructions included with the enclosed letter from ConSova. Will the submitted documents be retained by ConSova? If so, for how long? Documentation received from Hertz employees will be batched and maintained in a secure location monitored only by ConSova employees. 30 days after the dependent verification is completed, ConSova will shred all documentation and wipe all hard drives containing protected health information. Can I black out my financial information and Social Security number on these documents? On any document you provide, you may cross out all financial information and the first five digits of your Social Security number. Can I submit my documents to my local Human Resources Department instead of ConSova? No. All documents must be provided directly to ConSova for review. If I am unable to supply documentation by the deadline for my eligible dependent, will Hertz terminate my dependent from the plan? If you are experiencing any difficulties in gathering the requested documents, as long as you continue to keep ConSova updated as to the status of your gathering the appropriate documents, your dependent(s) will not be automatically terminated if you do not meet the submission deadline. Eventually, Hertz will terminate a dependent if it is determined that you are unable to provide documentation that verifies eligibility. ConSova is willing to assist you through this process, including helping you contact agencies to locate the documents you need.
Month Day, Year Dear John Smith: Dependent Eligibility Verification As part of an operational excellence initiative to increase efficiencies and reduce costs, Hertz has retained the services of ConSova Corporation to collect documentation to review and verify eligibility for dependents in the company’s medical programs. Dependent(s) you have included on Hertz sponsored medical plan are listed below: Dependent Name Relationship Year of Birth Michelle Smith Spouse 1956 Jane Smith Child 1990 Your Action Items Review your list of dependents above and the detailed explanation of the documentation you will need to provide to verify eligibility for dependent(s) on the following pages. Complete and sign the enclosed Dependent Verification Form. If any of your dependents listed above are no longer eligible for medical coverage, please provide their names and the reason for ineligibility on this form. Coverage for ineligible dependents will end as soon as reasonably possible after this has been reported to Hertz. Upload documentation by logging into www.consova.com/hertz or mail documentation in the enclosed postage-paid envelope with a postmark on or before Month Day, Year. You will need your PIN number to log in to the website; your PIN number is located at the bottom left hand corner of this letter. Please note: This is not a passive verification process. Non-response or incomplete documentation will result in the termination of insurance coverage for your dependents. Once your submitted documentation has been reviewed, ConSova will mail a letter to you regarding the updated status and if any additional information is required. If you have any questions about this process or need assistance, please call ConSova’s Dependent Eligibility Verification Assistance Center at (866) 964-1315 Monday through Friday, 9:00 a.m. – 5:00 p.m. Central Time. Thank you for your cooperation during this important initiative. Sincerely, ConSova Corporation
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Hertz sample Initial Letter.pdf - ConSova

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