Source: https://www.scribd.com/document/118858803/Request-to-Run-Utah-s-Version-of-a-State-Based-Health-Exchange
Timestamp: 2017-02-25 12:53:58
Document Index: 214689356

Matched Legal Cases: ['§ 155', '§ 156', '§ 155', '§ 155', '§155', '§156', 'arts 74']

Request to Run Utah's Version of a State-Based Health Exchange | Health Insurance Marketplace
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Detailed Design Review Summary Document
Steve Gooch 12/14/2012
1.0 Legal Authority and Governance .............................................................................................................................2 2.0 Consumer and Stakeholder Engagement and Support .............................................................................................4 3.0 Eligibility and Enrollment ..................................................................................................................................... 20 4.0 Plan Management .................................................................................................................................................. 34 5.0 Risk Adjustment and Reinsurance ......................................................................................................................... 47 6.0 Small Business Health Options Program (SHOP) ................................................................................................. 50 7.0 Organization and Human Resources ...................................................................................................................... 55 8.0 Finance and Accounting ........................................................................................................................................ 57 9.0 Technology ............................................................................................................................................................ 59 10.0 Privacy and Security ............................................................................................................................................ 62 11.0 Oversight and Monitoring .................................................................................................................................... 65 12.0 Contracting, Outsourcing and Agreements .......................................................................................................... 70
Request to Run Utah’s Version of a State-Based Health Exchange
Item 1.1 — The State has enabling authority to operate an Affordable Insurance Exchange, including a Small Business Health Options Program (SHOP), compliant with Affordable Care Act Section 1321(b) and implementing regulations.
Approach The State of Utah has the necessary legal authority to establish a state-based insurance exchange for individuals and small businesses. Utah Code: Title 63M, Chapter 1 is attached.
This code created the Office of Consumer Health Services (OCHS) within the Governor’s Office of Economic Development (GOED), a state agency.
63m01_250400.pdf
Utah Insurance Code.pdf
Item 1.2 — The Exchange has been established in compliance with ACA 1311(d) and 45 CFR 155.110.
Approach Utah has established the Office of Consumer Health Services within the Governor’s Office of Economic Development, a state agency.
Item 1.2a — The Exchange board and governance structure has been established in compliance with ACA 1311(d) and 45 CFR 155.110.
Item 1.2b — The Exchange has a formal, publicly-adopted charter or bylaws.
Item 1.2c — The Exchange has established governance policies in compliance with 45 CFR 155.110(d) and obtained conflict of interest disclosures from board members, including disclosures of financial interest.
Item 1.2d — The governing board has at least one voting member who is a consumer representative, and does not have a majority of voting representatives with a conflict of interest.
Item 1.2e — The majority of the voting members have relevant experience in health benefits administration, health care finance, health plan purchasing, health care delivery system administration, public health, or health policy issues related to the individual and small group markets and the uninsured.
Item 1.2f — The Exchange holds regular, public governing-board meetings.
Item 2.1 — The Exchange has developed and implemented a stakeholder consultation plan and has consulted with, and will continue to consult with, consumers, small businesses, State Medicaid and CHIP agencies, agents/brokers, employer organizations, and other relevant stakeholders as required under 45 CFR 155.130.
Approach As the State of Utah moves forward with exchange planning and implementation, we will continue a formal stakeholder consultation plan, leveraging the work developed over the past six years. The state will ensure that key stakeholders continue to be included in this process, including consumers, small businesses, state Medicaid and CHIP agencies, agents/brokers, employer organizations, issuers and other relevant stakeholders.
We currently have the following stakeholder engagement meetings: Broker Roundtable: Third Tuesday of every month. Initiated August 2011. Consists of the top 35 brokers who are actively quoting and managing participating employer groups on Avenue H. The meeting is an opportunity to identify issues, provide solutions, education opportunities, and future activities. Carrier Roundtable: Fourth Wednesday of every month. Initiated February 2011. All participating carriers/insurers meet to improve processes, efficiency, accuracy and commonly agreed business rules across the group. Open Forum Meeting: Second Wednesday of every month. Initiated July 2008. All stakeholders are invited to attend a monthly project management update on exchange activity and future projects and dates. Health Reform Community Open Forum: Second Monday of every month. Initiated April 2012. Those invited to this forum include stakeholders representing individuals, consumers, providers, and businesses. Purpose of meetings: 1. To inform group of what's happening more broadly allowing them to get involved as appropriate and give feedback on what's working, 2. Put forward topics that may not be getting attention and figure out a way to address them, and 3. Act as a sounding board for issues coming from state’s team that need community input. Health Reform Coordinating Staff Meeting: Every Tuesday. Includes director-level positions from Department of Health, Department of Insurance, Department of Workforce Services, Department of Technology Services, Budget, Legislative Counsel and Governor’s Office. Addresses current issues
and future planning for health system reform in the state. Lieutenant Governor’s Coordinating Group: Fourth Wednesday of every month. Initiated 2010. Executive directors of all state agencies (DOH, DOI, OCHS, DWS, DTS, DHRM, GOED and Policy) to establish direction and coordination on state health system reform initiatives. Utah Defined Contribution Risk Adjuster Board: Fourth Tuesday of every month. Initiated 2009. Board members are appointment by the Governor to represent the carriers, government and the business community. The duties of the board are to develop a plan of operations governing the defined contribution market that addresses risk and protects the market from adverse selection. Health Exchange Advisory Board and Steering Committee: Fourth Tuesday of every month. Initiated September 2010. Informal group of representatives from insurers, brokers, community organization, providers, and government to assist staff on operational and implementation issues. Technology Partners: Every Thursday. Initiated September 2010. All technology partners participate in identifying processes, required changes and scope of services. This group handles product enhancements to provide a seamless and efficient solution to the consumers. Legislative Health System Reform Task Force: Monthly during interim months. Legislators, staff and community address issues related to ACA, Medicaid and exchange and insurance market.
Item 2.2 — Applicable only to States with Federally-recognized Tribes: The Exchange, in consultation with the Federally-recognized Tribes, has developed and implemented a Tribal consultation policy or process, which has been submitted to HHS.
Approach There are eight federally-recognized tribes in Utah. Over the past few years, representatives of Utah’s exchange and other state agencies have met with the Utah Indian Health Advisory Board to describe the proposed role of the exchange in tribal operations. These board meetings provided health representatives from all tribes the opportunity to raise questions and concerns about the direction the state is taking with the exchange. These board meetings serve as the first step in the Medicaid and CHIP consultation processes. Moving forward, the exchange plans to use the Utah Department of Health Consultation Policy for the tribal consultation process until a separate process is developed and implemented for the exchange. The exchange’s separate formal tribal consultation process will be developed in consultation with Utah tribal leadership. The exchange consultation process may include establishing a work group consisting of Native American Indian/Alaska Native representatives and focusing on American Indian/Alaska Native issues and/or ensuring that tribal representation exists in other work groups and advisory committees. These work groups may be operated in conjunction with the Utah Indian Health Advisory Board. Issues that may be considered through this process include:    The identification, application, and enrollment process of federallyrecognized American Indian/Alaska Natives Group purchasing and sponsoring of tribal members by tribes The inclusion of American Indian/Alaska Native health providers in 5|P age
exchange plans American Indian/Alaska Native marketing, outreach, and health plan enrollment  The inclusion of the state’s Urban Indian Title V organization  The inclusion of Indian Health Services and the National Indian Health Board It is also envisioned that the exchange will designate a point of contact who will engage in continuous communication with the exchange board and have the responsibility of maintaining subject matter expertise on exchange/tribal issues. It is envisioned the individual identified as the exchange’s point of contact would coordinate with the state’s Indian health liaison.  It is expected that a separate formal tribal consultation process for the exchange will be submitted to HHS by September 30, 2014.
Item 2.3 — The Exchange provides culturally and linguistically appropriate outreach and educational materials to the public, including auxiliary aids and services for people with disabilities, regarding eligibility and enrollment options, program information, benefits, and services available through the Exchange, the Insurance Affordability Program(s), and the SHOP. In addition, the Exchange has an outreach plan for populations including: individuals, entities with experience in facilitating enrollment such as agents/brokers, small businesses and their employees, employer groups, health care providers, community-based organizations, Federally-recognized Tribal communities, advocates for hardto-reach populations, and other relevant populations as outlined in 45 CFR 155.130.
Approach As the State of Utah moves forward with exchange planning and implementation, we will continue to expand channels of communication and provide educational materials to the public. Special consideration will be given for the need to provide additional outreach programs in areas that are not offered today.
Today, there are many outreach programs provided by our internal stakeholders that can be leveraged. Planning will include a review of current services and options available to ensure that we have a comprehensive outreach plan that encompasses the various residents that may require special assistance or education materials. Currently, our SHOP exchange — Avenue H — depends heavily on experienced agents/brokers to provide an outreach program to support their current customers and potential customers (i.e. individuals, employers, employees). To sell products on Avenue H, brokers must first be credentialed to ensure they are trained on the insurance carriers’ products and enrollment systems within Avenue H. This measure was introduced to ensure that our members have an avenue to receive assistance from a professional who is familiar with Utah’s insurance marketplace and who understands the customer’s needs. To ensure that brokers are kept up-to-date, OCHS provides a monthly newsletter to the broker community as well as continuation training courses, free of charge. We realize the need to expand our outreach in the future and will continue to find ways to identify the needs of our communication channels for our community. Although we will continue to provide educational opportunities for our broker community, we also realize the need to provide additional educational opportunities directly to consumers.
We recognize the need to coordinate this effort among state agencies, community organizations, insurance carriers, corporate partners, providers, and other stakeholders. We intend to expand on this in the future and will thoroughly review all areas including: • • Educated health care consumers who are enrollees in QHPs Individuals and entities with experience in facilitating enrollment in health coverage 6|P age
Advocates for enrolling hard-to-reach populations, which include individuals with disabilities as well as mental health or substance abuse disorders Small businesses and self-employed individuals State Medicaid and CHIP agencies Federally-recognized Tribes, as defined in the Federally Recognized Indian Tribe List Act of 1994, 25 U.S.C. 479a, that are located within the exchange’s geographic area Public health experts Health care providers Large employers Health insurance issuers Agents and brokers
We understand the intent and the goal of the outreach plan to reach a defined set of target audiences, including all populations identified in 45 CFR 155.130, and provide these audiences with culturally and linguistically appropriate outreach and educational materials and auxiliary aids and services to people with disabilities (including information in alternate format), regarding eligibility and enrollment options, program information, benefits, and services available through the exchange, SHOP, and other insurance affordability programs.
We currently have many of these stakeholders engaged in workgroups and/or advisory committees. Existing boards will be reviewed to determine whether additional members should be added to confirm they contain the applicable target audiences for determining best practices.
Utilizing the expertise in existing stakeholder engagement teams, additional workgroups will be formed to explore a variety of tactics for reaching these populations with the goal of engaging them and driving them to the exchange website, a broker or a navigator where they can learn more about the exchange and get assistance enrolling. The plan may include the following components: • • • • • • • Materials development Earned media Paid media (advertising) Social media Stakeholder engagement Partnerships and grassroots engagement State employee communications
This plan is expected to finalized and begun by April 2013.
OCHS, in conjunction with other state agencies and affiliations, will expand existing outreach plans to develop a comprehensive and integrated communications and marketing campaign to educate and inform individuals and small businesses statewide about the state-based exchange. It is anticipated that the initial campaign may consider the following public relations and advertising campaigns:
Individuals & the General Public • • • • • • • Benefits of having coverage Increased access, increased choice Who can participate, how it will work Advanced Premium Tax Credits & cost sharing reductions Navigator & agent/broker application assistance Premium calculator awareness Quality and transparency tools
Small employers: • • • • Increased access, increased choice Who can participate, how it will work Small business tax credits Comparison tools awareness
Navigators, Agents, and Brokers • • • How can they help get their clients covered Who can participate, how it will work How they will be compensated
Proposed general public marketing channels (in English and Spanish) to be considered include: • • • Print, radio, TV, social media, websites, health fairs, and other health events Coordination and engagement with Chambers of Commerce, Nonprofits (United Way, etc.), FQHCs, rural clinics, hospitals & emergency rooms, schools, churches, shopping malls, SBA offices, and Medicaid offices Coordination and engagement with existing statewide distributions offices (Tax, DMV, Social Security)
Although OCHS recently contracted with a qualified vendor to provide marketing and outreach support, the need to update our campaign with additional materials will be required. Accelerating the development of the comprehensive and integrated communications and marketing campaign may require OCHS to extend contract negotiations or procure additional qualified vendors to expand our current outreach and education plan, as outlined in 45 CFR 155.205(c).
This communications and marketing campaign is expected to commence by April 2013.
Item 2.3a — The Exchange has developed and provides culturally and linguistically appropriate outreach and educational materials and auxiliary aids and services to people with disabilities
Approach An expansion of our existing framework of educational materials and outreach will be needed to address requirements of 45 CFR 155.205(c).
(including information in alternate format), regarding eligibility and enrollment options, program information, benefits, and services available through the Exchange, SHOP, and other Insurance Affordability Programs, as required in 45 CFR 155.205(c).
Item 2.3b — The Exchange has an outreach plan for populations including: individuals, entities with experience in facilitating enrollment such as agents/brokers, small businesses and their employees, employer groups, health care providers, community-based organizations, Federally-recognized Tribal communities, advocates for hardto-reach populations, and other relevant populations as outlined in 45 CFR 155.130.
Approach Various degrees of outreach plans are currently in existence today for the populations outlined in 45 CFR 155.130. Example: Some of the populations, such as tribal communities, are addressed via various outreach programs with other state agencies. OCHS supports the outreach programs for agents/brokers, small businesses, and employer groups. Further determination is needed to identify areas where improvements can be made.
Item 2.4 — The Exchange provides for the operation of a toll-free telephone hotline (call center) to respond to requests for assistance from the public, including individuals, employers, and employees, at no cost to the caller as specified by 45 CFR 155.205(a).
Approach Currently, OCHS has a call center in place to support Utah’s SHOP exchange — Avenue H. The toll-free telephone number is published on our website and includes a call-tree option (IVR) for participants to receive help and for the public to find out more about Avenue H. The Department of Workforce Services (DWS) also has a call center in place for public assistance. Although these services are currently provided at no cost to the caller, further clarification is needed as to whether the cost of maintaining the call center can be added to the per-employee-per-month (PEPM) fee of an enrolled individual or employee in a SHOP exchange or the individual market in order to have the exchange self-sufficient by 2015.
We realize the need to expand our existing call tree and/or contract with a qualified third-party administrator (TPA) for call center services to: 1) act as a central line to handle seamless application support; 2) coordinate with other insurance affordability programs and state and federal agencies; and 3) respond to the more anticipated volume of requests for assistance from the public, including individuals, employers, and employees. Although these services are currently provided at no cost to the caller, further clarification is needed as to whether the cost of maintaining the call center can be added to the PEPM of an enrolled individual or employee in a SHOP exchange or the individual market.
Our call center representatives currently include specialists trained in enrollments, eligibility, and SHOP issues. Calls are routed to specialists using Request to Run Utah’s Version of a State-Based Health Exchange 9|P age
IVR to increase efficiency and optimize customer service. Currently, OCHS ensures that all call center reps are trained and provide adequate resources; call statistics are currently tracked and monitored.
In the future, our intention is to expand our current model by integrating additional services to the existing call tree and/or via a TPA that can handle a greater number of calls and administration services.
Service levels of the contracted TPA will require they have options available to provide translation and oral interpretation services as well as auxiliary aids and services based on the needs of the caller.
The TPA will be expected to develop operating plans and procedures, in accordance with direction from the exchange. Service level agreement (SLA) metrics will be reviewed to determine tracking needs and reporting options for managing performance, call volume performance, and providing the optimum customer experience.
It is expected that our original call tree solution may work initially but will need to be expanded to a TPA by June 2013. Once the TPA is selected, the exchange and the TPA will develop a detailed description of the call center’s strategy for managing call volume, its plan for providing translation services, and a toll-free number. This information will be provided to HHS for review by June 2013.
Item 2.4a — The Exchange provides for the operation of a toll-free telephone hotline (call center) which acts as a central line to handle seamless application support, coordinates with other Insurance Affordability Program(s) and with other State and Federal agencies, and responds to requests for assistance from the public, including individuals, employers, and employees, at no cost to the caller as specified by 45 CFR 155.205(a).
Approach Avenue H, Utah’s SHOP exchange, currently provides a toll-free number for handling support for agents/brokers, employers, employees, insurance providers, and questions from the public. The Department of Workforce services currently provides a toll-free number and handles support for public services. We understand the need to consolidate these options in the future. Refer to section 2.4 for further details.
Item 2.4b — The Exchange provides translation and oral interpretation services and auxiliary aids and services to the
Approach The Department of Workforce services may currently provide a toll-free number and these services to the public. However, Avenue H — Utah’s SHOP exchange — does not provide translation and oral interpretation services via telephone at this time. We understand the need to consolidate or build these 10 | Page
public, including individuals, employers, and employees, at no cost to the caller.
options in the future. Refer to section 2.4 for further details.
Item 2.4c — The Exchange provides adequate training and resources to operate the call center, including an operating plan and procedures.
Approach Avenue H — Utah’s SHOP exchange — provides training materials to our third-party administrators who currently answer calls. We have an operating guide and FAQ materials available for their use; these materials are reviewed on a regular basis. Additional training requirements for the call center are determined by monthly statistics that help us identify any problem areas. We intend to continue our expansion of training and operations procedures, keeping them up-to-date with changes required for the future.
Item 2.5 — The Exchange has established and maintains an upto-date Internet Web site that provides timely and accessible information on Qualified Health Plans (QHPs) available through the Exchange, Insurance Affordability Program(s), and the SHOP, and includes requirements specified in 45 CFR 155.205(b).
Approach Utah has already established an internet website — www.AvenueH.com — for small business employers. We plan to procure the services of a third-party vendor to expand the functionality of this site to be the ―no-wrong-door‖ for the Utah consumers shopping for individual/family and small employer health insurance plans.
This contract will include development and maintenance of the exchange’s internet website.
The exchange will ensure that the selected vendor will:  Maintain an up-to-date internet website that provides timely and accessible information on QHPs available through the exchange, insurance affordability programs, and the SHOP (in accordance with 45 CFR 155.205(b))  Provide information on premium subsidies and cost-sharing, QHP comparison, metallic levels of QHP coverage, transparency of coverage measures, and a link to insurers’ provider directory  Provide information in a manner that is accessible to individuals with disabilities and individuals with limited English proficiency (in accordance with 45 CFR 155.205(b) and (c))  Broker/agent, navigator and assistor portals that help them provide customer service support to their clients. It is expected that the expanded functionality of the exchange website will be developed and operational by September 2013.
Item 2.5a — The Exchange has established and maintains an upto-date Internet Web site that provides timely and accessible information on Qualified Health
Approach Utah has already established an internet website — www.AvenueH.com — for small business employers. It is expected that the expanded functionality of our exchange website will be developed and operational by September 2013. Please refer to section 2.5 for more details. 11 | Page
Plans (QHPs) available through the Exchange, Insurance Affordability Program(s), and the SHOP, and includes requirements specified in 45 CFR 155.205(b).
Item 2.5b — The Exchange’s Internet Web site provides information on premium and cost-sharing, QHP comparison, metal level of QHP coverage, transparency of coverage measures, and a provider directory.
Approach Utah has already established an internet website — www.AvenueH.com — for small business employers. It is expected that the expanded functionality of our exchange website will be developed and operational by September 2013. Please refer to section 2.5 for more details.
Item 2.5c — The Exchange’s Internet Web site provides information in a manner that is accessible to individuals with disabilities and individuals with limited English proficiency, as required in 45 CFR 155.205(b) and (c).
Approach Utah has already established an internet website — www.AvenueH.com — for small business employers. The development of content on our website has always taken into consideration the need to provide information for those individuals with limited English proficiency. In our current model, agents/brokers provide most of the support for individuals and employers; we emphasize the need for agents to provide outreach in areas where special circumstances may require additional assistance. However, in the future we realize that expanded functionality will be needed. The need to provide access of information to individuals with disabilities as required in 45 CFR 155.205(b) and (c) will be implemented in the requirements for a selected vendor for expansion of our exchange website. A target date can then be established based upon prioritization of the project management task list (related to the website build out).
Item 2.6 — The Exchange has established or has a process in place to establish and operate a Navigator program that is consistent with the applicable requirements of 45 CFR 155.210, including the development of training and conflict of interest standards, and adherence to privacy and security standards specified in 45 CFR 155.210 and 45 CFR 155.260.
Approach Proposed legislation will be introduced this session to outline the definition, qualifications, and requirements of a navigator. The provisions provide a clear outline of training requirements, standards, and corrective action authority.
The proposed legislation will be used as the basis for establishing a process to operate a navigator program. The final outcome will include but is not limited to the development of training, conflict of interest, and privacy and security standards, consistent with 45 CFR 155.210 and 45 CFR 155.260.
Options for the exchange to procure navigator services from qualified public or private vendors through subcontracts, paid for with state grants will be considered. If subcontractors are used, they will be instructed that in order to receive the grants, the grantees they must agree to conduct the five duties outlined in 45 CFR 155.210(e)).
The navigator program will be structured through a set of standards to be developed by proposed legislation, in conjunction with Utah’s Department of Insurance to prevent, minimize, and mitigate any kind of conflicts of interest that may exist and to ensure that all participating entities and individuals have appropriate integrity.
As qualifications are established, rules will include, but not be limited to, requirements that navigators: 1) will not be licensed agents or brokers, 2) may not receive compensation for soliciting or selling health insurance, and 3) must comply with the privacy and security standards for the exchange set forth in 45 CFR 155.260, as well as any further privacy and security measures adopted by the exchange.
Duties The exchange will mandate the following duties for all entities or individuals acting as a navigator to include the following, as example duties:  Maintain expertise in exchange eligibility and enrollment policies and processes  Conduct outreach and education activities to raise awareness about the Exchange  Ensure security and confidentiality of personal information  Demonstrate that no conflict of interest exists  Provide accurate information to consumers, including information about other health programs  Facilitate selection of and enrollment in QHPs and appropriate public programs  Provide referrals to any applicable state office or agency for any enrollee with a complaint or question regarding their health plan  Provide information in a manner that is culturally and linguistically appropriate (including individuals with limited English proficiency) and ensure accessibility and usability of navigator tools and functions for individuals with disabilities in accordance with the Americans with Disabilities Act and section 504 of the Rehabilitation Act. Eligibility Standards To receive a navigator grant from the state, the exchange will require an entity or individual seeking to serve as a navigator to:  Be capable of carrying out the duties set forth above  Demonstrate existing relationships, or readily available relationships, with employers and employees, consumers (including uninsured and underinsured consumers), or self-employed individuals likely to be eligible for enrollment in a QHP  Meet any applicable licensing, certification or other standards prescribed by the state or exchange  Not have a conflict of interest during the term as a navigator, including receiving financial consideration directly or indirectly from an insurance company or QHP  Comply with the conflict of interest standards developed by the state  Comply with all privacy and security standards set forth in 45 CFR 155.260 and as may otherwise be adopted by the exchange Request to Run Utah’s Version of a State-Based Health Exchange 13 | Page
Conflict of Interest Standards The exchange will exercise authority over navigators to ensure compliance with the program and to prohibit navigators from:  Being a health insurance issuer or a subsidiary thereof  Being an association that includes members of, or lobbies on behalf of, the insurance industry  Receiving any consideration directly or indirectly from any health insurance issuer in connection with the enrollment of any individuals or employees in a QHP or a non-QHP  Having any private or personal interest sufficient to influence or appear to influence the objective exercise of the individual’s official or professional responsibilities Training and Certification. As currently envisioned, all entities and individuals participating in the navigator program will be trained and certified in the following areas:          The needs of underserved and vulnerable populations The mission of the state-based exchange and how it operates State and federal regulations governing the exchange The application process (both online and in-person) Eligibility and enrollment rules and procedures within the exchange The range of QHP options and insurance affordability programs State insurance programs such as Medicaid and CHIP Consumer privacy and confidentiality Premium subsidies, tax credits, and other cost reductions available to consumers  The conflict of interest and professionally accepted ethical standards developed by the state  The privacy and security standards set forth in 45 CFR 155.260 and any other standards that may otherwise be adopted by the exchange The Department of Insurance will work with workgroups and advisory committees to develop navigator program conflict of interest and training standards. They also have the authority to procure services of a vendor to assist the state in developing the training curricula and certification processes for the navigator program and conducting the actual training sessions. Formalized standards and a training plan will be submitted to HHS by April 2013.
Navigator Participants. It is currently envisioned that several entities may encompass the buildup of our navigators, including consumer-focused non-profit groups and those serving in:     Community- and consumer-focused nonprofit groups Trade, industry, and professional associations Chambers of commerce Other eligible public or private entities or individuals, including without limitation, Indian tribes, tribal organizations, urban Indian organizations, 14 | Page
and state or local human service agencies The state is currently in the process of formalizing a timeline and strategy for funding for the navigator program and making it fully operational. It is yet to be determined how the exchange will fund the navigators and how any grants would be funded or provided to navigators.
A formalized plan for making the navigator program fully operational will be submitted to HHS by April 2013.
Item 2.6a — The Exchange has established or has a process in place to establish and operate a Navigator program that is consistent with the applicable requirements specified in 45 CFR 155.210 and 45 CFR 155.260.
Approach Utah has outlined the process we intend to use in establishing and operating a navigator program. Please refer to section 2.6 for further information.
Item 2.6b — The Exchange has a plan for the ongoing funding of an Exchange Navigator program, in order to award at least two (2) types of entities, one of which is a community or consumer-focused organization or non-profit entity. Grant agreements ensure that Navigator grantees (―Navigators‖) will conduct the five (5) duties outlined in 45 CFR 155.210(e).
Approach The process is still being defined and must be completed to determine the amount of funding needed for the navigator program. An assessment is needed for startup costs, fees, and ongoing administration.
Item 2.6c — The Exchange has begun to develop training and conflict of interest standards for Navigators.
Approach The development of training requirements and conflict of interest standards is currently underway. The framework will be introduced in general provisions of legislation this upcoming session. Refer to section 2.6 for further information.
Item 2.7 — If applicable: The Exchange has established an inperson assistance program distinct from the Navigator program and has a process in place to operate the program
Approach At this time, the State of Utah does not plan to operate a separate in-person assistance program distinct from the navigator program.
consistent with the applicable requirements of 45 CFR 155.20(c), (d), and (e).
Item 2.8 — If applicable: If the State permits activities by agents and brokers pursuant to 45 CFR 155.220(a), the Exchange has clearly defined the role of agents and brokers including evidence of licensure, training, and compliance with 45 CFR 155.220(c)-(e). The Exchange will have agreements with agents/brokers consistent with 45 CFR 155.220(d), which address agent/broker registration with the Exchange, training on QHP options and Insurance Affordability Program(s), and adherence to privacy and security standards, as specified in 45 CFR 155.260.
Approach The exchange will permit agents and brokers to interact with the state-based exchange, pursuant to 45 CFR 155.220(a).
Role of Brokers The state’s agents and brokers will continue to assist qualified individuals, employers, and employees with enrollment in QHPs in the same manner as is done in the traditional market and our current SHOP exchange — Avenue H — today (providing individuals and employers with information regarding health insurance, assisting in health plan enrollment, etc.). As such, the exchange envisions agents and brokers helping consumers (including individuals and small employers) access appropriate coverage through the exchange, enroll in health plans, and apply for premium tax credits.
While agents and brokers will be urged to provide consumers with information that can also be found on the exchange website, agents and brokers will be permitted to provide information based on their experience with a QHP (in much the same manner as is done in the current market and with Avenue H today). Agents and brokers who enroll individuals in the exchange should also understand the basics of the premium tax credits, QHPs, and where to send individuals who require social services such as Medicaid. OCHS currently provides training to brokers as a mandatory requirement for selling products on today’s SHOP exchange and has intentions of enhancing the curriculum to ensure brokers are trained sufficiently on additional components that are introduced or required for 2014.
Licensing, Certification, and Training of Brokers The Utah Department of Insurance (DOI) has statutory responsibility for licensing and overseeing agents and brokers.
Leveraging current state licensing and certification standards, the DOI will continue to create licensure and training requirements to ensure that agents and brokers selling on the exchange are in compliance with state law and the ACA, including licensure requirements consistent with 45 CFR 155.220(e).
Agents and brokers currently selling on Avenue H are required to be ―credentialed,‖ which entails an additional level of training requirements. Agents and brokers are required to be licensed by the state and they must register with the exchange. In the future, additional curricula will be introduced into the requirements, such as training on QHP options and other publicly subsidized insurance programs, compliance with the exchange’s privacy and security standards as set by both the state and as specified in 45 Request to Run Utah’s Version of a State-Based Health Exchange 16 | Page
CFR 155.220(d) and 45 CFR 155.260.
Currently, our Avenue H website has an Agent Search tool available to the public where individuals can find an agent in their area that is credentialed with Avenue H. They can search for their current agent to display his credentials. The Agent Search tool is maintained by the DOI.
Training for Agents/Brokers/Navigators Agents and brokers wishing to assist consumers in exchange enrollment and QHP selection must be officially registered with the exchange. Current broker training requirements will be reviewed and additional curricula will be added. Determination of training standards for navigators will also be introduced. Although the total number of hours and requirements has not been specifically established, the need to create a minimum number of required hours is necessary and will be documented, along with the assessments needed to establish competency.
Coursework to be taken as part of the training requirement may include:           Assisting underserved and vulnerable populations Eligibility and enrollment rules and procedures The range of QHP options and insurance affordability programs Privacy and security standards Digital literacy and website navigation Financial assistance Conflicts of interest Accident and health insurance plans Cultural and linguistic appropriateness Exchange functions
Utah may choose to procure the services of a vendor to assist the state in developing the training curricula for agents and brokers and conducting the training sessions.
Broker Compensation Agents and brokers play an important and influential role in the distribution of health insurance in Utah. Both individual consumers and businesses rely on brokers to sort through health insurance options, provide health plan recommendations, and serve as their agents throughout the year in dealing with insurance companies. In the current market, the value provided by a broker is measured by the commissions paid to brokers by insurance carriers.
In order to avoid agents and brokers driving business away from plans offered in the exchange, it is expected that the state’s agents and brokers, including web brokers, may receive the same compensation from carriers for enrollment in health plans offered on the exchange as they do for enrollment in similar plans offered off the exchange (the amount determined in accordance with the Request to Run Utah’s Version of a State-Based Health Exchange 17 | Page
brokers’ contracts with insurance carriers).
It is expected that the enrollment system will accept an agent or broker ID and transmit that data to the carrier or contracted third-party banking vendor in order for the broker to receive the commission. Currently, Utah’s SHOP Exchange — Avenue H — has contracted with a third-party administrator that is capable of paying broker commissions. This same vendor also has the capability to provide additional premium payment and collection services as needed for future requirements.
Item 2.8a — If applicable: The Exchange has a process to verify that agents/brokers are in compliance with State law, including licensure requirements consistent with 45 CFR 155.220(e).
Approach Utah’s insurance commissioner currently has processes in place to verify that agents/brokers are in compliance with state law, including licensure requirements. They continue to remain current on requirements, including the requirements consistent with 45 CFR 155.220(e).
Item 2.9 — If applicable: If the State permits activities by agents and brokers pursuant to 45 CFR 155.220(a), the Exchange has clearly defined the role of web brokers including evidence of licensure, training, and compliance with 45 CFR 155.220(c)-(e). Specifically, the Exchange has agreements with web brokers consistent with 45 CFR 155.220(d), which address agent/broker registration with the Exchange, training on QHP options and Insurance Affordability Program(s), and adherence to privacy and security standards, as specified in 45 CFR 155.260.
Approach It remains to be determined whether the state’s exchange would allow brokers to plug in their own online tools at this time. Further consideration may be given in the future once security standards and operational standards can be achieved.
Standards such as the items included below can be used to outline possible requirements for web brokers: Licensed by the state, register with the Exchange, receive training on QHP options and other publicly subsidized insurance programs, and comply with the exchange’s privacy and security standards set by both the state and as specified in 45 CFR 155.220(d) and 45 CFR 155.260.
Additionally, they could be required to complete a certification process that will ensure compliance with existing state laws as well as 45 CFR 155.220(c)(3),(d) and (e). The certification process could include the following requirements: agree to the exchange’s legal and financial terms, operational metrics, and service level agreements.
Registration and certification requirements should be considered. Training requirements should be determined. They should be able to demonstrate functional capabilities and technical requirements, and understand privacy & security standards.
Item 2.9a — If applicable: The
Approach N/A at this time. 18 | Page
Exchange has a process to verify that web brokers are in compliance with State law including licensure requirements consistent with 45 CFR 155.220(e).
Refer to section 2.9 above.
Item 2.9b — If applicable: The Exchange has agreements with web brokers, consistent with 45 CFR 155.220(d), which address web broker registration with the Exchange, training on QHP options and Insurance Affordability Program(s), and adherence to privacy and security standards, as specified in 45 CFR 155.260.
Approach N/A at this time. Refer to section 2.9 above.
Item 3.1 — The Exchange has developed and will use an HHSapproved single, streamlined application for the individual market – or will use the HHSdeveloped application – to determine eligibility and collect information that is necessary for enrollment in a QHP for the individual market and for Insurance Affordability Programs as specified in 45 CFR 155.405. The Exchange has developed and will use an HHS-approved application for SHOP or will use the HHS-developed application for SHOP employers and employees as specified in 45 CFR 155.730.
Item 3.1a1 — The Exchange has developed and will use a HHSapproved single, streamlined application for the individual market to determine eligibility and collect information that is necessary for enrollment in a QHP and for Insurance Affordability Programs as specified in 45 CFR 155.405. OR
Approach Utah’s exchange has developed and will use a HHS-approved single, streamlined application for the individual market to determine eligibility and collect information that is necessary for enrollment in a QHP and for Insurance Affordability Programs as specified in 45 CFR 155.405.
We are currently reviewing our existing Medicaid/CHIP application and the Universal Individual Application issued by the Department of Insurance in comparison to the HHS suggested application. In our initial review, our current systems collect all the required data by HHS as a subset of these other applications therefore we will submit a request for waiver by January 31, 2013.
3.1a2 — The Exchange will use N/A the HHS-developed single, streamlined application for the Request to Run Utah’s Version of a State-Based Health Exchange
individual market to determine eligibility and collect information that is necessary for enrollment in a QHP and for Insurance Affordability Programs as specified in 45 CFR 155.405.
Item 3.1b1 — The Exchange has developed and will use HHSapproved applications for SHOP employers and employees as specified in 45 CFR 155.730. OR
Approach The Exchange has developed and will use HHS-approved applications for SHOP employers and employees as specified in 45 CFR 155.730.
We are currently reviewing our existing small business application used in Avenue H in comparison to the HHS suggested application. Our current systems collect all the required data by HHS as a subset of these other applications therefore we will submit a request for waiver by January 31, 2013.
Item 3.1b2 — The Exchange will use the HHS-developed applications for SHOP employers and employees as specified in 45 CFR 155.730.
Item 3.2 — The Exchange has developed and documented a coordination strategy with other agencies administering Insurance Affordability Programs and the SHOP that enables the Exchange to carry out the eligibility and enrollment activities.
Approach Avenue H currently recognizes the Utah Departments of Health, Insurance, Workforce Services, and Technology Services as key partners and regularly involves them in project plan review meetings and discussions to make sure that the interface with Medicaid and other systems works as smoothly and seamlessly as possible. This coordination covers key areas of business operations, defining roles and responsibilities, and identifying solutions. As necessary, Avenue H will sign appropriate memorandums of understanding and data sharing agreements with these agencies. Avenue H and these partner agencies also coordinate as needed with CCIIO & CMS to understand how to interface with federal data services and other connections required by statute. Avenue H also takes into account the needs of other parties, such as insurers, producers, consumers, and others that interact with the web portal and/or other data transfer linkages. One of the business goals of Avenue H is to minimize or avoid manual transactions and re-keying of information. Avenue H Standard Operating Procedures The following description of the eligibility and enrollment process provides a view of the consumer experience based on the principles and involvement of Request to Run Utah’s Version of a State-Based Health Exchange 21 | Page
the entities described in the overview above. In this coordinated approach, a consumer seeking health insurance coverage through the Avenue H will be able to access information and assistance, verify eligibility for Insurance Affordability Programs, and apply for health coverage. Eligibility Flow Narrative for Individuals and Families Avenue H and its partner agencies intend to establish a seamless, ―no wrong door‖ approach to individual health coverage. This includes an effective application and enrollment process for Medicaid eligible applicants, with the goal of providing a quick and accurate eligibility determination for Medicaid and CHIP for those interested in applying. In some cases, individuals apply for Medicaid/CHIP directly through eRep (such as SNAP cases). We are considering how to develop protocols and procedures that would facilitate a seamless transfer from eRep to Avenue H of any Medicaid/CHIP applicant that is found not eligible. Once that application is transferred, Avenue H would then facilitate the process for enrollment in private insurance, including health plans that qualify for premium tax credit. Consumers accessing Avenue H's individual module directly will have the option to seek an eligibility determination for publicly funded affordable insurance programs, including Medicaid, CHIP, and the premium tax credits/cost sharing reductions (APTC/CSR). Consumers not seeking public assistance will also have the opportunity to compare all available insurance plans at market prices. If an individual wants an eligibility determination for any public assistance, Avenue H will collect the required information in an electronic application that can be stored in an appropriate repository and made available to the appropriate systems for processing. The ultimate goal is to provide a real-time eligibility decision for all complete applications where the information is verifiable through electronic sources. For individuals seeking APTC/CSR: Avenue H and eRep will have access to a data interface with the Federal Data Services Hub in order to use federal services that will verify income, citizenship, and other required elements and to receive the federally calculated APTC/CSR information. If such a consumer is assessed by the federal hub to be eligible for Medicaid/CHIP, the application will be seamlessly passed to eRep for a determination of Medicaid/CHIP eligibility. At this point, eRep may also use additional state available income data to make a more accurate eligibility determination. For individuals seeking Medicaid/CHIP: Avenue H and eRep will process the application using standard eligibility practices. If it is determined that such a consumer is not eligible for Medicaid and SCHIP, their application will then be seamlessly referred to the federal data hub for an APTC/CSR eligibility determination for APTC/CSRs and returned seamlessly to Avenue H to shop for private individual plans. Appeals: At any point, individuals will have an option to appeal a determination for any affordable insurance program. The procedures for appealing a Medicaid/CHIP determination will follow current standard Request to Run Utah’s Version of a State-Based Health Exchange 22 | Page
practice. It is unknown how the federal data services hub will handle appeals of APTC/CSR determinations.
Item 3.3 — The Exchange has the capacity to accept and process applications, updates, and responses to predeterminations from applicants and enrollees, including applicants and enrollees who have disabilities or limited English proficiency, through all required channels, including inperson, online, mail, and phone.
Approach Ease of access to Avenue H & eRep will be a fundamental necessity to ensure its long-term success and viability. To that end, Avenue H & eRep support various access channels for consumers to gain access to current programs. In the future, Avenue H & eRep will continue to explore the need to serve Utahns through alternative access points for enrolling in private health Insurance or affordability programs. The following summarizes the various alternatives that are currently or will be available to consumers for initial eligibility and enrollment, as well as annual redeterminations. Detailed business process flows for each of these access channels will be developed as part of future work on IT & Call Center solutions.
Item 3.3a — The Exchange has the capacity to accept and process applications, updates, and responses to redeterminations from applicants and enrollees inperson.
Approach In-Person Utah has a long tradition of providing in-person assistance for individuals seeking both public or private health coverage. We have found that the in the private sector, the licensed producer approach provides a valuable corps of knowledgeable service entities. Currently, licensed producers are also compensated for helping process applications to the high-risk pool, and have the ability to receive training on our premium assistance program (Utah Premium Partnership.) Currently, all employers and employees that participate in Avenue H have access to in-person assistance from a licensed insurance producer. In Avenue H, the reimbursement structure was specifically designed to avoid conflicts of interest in that producers cannot earn bonuses or additional compensation for steering business to any particular insurer or product type. To support producers in their role of guiding consumers through plan comparison and selection, Avenue H currently hosts a special access point for licensed producers that can be expanded as needed.
eRep clients can also receive in-person assistance at multiple store-front sites operated by the Department of Workforce Services or at every hospital in the state through our patient outreach program.
While we do not see a particular need for additional forms of federally imposed in-person programs, the State of Utah is willing to comply with the federal law. Our legislative task force is also working on details to guide the implementation of the statutorily required Navigator Program (further described in Section 2.6 of Consumer Assistance).
Item 3.3b — The Exchange has the capacity to accept and process
Approach Online Utah envisions moving as many consumers as possible to an online interface as 23 | Page
applications, updates, and responses to redeterminations from applicants and enrollees online.
a critical component is providing better and faster response at a lower cost. Serving clients through online processes is a high priority. Despite our reputation for being a rural state, Utah has an unusually high percentage of its residents (including the rural areas) that have access to the internet in their homes and high-speed internet in their community. Currently, Avenue H provides online application and enrollment for the small business defined contribution program. Avenue H also provides online services for individuals seeking insurance through the commercial market. Avenue H is also considering how to implement a web portal (specifically mentioned in Section 2.5) with broader services. This portal is expected to be launched by Oct 1, 2013, and will provide all Utah residents with a shop and compare transactional platform to purchase commercial health insurance with or without APTC/CSR. eRep also offers an online application, enrollment, and account management tool for Medicaid/CHIP clients. eRep also provides online chat support for applicants and clients. We will evaluate possible needed accommodations on Avenue H & eRep to meet the needs of applicants with disabilities and limited English proficiency.
Item 3.3c — The Exchange has the capacity to accept and process applications, updates, and responses to redeterminations from applicants and enrollees via mail.
Approach Mail eRep currently has the capability of accepting applications by mail. It’s customer assistance center supports a ―mail room‖ function that is able to send paper applications to individuals requesting them as well as receive and process completed applications. We are not entirely sure whether or how mailbased applications would be useful to individuals seeking private insurance. The final operational plans for managing the mail room activity and making it available to potential Avenue H clients are still in progress and will be provided when complete.
Item 3.3d — The Exchange has the capacity to accept and process applications, updates, and responses to redeterminations from applicants and enrollees via phone.
Approach Phone Currently we have phone-based support for both Avenue H & eRep consumers. All clients have the option to speak with live customer support representatives over the telephone via a toll-free line. As appropriate, call center staff are trained to support navigation, plan comparison, and application enrollment, as well as provide technical support for online users. In our current framework, we find that licensed producers provide the best phone-based support for our small business employers and employees. We encourage those clients to use this service, which is provided to them at no additional charge. Trained eligibility workers provide the best phone-based customer support for Medicaid/CHIP applicants. To ensure quality customer service, the call center for Medicaid/CHIP applicants either can or will support voice and screen recording of all calls, Request to Run Utah’s Version of a State-Based Health Exchange 24 | Page
remote call monitoring, and warm transfer capabilities. The final operational plan for managing call center activity are still in progress and will be provided when complete.
Item 3.3e — The Exchange has the capacity to conduct the activities set out in 3.3a – 3.3d for applicants and enrollees who have disabilities or limited English proficiency.
Approach Capacity to Support Disabilities or Multiple Languages The access channels described in 3.3a – 3.3d will have the capacity to assist consumers with disabilities or with limited English proficiency in a way that complies with all applicable state and federal statutes. As we continue to develop and monitor technology solutions, we will pay particular attention to:  User friendly, web portal with mouse-over help feature  508-compliant web portal for the visually impaired  Text Telephone (TTY) services for the hearing impaired  Online Live Chat service  Third-party language translation services for individuals with limited English proficiency Applications and supporting materials, notices, and correspondence in multiple languages upon request.
Item 3.4 — The Exchange has the capacity to send notices, including notices in alternative formats and multiple languages; conduct periodic data matching; and conduct annual redeterminations and process responses in-person, online, via mail, and over the phone pursuant to 45 CFR 155, subpart D.
Approach General Approach to Notices Avenue H & eRep currently have a variety of existing capabilities to produce correspondence to their clients. They plan to coordinate these capabilities to support the fundamental business functions: Eligibility, Enrollment, Plan Management, Financial Management, SHOP, as well as other general web portal and anonymous shopping capabilities. There are several methods of notifications that Avenue H eRep will use, including: online/real-time notifications, email, and mail. Avenue H & eRep are currently able to generate and send correspondence in electronic formats, print correspondence onto standardized paper, and provide services for sending notices, which includes folding, postage, and delivering correspondence. It should be noted that in the small business context, Avenue H has successfully migrated to a paperless communication system with no reported adverse effects. eRep has also successfully implement an optional electronic notification system.
Avenue H & eRep support both secure and non-secure correspondence. All Publications / Notice of Action correspondence is considered secure communication and requires special mailing and emailing handling rules. For example, secure correspondence may need to be mailed in special envelopes and will never be sent to a client through an email server, but instead may be held in the client’s account and an email will be sent to the client to notify them that the correspondence is available in their online Exchange account. Non-secure correspondence may be sent in standard envelopes and sent directly through email without the need of the client to login to the Exchange Request to Run Utah’s Version of a State-Based Health Exchange 25 | Page
account portal to view the message.
Language Standards Avenue H currently supports only English, however, there is a recognition that in adding capability for individuals, this will need to be revisited. eRep plans to maintain & develop support for all of the languages that Medicaid currently supports for all out-going correspondence (English and Spanish). Future guidance on language standards is expected from CMS.
Data Matching Avenue H & eRep will need to conduct eligibility determinations and redeterminations for MAGI related Medicaid programs, CHIP, Advanced Premium Tax Credits and those enrolled in non-subsidized qualified health plans. For the determination of all MAGI-based program eligibility, it is anticipated that Avenue H & eRep will have access to a rules engine that will return a synchronous response upon request. The technical vision also includes the use of the Federally-managed service for coordinating APTC/CSR determinations solely for the determination of tax credit and cost sharing reduction amount. There will also be needs for data matching to be explored for individuals enrolling in non-subsidized QHPs.
Response Processing We expect that all determinations and data matching routines will be ―realtime.‖ Avenue H & eRep are working toward the goal of supporting ―realtime‖ interaction via the user interface to inform all users of results, outcomes and next steps.
Annual Redeterminations Avenue H & eRep will coordinate existing capabilities to conduct annual redeterminations for MAGI related Medicaid programs, CHIP, Advanced Premium Tax Credits and those enrolled in non-subsidized qualified health plans. Redeterminations will be supported only during open enrollment periods.
Item 3.4a — The Exchange has the capacity to generate and send notices, including notices in alternative formats and multiple languages, pursuant to 45 CFR 155, subpart D.
Approach Please see section 3.4 for more information.
Approach Request to Run Utah’s Version of a State-Based Health Exchange 26 | Page
3.4b — The Exchange has the capacity to conduct periodic data matching pursuant to 45 CFR 155, subpart D and act on the results of the data matching.
Please see section 3.4 for more information.
Item 3.4c — The Exchange has the capacity to conduct annual redeterminations and process responses through all channels pursuant to 45 CFR 155, subpart D.
Item 3.5 — The Exchange has the capacity to conduct verifications pursuant to 45 CFR 155, subpart D, and is able to connect to data sources, such as the Data Services Hub, and other sources as needed.
Approach Avenue H & eRep will coordinate existing verification capabilities including a comprehensive list of data sources having established connectivity, along with the types of information that currently verified through these sources.
Utah has been actively designing, developing and deploying production solutions providing streamlined customer experience through the use of automated data verification sources and client attestation. When it is available, Avenue H & eRep are planning to utilize the Federal Data Services hub to verify citizenship / lawful presence, residency, and incarceration. Avenue H & eRep will also utilize information from the Federal Data Services hub to assist in the verification of income and household size in order to conduct eligibility determinations for insurance affordability programs. (See Section 3.8 for specific information about APTC/CSR.)
To facilitate a streamlined enrollment experience, Utah is assuming that near real-time responses during the initial application process will available from the Federal Data Services hub. Individual requests for information from the Federal Data Services hub will be made as appropriate during the sequence of application events. However, for the purposes of redeterminations and program integrity, the State will evaluate the need for a near real-time response from automated verification sources and the usefulness of the Federal Data Services hub information.
Utah does not have an automated system in-state to verify Indian status and is exploring a variety of other options. The state will be working with CCIIO and the Federal HUB to finalize the definition and business processes for verifying American Indian status by Mid-2013.
Item 3.6 — The Exchange has the
Approach Avenue H & eRep have the goal or reducing or eliminating the need for paper27 | Page Request to Run Utah’s Version of a State-Based Health Exchange
appropriate privacy protections and capacity to accept, store, associate, and process documents received from individual applicants and enrollees electronically, and the ability to accept, image, upload, associate, and process paper documentation received from applicants and enrollees via mail and/or fax.
based documents wherever possible. However, sometimes, paper documents are required for clients to provide the necessary information that may not exist in electronic format, such as identify verification documents or business plans.
Standard operating procedures for accepting and processing user-uploaded documents and paper documents.
Avenue H & eRep both have existing capabilities to process and store hard copy documents received from clients. Both systems rely on an approach of creating electronic images as the official record.
These existing services were designed and deployed to production environments in accordance with Health Services Enterprise (HSE) Service Oriented Architecture (SOA) as existing at the time of deployment.
Description of privacy protections and general approach for documenting acceptance and processing by SHOP employers and employees.
As Avenue H considers future developments, we intend to incorporate improvements for the way we accept and process paper-based documents including:  The creation, collection, use, and disclosure of personally identifiable information  The application of this data to non-exchange entities  Workforce compliance  Written policies and procedures  Compliance with Section 6103 of the Code (relating to return information)  Improper use and disclosure of information
Proper safeguards will be defined and developed in conjunction with any Exchange IT system development and build. These safeguards will, at a minimum:  Ensure the critical outcomes in 45 CFR 155.260(a) (4), including authentication and identity proofing functionality;  Incorporate HHS IT requirements as applicable; and  Protect the confidentiality of all Federal information received through the Data Services Hub, including but not limited to Federal tax information.
Details on these safeguards will be outlined in the formalized Privacy and Request to Run Utah’s Version of a State-Based Health Exchange 28 | Page
Security plan (discussed in further detail in Section 10) developed in coordination with potential IT Systems vendors.
Item 3.6a — The Exchange has the appropriate privacy protections and capacity to accept, store, associate, and process documents received from applicants and enrollees electronically.
Approach Please see section 3.6 for more information.
Item 3.6b — The Exchange has the appropriate privacy protections and capacity to accept, image, upload, associate, and process paper documentation received from applicants and enrollees via mail and/or fax.
Item 3.7 — The Exchange has the capacity to determine individual eligibility for enrollment in a QHP through the Exchange and for employee and employer participation in the SHOP. In addition, the Exchange has the capacity to assess or determine eligibility for Medicaid and CHIP based on Modified Adjusted Gross Income (MAGI).
Approach Eligibility for enrollment in a QHP State and federal law place limitations on which individuals and employers can use exchanges to purchase and enroll in commercial health plans. Avenue H currently has procedures in place to verify whether an employer or an employee is eligible to use their services and enroll in a health plan. Avenue H will extend those capabilities to review whether an individual meets state and federal criteria for enrolling in a QHP, with or without APTC/CSR.
Eligibility for Medicaid/SCHIP For consumers who elect to apply for Medicaid/SCHIP based solely on income (using MAGI rules), Avenue H & eRep will collect the required data from enrollees and family members on an electronic application. This information will then be transferred seamlessly to the eligibility determination modules within eRep for processing using the MAGI rules engine to provide a real‐time eligibility decision for Medicaid/CHIP.
Item 3.8 — The Exchange has the capacity to determine eligibility for Advance Payments of the Premium Tax Credit (APTC) and
Approach See section 3.2 for discussion of the workflow relating to APTC/CSR.
Eligibility and Determination of APTC/CSR 29 | Page
Cost Sharing Reductions (CSR), including calculating maximum APTC, independently or through the use of a Federally-managed service.
It is the State’s position that the primary responsibility for determining eligibility and amounts of the APTC/CSR belongs to the federal government. The role of Avenue H, eRep and other state entities is limited. However, as a service to Utahns, we will create the ability to seamlessly interface with the federal system as needed.
Avenue H & eRep will be utilizing the Federal service to determine eligibility for advanced premium tax credits and cost sharing reductions (APTC/CSR). We intend to review proposals by the federal government on how they intend to provide this information and will work with CCIIO to develop an acceptable interface protocol.
Avenue H & eRep will have access to the necessary technology and protocols to interface with the (APTC/CSR) federal web services to facilitate the (APTC/CSR) eligibility process. The State will also cooperate with CCIO to help ensure that the (APTC/CSR) eligibility process is providing accurate eligibility determinations.
We anticipate that it will require three months to develop the interface with the (APTC/CSR) federal service. The State anticipates that it will need two months for CCIIO to perform (APTC/CSR) eligibility tests and IV&V. Based on testing results; the State anticipates that it will take two months to make any necessary technical modifications in order to be production ready.
End-to-End Process Avenue H & eRep will collect the required data from enrollees and family members to accurately perform an (APTC/CSR) eligibility determination using the (APTC/CSR) Federal Service. Avenue H & eRep will then send the necessary data via web services using the Federal Data Services HUB and send a web services request to the (APTC/CSR) federal service to perform the (APTC/CSR) eligibility determination. Avenue H & eRep will, via web services, receive the results of the (APTC/CSR) determination and provide the enrollee with those results in real-time. If the enrollee wishes to use APTC/CSR, this information will be transferred to the individual shopping tool so that the enrollee can shop using true net premium pricing.
The appeal workflow for APTC/CSR is described in section 3.2.
Item 3.9 — The Exchange has the capacity to independently send notices, as necessary, to applicants and employers pursuant to 45 CFR 155, subpart D that are in plain language, address the appropriate audience, and meet content requirements.
Approach Avenue H & eRep both currently have the capability for generating and sending notices to applicants and employers as required by state and federal law. This capability will be included in any future development activities.
Please see section 3.6 for more information.
Item 3.10 — The Exchange has the capacity to accept applications and updates, conduct verifications, and determine eligibility for individual responsibility requirement and payment exemptions independently or through the use of Federally-managed services.
Approach Individual Responsibility Requirement and Payment Exemptions It is the State’s position that the primary responsibility for enforcing the payment of the tax on uninsured people belong s to the federal government. The role of Avenue H, eRep and other state entities is extremely limited.
Certificates of Exemption: Individuals seeking a certification of exemption through Avenue H will be seamlessly referred to a federal service for providing such a certification. We are still awaiting details and information on how the federal government intends to provide exemptions. We intend to comply with statutory requirements of the ACA for facilitating individual requests for exemption from the federal government,
End-to-End Process Avenue H will collect any data required by federal statute from enrollees and family members seeking exemption from the tax. As required by statute, Avenue H will then send the necessary data via web services using the Federal Data Services HUB, including a web services request to the federal service designated to perform the IRR&PED. Upon receipt of information from the federal service, Avenue H will communicate the results of the federal review to the enrollee. Regardless of the federal decision, the enrollees will still be given the option of purchasing plans with or without tax credits via the Exchange.
Item 3.11 — The Exchange has the capacity to support the eligibility appeals process and to implement appeals decisions, as appropriate, for individuals, employers, and employees.
Approach Current capacity to support the eligibility appeals It will be very important for Avenue H & eRep to develop smooth and efficient processes to clarify and verify self-reported information provided by consumers.
APTC/CSR appeals: We have yet to hear final plans on how HHS or the IRS will handle appeals relating to APTC/CSR determinations. You may wish to ask them to provide you information on that aspect. We can comment on our current process for handling Medicaid/CHIP appeals.
Medicaid/CHIP appeals: eRep utilizes a technology infrastructure built to pull data from trusted sources and verify whether or not the information reported by an individual matches the data available. However, there are times when the automated verification process does not return accurate information about a person or a person will disagree with a Medicaid/CHIP eligibility decision. In these cases, the Medicaid/CHIP programs have the obligation to provide a fair and objective path for consumers to provide additional documentation to verify the eligibility results as well as an appeals process if the verification does not provide the expected results. The current appeals process follows all federal guidelines relating to those programs and is overseen by the Department of Health. Request to Run Utah’s Version of a State-Based Health Exchange 31 | Page
Commercial plan appeals: Avenue H also has in place a process for employers and employees to appeal decisions related to eligibility, following state statute and guidelines. This process is overseen by the Department of Insurance, as is current practice in all commercial product appeals.
See section 3.2 for another discussion of appeals in the workflow context.
Item 3.12 — The Exchange and SHOP have the capacity to process QHP selections and terminations in accordance with 45 CFR 155.400 and 155.430, compute actual APTC, and report and reconcile QHP selections, terminations, and APTC/advance CSR information in coordination with issuers and CMS. This includes exchanging relevant information with issuers and CMS using electronic enrollment transaction standards.
Approach QHP Selection/Termination Plan Selection: In Avenue H, an eligible enrollee will be able to make a plan selection and upon acceptance, the issuer will be notified of the selected plan and eligibility and enrollment information will be transmitted to enable the enrollment in the selected plan. For those claiming APTC/CSR, necessary information received from the federal daa services hub will also be forwarded to the enrolling issuers. The system will have the capacity to acknowledge the receipt and accurate processing of enrollment, plan selection, and APTC/CSR information.
Plan Termination: Coverage terminations shall occur under the following circumstances: the individual terminates coverage (e.g., enrollee obtains other coverage), enrollee is no longer eligible, non-payment of premiums and three month grace period is exhausted, the plan terminates, or the enrollee changes to another plan during annual or special enrollment periods. If the information related to a termination originates in Avenue H, it will be promptly sent to the issuer through a similar set of interfaces and channels as developed for new enrollments. If the information originates with the issuer, a similar process will occur to notify Avenue H. Issuers will follow all applicable state and federal laws regarding limitations and accommodations relating to terminations.
Item 3.13 — The Exchange has the capacity to electronically report results of eligibility and exemption assessments and determinations, and provide associated information to HHS, IRS, and other agencies administering Insurance Affordability Programs, as applicable. This includes information necessary to support administration of the APTC and CSR as well as to support the employer responsibility provisions of the Affordable Care Act.
Approach Avenue H & eRep will work with appropriate State Agencies to establish the business requirements necessary for electronically reporting results of eligibility and exemption assessments to HHS, IRS, and other agencies administering Insurance Affordability Programs, as applicable. The business requirements for generating and sending these reports to State and Federal Agencies will be included in any RFPs or contracts required to develop additional functionality for Avenue H & eRep.
Item 3.14 — In accordance with section 155.345(i) of the Exchange Final Rule, the Exchange must follow procedures established in accordance with 45 CFR 152.45 related to the PreExisting Condition Insurance Plan (PCIP) transition.
Approach Transitioning the Pre-existing Condition Insurance Program HIPUtah and Federal HIPUtah are the current high risk pool programs available to Utahns. On January 1, 2014, funding for the federal program will end and new rating rules will essentially make the programs obsolete. The program administrators are working with the governing board to create a process to help high risk pool enrollees transition successfully to private individual insurance. This plan will include effective communication through mail, internet, and phone (if needed) so that every enrollee understands the transition process. The program administrators will be in contact with the CCIIO PCIP Programs Group to discuss options and alternatives.
Item 4.1 — The Exchange has the appropriate authority to perform the certification of QHPs and to oversee QHP issuers consistent with 45 CFR 155.1010(a).
Approach The Utah Department of Insurance (DOI) has the authority to review and regulate QHPs and QHP issuers as specified in 31A-21-201, 31A-2-201.1 and 31A-2-212 which reads as follows: 31A-2-201.1. General filing requirements. Except as otherwise provided in this title, the commissioner may set by rule made in accordance with Title 63G, Chapter 3, Utah Administrative Rulemaking Act, specific requirements for filing any of the following required by this title: (1) a form; (2) a rate; or (3) a report.
The Utah Department of Insurance has the authority to review and regulate QHPs and QHP issuers as specified in Utah Code: 31A-2-201.1, 31A-2-212, and 31A-2-201. In part, the code reads: 31A-21-201-(2) In filing a form for use in this state the insurer is responsible for assuring that the form is in compliance with this title and rules adopted by the commissioner. (3) (a) The commissioner may prohibit the use of a form at any time upon a finding that: (i) the form: (A) is inequitable; (B) is unfairly discriminatory; (C) is misleading; (D) is deceptive; (E) is obscure; (F) is unfair; (G) encourages misrepresentation; or (H) is not in the public interest; …
Exchange Activity 4.1.pdf
Item 4.2 — The Exchange has a process in place to certify QHPs pursuant to 45 CFR 155.1000(c) and according to QHP certification requirements contained in 45 CFR 156.
Approach The Utah Department of Insurance (DOI) is the responsible entity for all QHP certifications and plan management functions in Utah’s exchange. The DOI will initiate the QHP certification application process with each health insurance carrier electronically, and will utilize the System for Electronic Rate and Form Filing (SERFF). The DOI will electronically submit a ―Request to Participate‖ to the health insurers, which will accompany the application and outline the QHP certification requirements. Each interested health insurer will return the initial application along with any necessary documentation or attestations to the DOI. Once the application and documentation are reviewed and approved by the DOI, the request for proposal process will begin. The DOI will collect information from the health insurance carrier that is relevant to the certification process, validate the information for accuracy, negotiate to finalize the QHP certification process (as appropriate), and establish a health insurance carrier account in the SERFF plan management system.
The review and QHP approval process will be complete in advance of the initial open enrollment period commencing on October 1, 2013 and ending on March 31, 2014. The DOI anticipates that the QHP certification process will take approximately three months from the initial notification through the approval process. The estimated process is intended to begin in April 1, 2013. Although these timeframes are estimates, it is necessary to allocate sufficient time for carriers to plan and develop their QHP offerings for an effective date of January 1, 2014, as well as meet the open enrollment deadline of October 1, 2013. Thus, it is expected that the DOI will begin accepting certification applications as early as April 1,2013 when the SERFF updates are ready for use.
The DOI will evaluate the QHP certification applications and notify the health plans whether their QHP is accepted or rejected. If the QHP application is declined, DOI will help the carrier resolve any outstanding matters, as appropriate.
Item 4.2a — The Exchange has the capacity to certify QHPs in advance of the annual open enrollment period pursuant to 45 CFR 155.1010(a) (1).
Approach Qualified Health Plans Certification Process As mentioned above, the DOI will be responsible for plan management functions — including QHP certification — for Utah’s exchange. The DOI will utilize the National Association of Insurance Commissioners’ System for Electronic Rate and Form Filing (SERFF) to support a majority of the plan management functions. 35 | Page
Initiate QHP Application The DOI intends to follow a two-part QHP application, with the majority of information collected at the issuer level, with rate and benefit data review captured at the specific QHP plan level. The DOI will initiate this process by sending an announcement and an invitation to participate in the SHOP and the individual exchange. The invitation will outline the QHP certification requirements and the certification process and will be non-binding. The purpose of the invitation is to assess the level of health plan interest regarding participation generally as well as across metal levels, types and number of products, and in the Individual and/or SHOP exchange.
The announcement will include:  A general announcement about the DOI, the exchange application process, and instructions for submission.  Deadlines for filing issuer and QHP applications. The DOI will require QHP applications to be submitted by the end of April (tentative) to ensure there is sufficient time to resolve issues of compliance or discrepancies in applications.  Accreditation requirements and timelines (discussed in more detail below).
Applications will be accepted via SERFF, which will be configured to capture the data needed by the DOI to certify QHPs. SERFF will perform automated checks on each application for completeness and syntax. Issuers will be asked to attest to the complete application at this time.
In certain sections of the blueprint, where the extent of functionality to be provided by SERFF is unknown, as with network adequacy, for example, the State will likely document its current approach as part of the blueprint application, with the caveat that SERFF enhancements will be implemented and utilized to the extent that it meets all of the state-specific requirements. The State of __ Utah__ also reserves the right to operate additional systems outside the scope of SERFF in order to maintain current application intake and review processes.
Evaluate QHP Issuer Application On April 1, 2013 the DOI will begin to accept applications for QHP certification via SERFF. Once an application is complete, the review process will shift to an evaluation of the submitted plan benefit and rate data. The overall QHP review process will be facilitated through SERFF; however, specific analytical steps will be performed by the DOI staff using the data submitted in the SERFF system. The DOI will leverage existing units to focus on QHP application review segments that are complementary to existing functions. The DOI will notify any issuer of any discrepancies related to licensure or solvency within 90 days, and if applicable, provide the plan with Request to Run Utah’s Version of a State-Based Health Exchange 36 | Page
QHP appeal rights.
Specific components of the QHP application process will include review of the following elements:
Analyze rate and benefit data and information: The DOI will review and analyze rate and benefit data and information during the QHP application and recertification process, as well as any rate increases that may be requested outside of these cycles. Rate increases are analyzed based on earned premium, incurred claims and loss ratio. The DOI anticipates that all rate increases will be submitted to CMS for QHPs; SERFF will be utilized to receive rate information and track the review process and final disposition.
Review benefits to ensure the essential health benefits (EHB) and discriminatory benefits design: The DOI will review plan filings for compliance with EHB and discriminatory benefit design guidelines. It will stipulate rules and guidelines for unfair discrimination in the sale of insurance.
Ensure the cost-sharing limitations are in place for each plan: The DOI will collect, analyze, and if required, submit requests to the Federal government for review of QHPs’ plan variations for cost-sharing reductions, advance payment estimates for such reductions, and any supporting documentation needed to ensure compliance with applicable regulations and accuracy of the cost-sharing reduction advance payments.
Provider network data collection and network adequacy review: The SERFF Network Adequacy tool will be used to support the collection of network adequacy data and will additionally have the ability to confirm that an issuer has an adequate network and verify requirements included in PPACA § 155 and § 156 such as the inclusion of essential community providers and the availability of sufficient numbers and types of providers.
Review the service areas for each plan: Issuer plan data submissions must specify service areas that will be reviewed according to guidelines in the PPACA § 155.1055(a): 1) The QHP service area must cover a minimum geographical area that is at least an entire county or group of counties, unless the Exchange determines that serving a smaller geographic area is necessary, nondiscriminatory, and in the best interest of the qualified individuals and employers; and 2)The QHP service area must be established without regard to racial, ethnic, language, health-status related factors, or other factors that exclude specific high utilizing, high cost, or medically-underserved populations. § 155.1055(b).
This information will be submitted by the carrier through SERFF. The DOI will review the selected area to evaluate whether there is an appearance of discrimination related to including or excluding specific areas. If it appears that the selection of service areas is based on a discriminatory design, the DOI Request to Run Utah’s Version of a State-Based Health Exchange 37 | Page
will address this question with the issuer to determine the cause for the selection. If it’s found there is discriminatory intent, the issuer will be given the opportunity to correct the selection before the filing is rejected for noncompliance.
Ensure actuarial value/metal level requirements are met for each plan: The DOI actuary will verify rates. SERFF will be used to maintain information.
Quality data collection and transparency data collection: Quality improvement and quality measures will be a part of accreditation. URAC and NCQA accreditation will be verified and accepted. The DOI will be responsible for collecting consumer complaints and will coordinate among internal units as needed to resolve consumer complaints or identify potential compliance issues. SERFF will be used to record all QHP administrative data, and complaints and appeals information will be used in accreditation according to 45 CFR 156.275. For QHP issuers that are not already accredited, DOI will establish a uniform period following certification of a QHP within which the issuer must become accredited.
The DOI will conduct reviews of co-op plans on the same basis and in the same manner that it reviews all plans: The DOI will review and decide whether a co-op plan meets state-based exchange standards for a QHP. The DOI will also assist CMS in determining whether to deem a co-op as certified to participate in Utah’s exchange according to 42 CFR 156.520 (e).
Revise QHP issuer application: This process may be performed at different points in the QHP issuer application evaluation process and will allow the issuer to resubmit portions of its QHP Issuer Application if issues with the application are discovered. SERFF will be used to notify issuers of the need for revisions, to track correspondence, and to receive the updated information.
Determine Issuer or Plan Non-Certification After all of the above has been evaluated and reviewed, and the agreement is signed, the DOI will certify the health plans. URAC and NCQA accreditation will be verified and accepted. This process also provides for non-certification of issuers or specific plans. There are multiple instances within the QHP certification processes that would trigger non-certification of an issuer or a plan. Non-certification communication will be managed within the SERFF system.
In order to participate in the exchange, the DOI is proposing that health plans will need to meet the following minimum participation standards:  Agree to participate in either the individual market, SHOP or both  Agree to provide exchange coverage in the plan’s entire rate region unless granted an exception from this requirement by the DOI
 Agree to offer any standardized plans developed by the DOI  At its option, offer non-standard plans in each metal level, but no more than a specified number of non-standard plans (as determined by the DOI) in each level  Adhere to network adequacy requirements, including the inclusion of essential community providers  Adhere to employer minimum participation requirements for SHOP  Adhere to the enrollment timeline and processes established for SHOP
Upon receipt of proposals for QHP certification, the DOI will provide health plans with an agreement for participation in the exchange.
This agreement will require health plans to comply with the following:  All applicable exchange participation rules and requirements, including minimum standards established by the federal government, network adequacy requirements and quality requirements  All applicable marketing and communication standards, including minimum standards established by the federal government  All applicable reporting requirements, including prescription drug distribution and cost reporting and other minimum standards established by the federal government  All applicable transparency requirements, including standards established by the federal government  All applicable requirements regarding the tracing of culturally competent data  Any applicable broker compensation requirements
The DOI proposes that the final certification will be sent to the exchange. The DOI will notify the health plans of QHP certification through SERFF.
Entities Responsible For QHP Certification The DOI currently has processes and procedures in place to regulate the standards related to QHPs as discussed more fully in 4.2b, below. The following entities are responsible for QHP certification: • The DOI manages licensure, solvency, and will provide related information as needed to establish QHP credentials Request to Run Utah’s Version of a State-Based Health Exchange 39 | Page
• The DOI manages the plan review process and will be responsible for verifying QHP alignment with federal and state requirements as well as benefit reviews • The DOI will be responsible for review of plan rates • A DOI actuary may be used to assist in the analysis of rates and rate increase requests • The DOI manages the receipt, tracking, and resolution of complaints and issues • The DOI will be responsible for appeals processes and ensuring that policies are aligned to state insurance codes and regulations
Item 4.2b — The Exchange has the capacity to ensure QHPs comply with the QHP certification standards contained in 45 CFR 156 including, but not limited to, standards relating to licensure, solvency, service area, network adequacy, essential community providers, marketing and discriminatory benefit design, accreditation, and consideration of rate increases.
Approach Monitor Issuer and Plan Certification Compliance The DOI will monitor QHP compliance by leveraging existing oversight functions. In the event of an adverse finding from a periodic assessment that may affect a QHP’s certification status, the DOI will coordinate support to resolve the issue. Appeals related to oversight and monitoring activities will be handled through the DOI’s existing appeals resolution process. The DOI will notify the exchange to remove the QHP from sale upon finding cause to decertify a QHP.
Item 4.2c — The Exchange has the capacity to collect, analyze, and if required, submit to the Federal government for review QHPs’ plan variations for cost-sharing reductions, advance payment estimates for such reductions, and any supporting documentation needed to ensure compliance with applicable regulations and accuracy of the cost-sharing reduction advance payments.
Approach Cost-Sharing Reductions The DOI is seeking CCIIO guidance regarding the process for collection, analysis, and if required, submission to Federal government for review of QHPs’ plan variations for cost-sharing reductions and any advance payment estimates for such reductions. Specifically, the question addresses whether responsibility would fall to the State or Federal government as the reviewing entity of plan variations. Once additional guidance is received, the DOI will work with CCIIO to design and implement procedures to complete this activity.
Item 4.2d — The Exchange has the capacity to ensure QHPs meet actuarial value and essential
Approach Actuarial Value The DOI will continue to evaluate rate filing information and will utilize the 40 | Page
health benefit standards in accordance with applicable regulations and guidance.
DOI actuary to verify rates as needed. However, CCIIO has indicated its goal of providing SERFF with tools necessary such that actuarial value can be determined as plan filings are submitted to SERFF.
Item 4.2e — The Exchange has the capacity to ensure QHPs’ compliance with market reform rules in accordance with applicable regulations and guidance.
Approach Compliance with Market Reform Rules The DOI will ensure that QHPs are in compliance with market reform rules in accordance with applicable regulations and guidance.
Item 4.3 — The Exchange uses a plan management system(s) or processes that support the collection of QHP issuer and plan data; facilitate the QHP certification process; manage QHP issuers and plans; and integrate with other Exchange business areas, including the Exchange Internet Web site, call center, quality, eligibility and enrollment, and premium processing.
Approach Anticipated number of health plans expected to participate We currently have 3 major health insurance carriers participating on Utah’s SHOP – Avenue H. We anticipate that 3-5 more carriers may want to participate in the future, including a federally approved Co-op insurer. Data collection method and applicable systems that will be used to support the business operations of Plan Management The DOI will use the NAIC SERFF system to support most business operations in plan management. According to NAIC, ―enhancements to SERFF that are currently underway will enable the states to use SERFF not only for form and rate review, but also to review QHP applications, certify QHPs to participate in exchanges, and carry out related oversight functions, such as renewing, monitoring, recertifying and decertifying QHPs.‖ We envision that an issuer wanting to base a QHP on an insurance product it already offers will have the ability to ―build‖ a QHP in SERFF using forms and rates that the state has already accepted, depending on existing requirements.
SERFF will be used to:  Initiate the QHP issuer application, receive QHP applications from issuers and manage application revisions, and maintain the final QHP application submission and attestation Validate that licensure has been established in the QHP review process Manage QHP submission windows Facilitate the evaluation of the QHP issuer application and maintain information about evaluation results, including determinations of noncertification Receive QHP rate and benefit data and information/ timeframes and revisions) as well as maintain plan rate and benefit updates
Maintain certification acceptance agreements submitted by issuers, as well as non-acceptance notifications Monitor ongoing compliance including accessing plan information such as network data and rate and benefit information as a result of an adverse event or periodic review
The DOI will continue to utilize their current system for tracking all complaints.
Item 4.4 — The Exchange has the capacity to ensure QHPs’ ongoing compliance with QHP certification requirements pursuant to 45 CFR 155.1010(a)(2), including a process for monitoring QHP performance and collecting, analyzing, and resolving enrollee complaints.
Approach General approach to ensuring QHP compliance and monitoring QHP performance The DOI intends to monitor QHP compliance by leveraging existing oversight functions. The DOI will have the capacity to ensure compliance with QHP certification standards contained in 45 CFR 156.
Issues and Complaints Reported to DOI The DOI will be responsible for addressing consumer inquiries, comments, and complaints; collecting data; and reporting data to the federal government. The plan oversight system is largely complaint- or referral-based and is driven by reports from the DOI. Complaints and issues related to QHPs will be managed within the existing business process.
Licensure, Financial Solvency, and Market Conduct Utah has processes to ensure QHP compliance. The DOI is responsible for overseeing the licensure and solvency of issuers who submit QHPs to the exchange. Additionally, the DOI conducts financial oversight of issuers including renewal of certification, review of financial statements and requests, quarterly write-ups assessing risk profiles, and other audits or reviews as needed for domestic licensing. Financial exams are conducted on domestic licensed entities at least every 5 years. The DOI may conduct examinations on foreign companies, but this is typically handled by the state of domicile. Compliance issues are addressed during these examinations and as needed in the interim periods.
The DOI will use its existing protocol, which has been expanded to include the standards for QHPs, to monitor ongoing compliance. Issuers are currently required to obtain a renewal of their certificate of authority annually. DOI uses the NAIC Uniform Certificate of Authority structure to assess applications for certificates of authority from carriers.
Violations that may result in decertification include but are not limited to:  Unapproved rate increases  Violation of discriminatory practices Request to Run Utah’s Version of a State-Based Health Exchange 42 | Page
Discriminatory marketing Non-adherence to corrective action plans Failure to meet QHP criteria Failure to acquire or loss of accreditation Solvency and licensing issues Noncompliance with network adequacy requirements, including maintaining a list of active network providers on the issuer webpage
If the DOI determines that the severity of solvency issues merits decertification, it can recommend decertification of the plan or issuer to the exchange. However, interim actions may be taken such as:      Corrective action plans Suspension of certificate of authority Additional reporting requirements Plan limits Other compliance plans
Additionally, in the case of insolvency, the exchange would work with the DOI to ensure that any consumers are notified of their rights and responsibilities in order to access guaranty fund coverage.
Integration between state entities with respect to QHP issuer oversight and resolution of enrollee complaints In general, the DOI will build on the coordinated process already managed across sections of the DOI, inclusive of the new plan management functions being established in planning processes.
Any inquiries related to Medicaid will be referred to the Department of Health. Calls that are transmitted from the exchange to the DOI will be tracked and processed in the same way as complaints that are received directly. Otherwise, QHP issuer compliance monitoring and consumer complaint resolution processes will be coordinated among portions of the DOI.
Item 4.5 — The Exchange has the capacity to support issuers and provides technical assistance to ensure ongoing compliance with QHP issuer operational standards.
Approach QHP issuers will designate a point of contact for the exchange, who can help issuers navigate the business processes that may stretch across DOI sections or may involve questions of exchange application and participation.
The DOI will provide plan submission support to health insurance carriers during the plan filing process, which will largely be facilitated through SERFF. QHP submissions will follow a similar process, but may require more support and issue resolution specifically related to new QHP form fields or documentation necessary to submit QHP applications. The DOI will support the issuers in the filing process. If issuers contact other divisions of the DOI, they will be routed to the appropriate division unless they are able to resolve the issue. The issuer will be responsible for maintaining any updates in the 43 | Page
issuer QHP account, if applicable.
Once final regulations and planning requirements have been determined, the DOI plans to notify the issuers of these requirements and pertinent contacts. An additional, continuously updated question and answer resource may be created depending upon the needs and desires of the state’s issuers.
Item 4.6 — The Exchange has a process for QHP issuer recertification, decertification, and appeal of decertification determinations pursuant to 45 CFR 155.1075 and 155.1080.
Approach Decertification QHPs may be decertified or withdrawn in the course of ongoing or periodic monitoring or as the result of an adverse event reported to the DOI or the exchange. The business process for complaint and issue resolution primarily involves notification functions to the issuer and affected members as well as the components of the appeals process. The DOI will notify the exchange in the event of an issuer decertification.
Decertification differs from non-certification in that it involves a change in status of a plan that has been certified. When an issuer fails to continue to meet exchange requirements in a way that adversely impacts their certification status, the interest of consumers is at risk because an unexpected change in carriers has the potential to create issues with continuity of healthcare. This is why the DOI is prepared to focus on the particular needs of consumers throughout the steps of this process.
Should compliance monitoring raise a concern regarding either an issuerspecific or plan-specific requirement that is not resolved, a process for plan decertification may commence. Decertification involves two major components: sending notification of decertification and administering a process under which a carrier may appeal the decertification. In such an event, the exchange, carriers, and affected consumers must be notified. When the DOI changes the status of a QHP to decertified, it will be updated on the QHP account information. The DOI will notify the carrier and the exchange to coordinate the process of sending notification to affected consumers to facilitate their enrollment into a different health plan.
Appeals The appeals process will be coordinated by the DOI. If the adjudication of the appeal results in the carrier’s status being changed back to certified, the DOI will provide notification of the appeal result to the carrier and the consumers.
Withdrawals If a carrier decides to entirely withdraw from the state or the exchange, the insurer must notify the DOI in compliance with Utah Code 31A-30-107. For an individual plan withdrawal, the company must notify the DOI in compliance with Utah Code 31A-30-107.
Recertification QHPs must complete an annual recertification process starting with year 2 of exchange operations. The DOI will complete the review of the QHPs’ recertification submissions in time to facilitate October open enrollment. Recertification will ensure that issuers continue to meet all qualified health plan requirements including any additional requirements that the state might add to QHP certification standards during the year.
If issuers or QHPs have been decertified, they can be recertified according to 42 CFR §155.1075. The recertification process aligns with the initial issuer or QHP application process. The plans must comply with all QHP certification criteria to be recertified.
Item 4.7 — The Exchange has set a timeline for QHP issuer accreditation in accordance with 45 CFR 155.1045. The Exchange also has systems and procedures in place to ensure QHP issuers meet accreditation requirements (per 45 CFR 156.275) as part of QHP certification in accordance with applicable rulemaking and guidance.
Approach Timeline by which QHP issuers must be accredited in accordance with 45 CFR 155.1080 For QHP issuers that are not already accredited, the DOI will require them to schedule accreditation within their first year of being on the exchange. Their procedures and policies related to adequacy and quality must be accredited by year two. By year four, all carriers wanting to participate in the exchange must be accredited to apply for QHP status.
Systems and procedures in place to ensure QHP issuers meet accreditation requirements per 45 CFR 156.275 as part of QHP certification The NAIC indicated that the SERFF team is working with the accreditation entities NCQA and URAC and with CMS to automate the collection and display of accreditation data. NAIC is planning to provide tools so that states will have all the necessary information to verify these requirements without having to collect the data directly from the insurers. Otherwise, issuers will be required to submit NCQA and URAC accreditation information to the DOI to verify their accreditation. There will be an exception process to allow the insurer to provide documentation outside the normal avenue, such as when an insurer has not applied for accreditation and is within a grace period.
Item 4.8 — The Exchange has systems and procedures in place to ensure that QHP issuers meet the minimum certification requirements pertaining to quality reporting and provide relevant information to the Exchange and HHS pursuant to Affordable Care
Approach Type of data that will be used for certification, monitoring and display The DOI is awaiting further guidance from CCIIO on the format and type of data that will be required for the purposes of submitting quality reporting data and relevant information to the exchange and HHS.
The DOI currently anticipates that accreditation confirmation will be accommodated via SERFF for the 2014 plan year. Thus, the exchange plans to 45 | Page
Act 1311(c)(1), 1322(e)(3), and as specified in rulemaking.
use quality data provided to SERFF for accreditation.
5.0 Risk Adjustment and Reinsurance
December 14, 2012 Revised: December 31, 2012
Item 5.1 —The State has the legal authority to operate the risk adjustment program per 45 CFR 153 and Affordable Care Act 1343, if the State chooses to administer its own risk adjustment program.
Approach December 13, 2012: This past fall, Utah’s Legislative Health System Reform Task Force formed a working group to evaluate if we wanted to perform the risk adjustment program at the state or defer to the federal program. The work group’s recommendation was to operate a state risk adjustment program, if we pursued a state-based exchange model. Since HHS just released further guidance on November 30, 2012, we will need to re-evaluate our recommendation. We plan to provide comments to the regulations by the December 26, 2012 due date. We welcome further conversation with CCIIO on clarifying the guidance and providing flexibility for this to be provided at the state level. December 31, 2012 Update: The following statement is an updated response based on a conference call on 12/21/2012 with CCIIO/CMS. Utah has a long track record of performing risk adjustment in our current exchange environment. If HHS approves Utah's version of an exchange, we would be interested in continuing to perform that function as part of our existing vision. While some of the language in the current proposed rules gives us some pause, we believe we will be able to do this better than the federal government. We will inform you of our final decision once we receive the final rules.
Item 5.1a — If applicable: <Insert government agency or other entity name> will be overseeing the risk adjustment program. This risk adjustment entity must meet the requirements outlined in 45 CFR 155.110 and can include Departments of Insurance (DOIs). Note: The entity cannot be a health insurance issuer. Options include DOI, Medicaid, or ―Other Entity.‖
Approach This will be determined once we decide if we will perform the risk adjustment program at the state level.
Item 5.2 — The State operates its own reinsurance program per 45 CFR 153 and Affordable Care Act 1341.
Approach December 13, 2012: This past fall, Utah’s Legislative Health System Reform Task Force formed a working group to evaluate if we wanted to perform the reinsurance program at the state or defer to the federal program. The work group’s recommendation was to operate a state reinsurance program, if we pursued a state-based exchange model. Since HHS just released further guidance on November 30, 2012, we will need to re-evaluate our recommendation. We plan to provide comments to the regulations by the December 26, 2012 due date. We welcome further conversation with CCIIO on clarifying the guidance and providing flexibility for this to be provided at the state level.
December 31, 2012 Update: The following statement is an updated response based on a conference call on 12/21/2012 with CCIIO/CMS. Utah was initially very interested in running our own program and have made great progress in preparing to do so. However, as we read what is written in the Proposed Rules, we do not feel that the program as outlined will work nor does it provide the state any real flexibility to use this program to protect our market. Therefore, unless the proposed rules change, we will not be participating in the Reinsurance Program.
Item 5.2a — If applicable: The reinsurance entity will be a notfor-profit entity and will have the legal authority and capacity to receive self-insured market reinsurance contributions from HHS, determine payment amounts, distribute payments, and perform data collection and auditing functions regarding reinsurance payments.
Approach This will be determined once we decide if we will perform the reinsurance program at the state level.
5.2b — If the entity collects This will be determined once we decide if we will perform the reinsurance contributions in the fully insured program at the state level. market in the State: The reinsurance entity will have the legal authority and capacity to identify all issuers in the State's fully insured market that owe reinsurance contributions, determine appropriate contribution amounts from issuers, and ensure the collection Request to Run Utah’s Version of a State-Based Health Exchange 48 | Page
of reinsurance contributions.
Item 5.2c — If the State opts to modify the Federal reinsurance parameters, collect reinsurance contributions in the fully-insured market, collect additional reinsurance contributions, modify HHS requirements for data collection or collection frequency for issuers receiving reinsurance payments, and/or use more than one reinsurance entity: The State will publish its reinsurance modifications in a State notice of benefit and payment parameters by March 1, 2013.
Item 6.1 — The SHOP is compliant with regulatory requirements pursuant to 45 CFR 155 Subpart H.
Approach Utah currently operates a state-based Small Business Health Options Program (SHOP). Utah enacted legislation in 2009 to develop a health insurance marketplace where small businesses and individuals could shop and compare a variety of private health insurance plans. Utah’s exchange — Avenue H — was launched as a beta program in Fall 2009. Since 2011, we have been enrolling employees of small businesses and individuals and their families every month. Utah’s exchange - Avenue H - per the requirements of the ACA is in compliance of 45CFR 155 Subpart H.
Utah currently defines its small group market as employers with 2 to 50 eligible employees (state Statute is included). Utah’s Department of Insurance (DOI) plans to leave the small group market definition as it stands today and is evaluating the projected implications of expanding the definition up to 100 employees in 2016. See attached for current copy of our SHOP’s user guide for employers and brokers.
2012 Avenue H Broker-Employer User Guide 11.12.pdf
Item 6.1a — The SHOP has capacity to allow a qualified employer to select a level of coverage as described in the Affordable Care Act 1302(d) (1), in which all QHPs within that level are made available to the qualified employees of the employer.
Approach Utah’s exchange — Avenue H — encourages greater consumer choice while providing both cost and administrative relief to small businesses through an innovative defined contribution model. Avenue H is an open market model, with the least restrictive QHP certification requirements, and it offers a flexible and straightforward plan selection process for both employers and employees.
Today, Avenue H allows the employee to select a health plan from a variety of plan designs and networks from three participating local insurers. The employer simply makes the decision to participate, and then employees pick a 50 | Page
plan that meets their needs and budget.
Our existing technology solution has the capacity to allow a qualified employer to select a level of coverage as described in the ACA 1302(d) (1), in which all QHPs within that level are made available to the qualified employees of the employer.
Utah has contracts in place with private technology vendors to provide the technical and functional requirements to support this activity.
Item 6.1b — The SHOP has capacity to ensure that all QHP issuers make rate changes at a uniform time that is either quarterly, monthly, or annually, and has the capacity to prohibit all QHP issuers from varying rates for a qualified employer during the employer’s plan year.
Approach In Utah, the rates for a group insurance policy are typically fixed for a period of 12 months. As defined under the ACA, regulations require that the rate for a given employer not change for the employer’s plan year (§156.285). As such, employers are allowed to enroll in coverage through Avenue H (Utah’s SHOP) at any point in the calendar year; however, their rates will remain constant for a 12 month period (Benefit Plan Year). Our existing technology partners manage this process through ―effective date management‖ at the group and employee levels. We are currently enrolling new groups on a monthly basis using a 12-month rolling calendar year from the group’s benefit effective date.
The DOI, in coordination with applicable SERFF functions, will ensure that all QHP issuers make rate changes at a uniform time as well as prohibit QHP issuers from varying rates during the employer’s plan year. See Section 4: Plan Management for more specifics. Avenue H’s existing technology solution is currently able to support this activity from a technical and functional standpoint.
Item 6.1c — The SHOP has capacity to offer small employers only QHPs that meet the requirements for the State’s small group market.
Approach As mentioned above, the vision of Utah’s Avenue H is to operate an open market model, with the least restrictive QHP certification requirements. The DOI is planning on defining the QHP certification process by February 2013 or as soon as final guidance is issued by HHS.
With that in mind, Avenue H expects that only plans that have been approved by the DOI and certified as QHPs for the exchange will be offered to employers through the SHOP exchange.
Utah currently contracts with a technology vendor that has the necessary technical and functional requirements to support this activity in addition to leveraging any applicable existing capabilities within SERFF. Request to Run Utah’s Version of a State-Based Health Exchange 51 | Page
Item 6.1d — If the SHOP decides to implement minimum participation requirements, the SHOP has capacity to authorize uniform group participation rules for the offering of health insurance coverage in the SHOP.
Approach Utah currently administers minimum participation requirements for the small business in the SHOP exchange, which meets the State’s definition for qualifying as a small group. Utah’s current requirement is 75% of participation of eligible employees. (See attached Plan of Operations). The definition is included in our current statute. Avenue H’s technology vendors currently have technical and functional capabilities to support this verification process. This process will need slight modifications to accommodate new processes associated with market reform changes for 2014.
R590-260PlnOper9-6 -2012.pdf
Item 6.1e — The SHOP has established a premium calculator, as described in 45 CFR 155.205(b) (6), to facilitate the comparison of available QHPs after the application of any applicable employer contribution in lieu of any advance payment of the premium tax credit and any costsharing reductions.
Approach One of the criteria used to select the IT vendor currently in place to build the SHOP exchange derived from the need to develop and operate a premium calculator. Although 45 CFR 155.205(b) (6) was not in place during our initial implementation, we do have the current capability to facilitate comparisons and display employer vs. employee contributions in a user-friendly environment. However, additional IT build-out will be required to fully encompass the advance payment of the premium tax credit or cost-sharing reduction calculations and display for information needed. To meet the premium calculator requirement, it is anticipated that Utah’s SHOP will leverage a ―shop and compare‖ functionality developed by an IT systems vendor that will allow employees to filter and evaluate their QHP options. Only plans that meet the criteria set by the employer will appear on the shopping screen. The screen will show the employer contribution amount deducted from the premium price (through the use of a premium calculator) to indicate the employee's true cost (adjusted for age, region, quality, dependents covered etc.).
Moreover, OCHS will evaluate other consumer support tools to both educate and assist consumers in selecting insurance products that match both their financial needs and their level of risk tolerance. It may procure the services of SHOP experts to assist in identifying and developing these support tools.
Item 6.2 — The Exchange has the capacity for SHOP premium aggregation pursuant to 45 CFR 155.705.
Approach Utah’s current SHOP model, Avenue H, has the ability to perform the following functions related to premium payment administration and aggregation: (i) Provide each qualified employer with a monthly bill that identifies the employer contribution, the employee contribution, and the total amount that is due to the QHP issuers from the qualified employer. (ii) Collect from each employer the total amount due and make payments to QHP issuers in the SHOP for all enrollees. (iii) Although maintaining records for at least 10 years was not in the initial requirements for our existing SHOP, this capability does exist and can easily be implemented as a new requirement. Further discussion would be needed regarding recommendations for maintaining ―books, records, documents and other evidence of accounting procedures and practices of the premium aggregation‖ to determine whether our current storage of billing history information is sufficient to meet requirements. (iiii) Our current defined contribution model provides transparency for consumers within the enrollment and eligibility system, via online tools and invoices to employers, and also breakouts of information provided by carriers for breakout of payment.
At a glance, we see no reason why our current technology partner could not supply any of the IT-related functionality or support for the required billing capabilities.
Item 6.2a — The Exchange has the systems in place for billing employers, receiving employer and employee contributions toward premiums, and making aggregated premium payments to issuers.
Approach Utah’s SHOP — Avenue H — currently has the systems in place for billing employers, receiving employer and employee contributions toward premiums, and making aggregated premium payments to issuers.
Currently, insurers receive one consolidated payment each month for the premiums received from employer and employee contributions.
Additionally, but not mentioned in section 6.2a, Avenue H also has the ability to parse out payments collected and pays broker commissions and administration fees to our technical partners that are due each month.
Item 6.2b — The Exchange has a process for managing nonpayment or late premiums; including how and when notices are sent to employers.
Approach Utah’s SHOP model — Avenue H — currently has a process for managing non-payment or late premiums, which includes how and when notices are sent to employers.
A standardized workflow currently exists with our premium payment and collection technical/banking vendor. It begins with an electronic invoice and ACH withdrawal for payment collection and is followed by a determination of Request to Run Utah’s Version of a State-Based Health Exchange 53 | Page
funds collections or ACH failure. After 3 attempt fails, a process notifies the employer and requests collection of funds via ACH retry or bank transfer. The workflow is date-driven and if premiums are not provided, the group’s coverage is terminated. The entire process is handled securely and business partner agreements are currently in place with employers and providers to ensure that all entities are protected.
Item 6.3 — The SHOP Exchange has the capacity to electronically report information to the IRS for tax administration purposes.
Approach Our technology partners have the ability to electronically report information to carriers. Today they are responsible for sending eligibility files to our participating carriers via secure file transfer protocol (SFTP). They also provide underwriting and risk rating materials via secure portal views.
Our technology partners are currently responsible for providing our staff with information such as dashboards and group data as required for sustaining the operational and administrative aspects of our OCHS staff.
Our technology partners currently have the capability to provide online statements and query tools that enable searching and filtering of member and enrollment data; and ad hoc reporting tools for our staff that are set at controlled security levels (security set at the field and report level).
Further investigation may be required to determine any additional types of reporting that may be needed to support both IRS requirements and providers. Examples include pre-configured reports that satisfy the state’s and CMS’s requirements for periodic reporting of enrollments, payments, tax credits, and cost sharing reductions, and the ability to send these reports electronically to the IRS.
Any additional financial reports that are not in existence today but are required for future needs will be discussed in the specific board meetings/roundtable meetings with impacted stakeholders.
Item 7.1 — The Exchange has an appropriate organizational structure and staffing resources to perform Exchange activities.
Approach Utah has designated the responsibility of facilitating and running the state’s exchange to the Office of Consumer Health Services (OCHS), an office of the Governor’s Office of Economic Development, a state agency. OCHS is working in coordination with the other state agencies to develop and manage the exchange. OCHS currently operates Avenue H, the state’s small business exchange.
We plan to utilize existing state employees to deliver a majority of the services and contract with third-party vendors and contract employees to augment needs during the initial development phase. (See organization chart for details.) The exchange’s staffing needs for development and ongoing operations may need to be expanded once we have a better vision of our future activities.
Generally speaking, the organizational structure will consist of the core staff of OCHS (Executive Director, Operations Director, Project Managers, Customer Service Manager, Marketing and Outreach, and Business Analyst). These positions would be full-time salaried staff, would be hired as needed throughout the build-out of the exchange, and would be maintained throughout the life of the exchange.
The Department of Health, Department of Workforce Services, Department of Insurance, and Department of Technology will also have dedicated resources to manage their respective areas (i.e. the Department of Insurance will retain responsibility for the plan management and insurance market regulatory role; Department of Workforce Services will retain the eligibility determination and assessment of Medicaid and CHIP applicants, etc.).
In addition, we plan to have day-to-day functions of the individual enrollment and SHOP enrollment systems managed by our technology partner vendors which will allow our staff to remain focused on necessary process improvement, strategy, marketing and education, and vendor management functions.
As needed, we will hire highly trained individuals or consultants with specific technical expertise as required by the exchange throughout the startup and Request to Run Utah’s Version of a State-Based Health Exchange 55 | Page
ongoing phases of operation. These positions may include: Information Technology (IT) Analysts, IT Project Leads, Communications Managers, Project Managers, Grants Managers, Business Analysts, etc. These positions would be contract positions with some transitioning into full-time openings as the workload and demand becomes more apparent over time.
Through the effective use of consultants and contractors in the early stages, Utah’s exchange aims to have sufficient capacity to meet the initial demand for services during its startup phases. Once ongoing demand for services is better known, the exchange will then be in a position to identify necessary full-time positions to support the exchange long term.
The Utah exchange views the proper sizing of exchange operations as critical for both providing the high quality of service that is required, as well as maintaining the cost competitiveness of the exchange relative to products being sold on the exchange.
Item 7.1a — The Exchange has an organizational structure that includes leadership/key staff and encompasses key Exchange activities.
Approach See attached organization chart.
Item 8.1 — The Exchange has a longterm operational cost, budget, and management plan
Approach Avenue H has considered a wide range of means of revenue generation and cost control. At present, Avenue H operates within a budget and according to accepted state government standards. The Avenue H staff is currently working on long-term projections under various scenarios, mostly related to resolving uncertainties caused by the implementation of the Affordable Care Act. One unresolved uncertainty is whether the state will expand Medicaid to adults above 100% FPL. Utah’s Department of Health has contracted with Public Consulting Group (PCG) to analyze the market to determine what potential plans they should prepare for relating to Medicaid/CHIP, subsidized individual private insurance, non-subsidized private insurance or small group. This analysis will allow us to make better assessments of the enrolled population and how best to support them. The analysis is expected to be completed by January 31, 2013.
OCHS is accustomed to working within a limited budget and is therefore conscientious of expenses and off-setting revenue. Where applicable, we use contractors and consultants before hiring full-time staff. This will best allow Avenue H to retain the flexibility to provide the quality services it is committed to delivering without overcommitting to staffing that may or may not be warranted for ongoing support. Utah’s goal is for Avenue H to be self-sustaining as soon as possible. We currently assess a per-employee-per-month (PEPM) administration fee which is used to off-set our costs with our third-party technology partners. While this fee covers most of our costs today, we are augmenting it with state appropriations funding while we grow our participation to a sustainable level.
In addition, Avenue H plans on developing contingency plans for addressing several key areas of potential budgetary concern.
Examples of possible areas of concern include:  Lower than expected future utilization, leading to revenue shortfalls  IT cost overruns both during the startup and ongoing phases of development  Competitive disadvantages of Avenue H to the traditional market Request to Run Utah’s Version of a State-Based Health Exchange 57 | Page
Upon the completion of the market analysis and better scope of technical development needs and contingency planning, Utah plans to have a model budget, entailing expected operating costs, revenues, and expenditures, by February 28, 2013.
Item 8.1a — The Exchange has a longterm operational budget and management plan, monitors its finances, and is able to track its costs and revenues.
Approach Avenue H’s long-term operational budget will be based on the results of the analysis outlined in Section 8.1. The management plan will include policies and procedures for how the exchange plans to monitor its finances and track its costs and revenue.
Avenue H is working toward having a completed long-term operational budget and management plan by February 28, 2013. The long-term operational budget will outline:  Categories of exchange expenses (variable and fixed) and expected associated costs  Costs for which Avenue H is directly responsible  Descriptions of revenue methods and expected revenue generated from each category  Net gain or net loss  Plans for monitoring and tracking finances Item 8.1b — The Exchange has defined methods for generating revenue (e.g., user fees) pursuant to Affordable Care Act 1311(d) (5) (A), and has the appropriate legal authority. Approach • Avenue H currently has the appropriate legal authority to generate revenue through the collection of a user administration fee. This authority is granted in the Utah Code Title 63M, Chapter 1.We currently assess a per-employeeper-month (PEPM) fee which is included in the premium on Avenue H’s small business solution.
9.0 Technology
Item 9.1 — The Exchange technology and system functionality complies with relevant HHS information technology (IT) guidance.
Approach Early 2012, OCHS contracted with Cognosante, an IT consulting firm, to assess and document our existing ―as-is‖ state and third-party vendor technology. In addition, we developed process flows and system requirements for the ―to be‖ vision. As a result, we were able to identify the gaps in our technology and possible ways to develop the final solution. The final product was a system blueprint.
Since the completion of that project, HHS has issued new guidance. As a result, our system blueprint needs to be adapted with these requirements in mind. Our vision of the technology solution remains close to the blueprint design created earlier this year. Our overall objective is to utilize a technology solution that allows a common middleware for the affordability insurance programs, but also allows us the flexibility to keep the enrollment and shopping functions of private and public program separate. Our intentions are for the end solution to appear seamless for the consumer; however, behind the scenes we will connect state systems with third-party vendors.
To date, the Utah exchange has not yet identified any areas of significant variation between what we are considering and the HHS IT guidance received thus far.
The Utah exchange may select additional IT systems vendors needed to develop technology, system functionality, and workflow as required to comply with HHS guidance, including:  Supporting a high-quality customer experience  Providing seamless coordination with health plans and applicable state agencies  Generating data in support of performance management, transparency, program evaluation, etc.  Connecting with the federal data services hub  Complying with HIPAA transaction standards and other transaction standards outlined in the ACA  Supporting state and federal security and privacy standards  Complying with other relevant guidance as outlined in the Guidance for Exchange and Medicaid Information Technology (IT) Systems Version 2.0 and other federal rules where applicable Request to Run Utah’s Version of a State-Based Health Exchange 59 | Page
Once any additional system design and development requirements are finalized, the Utah exchange will make HHS aware of any significant variation that may exist.
Item 9.2 — The Exchange has the adequate technology infrastructure and bandwidth required to support all of the Exchange activities.
Approach We currently engage and will continue to engage the services of qualified IT experts that have proven capabilities to deliver the exchange functionality required in a reasonable timeframe. The experts should also reduce potential project risk that could be catastrophic if rework is required when producing complex systems that are intended to supply adequate technology infrastructure and bandwidth required for supporting all exchange activities.
As design plans become more finalized and the development of our technical processes are internally approved, the exchange staff intends to provide HHS with the following documentation to demonstrate that the exchange has the adequate technology infrastructure and bandwidth required to support all statebased exchange activities. This documentation may include (but is not limited to) architectural and technical diagrams, wireframes, business process models, and other system design documents to demonstrate that the exchange has the adequate technology infrastructure and bandwidth required to support all statebased exchange activities.
The Utah exchange currently has project management staff involved in this project. We will also consider expanding these services to included additional qualified IT experts to perform project management responsibilities over the build-out of the exchange, ensuring a timely and fully functional product per HHS guidelines.
Item 9.3 — The Exchange effectively implements IV&V, quality management, and test procedures for Exchange-development activities and demonstrates it has achieved HHS-defined essential functionality for each required activity.
Approach The Utah exchange intends to rely on existing experience and in-house expertise along with many of the wonderful ideas and IV&V work other states have done in the development of their state-based exchanges. The exchange will also contract with a vendor that has developed processes for IV&V, external quality management, and test procedures for exchangedevelopment activities. Our competent Department of Workforce Services (DWS) and Department of Technology Services (DTS) staff has experience in the development of processes for IV&V, external quality management, and test procedures for exchange-development activities. We engage in this process for our Medicaid program today.
We realize the importance of the following list of key functions and are confident that our existing in-house staff, in conjunction with our current IT vendors, has the expertise to provide these services:  Manage the IV&V services  Review all HIX/IES project deliverables  Validate automated code review results Request to Run Utah’s Version of a State-Based Health Exchange
Validate continuous integration test results Coordinate and conduct User Acceptance Testing (UAT) Verify implementation readiness Verify component reusability Perform a system audit Perform financial reviews Complete other necessary external quality management and test procedures Comply with IV&V regulatory requirements detailed in 45 CFR 95.626
It is expected that the Utah exchange will provide HHS with a formalized description of the exchange’s front-end system engineering work including IT, quality assurance processes, and IV&V services used to validate requirements, business processes, and development of the exchange by July 2013.
Item 10.1 — The Exchange has established and implemented written policies and procedures regarding the Privacy and Security standards set forth in 45 CFR 155.260(a) – (g).
Approach Utah’s Department of Technology Services (DTS) and Department of Workforce Services (DWS) are currently in compliance with IRS Safeguards security standards as required for our state’s eFind system, which is in place today and is used to receive and store Federal Tax Information (FTI). Moving forward with exchange initiatives, we will continue to have all systems that receive and store FTI information in compliance with Safeguards standards. Currently, Utah’s SHOP exchange — Avenue H — has procured services through third-party companies to supply technology systems for enrollment and eligibility, and for payment billing and collection services. We are in the process of evaluating and updating our System Security Procedures (SSP) to confirm they are in compliance with security standards set forth in 45 CFR 155.260 (a) – (g).
We are also planning to procure the services of an IT vendor to develop additional core functionality for components of the exchange’s IT system. The exchange will work with the selected IT vendor to develop privacy and security standards in accordance with the guidance set forth in 45 CFR 155.260 (a) – (g), including:  The creation, collection, use, and disclosure of personally identifiable information  The application of this data to non-exchange entities  Workforce compliance  Written policies and procedures  Compliance with Section 6103 of the Code (relating to return information)  Improper use and disclosure of information Proper safeguards will be defined and developed in conjunction with the Exchange IT system’s development and build. These safeguards will, at a minimum include:  Ensure the critical outcomes in 45 CFR 155.260(a) (4), including authentication and identity proofing functionality;  Incorporate HHS IT requirements as applicable; and  Protect the confidentiality of all Federal information received through the Data Services Hub, including but not limited to Federal tax information where applicable. Request to Run Utah’s Version of a State-Based Health Exchange 62 | Page
Details on these safeguards will be outlined in the formalized privacy and security plan developed in coordination with the IT systems vendor.
It is anticipated that a formalized Privacy and Security plan will be provided to HHS by August 2013.
Item 10.2 — The Exchange has established and implemented safeguards that (1) ensure the critical outcomes in 45 CFR 155.260(a) (4), including authentication and identity proofing functionality, and (2) incorporates HHS IT requirements as applicable.
Approach Utah’s Department of Technology Services (DTS) and Department of Workforce Services (DWS) are currently in compliance with IRS Safeguards security standards as indicated in section 10.1. Utah’s existing SHOP model was initially implemented with safeguards in place to provide a secure platform for accurately capturing the minimum required employer and employee information to complete enrollment and eligibility transactions. Connectivity standards have been established and all data is transferred securely using secure file transfer protocol (SFTP) standards. Additionally, our current security processes and procedures are under review to verify that they meet all requirements of CFR 155.260 (a) (4). Our technical partners have been supplied a copy of the Systems Security Plan (SSP) and are required to complete the documentation for formal review and gap analysis that is scheduled for second quarter 2013.
Proper safeguards will be incorporated into all development plans and the build of all future IT components. IT vendor selection criteria will include requirements as outlined in 45 CFR 155.260.
Item 10.3a — The Exchange has adequate safeguards in place to protect the confidentiality of all Federal information received through the Data Services Hub, including but not limited to Federal tax information.
Approach Utah’s Department of Technology Services (DTS) and Department of Workforce Services (DWS) are currently in compliance with IRS Safeguards security standards as indicated in section 10.1.
Processes will be incorporated to ensure that federal information received through the Data Services Hub will be used for exchange purposes only. The implementation of data transfers to any additional core exchange technology components outside of DWS will ensure that only the minimum amount of information needed is captured. All development plans for build-out of Exchange related IT systems and connectivity will include requirements as outlined in 45 CFR 155.260.
Item 10.3b — The Exchange has developed and received a letter of acceptance from the IRS on its Safeguard Procedures Report
Approach As of this writing (December 12, 2012), we have not received a letter of acceptance from the IRS on its Safeguard Procedures Report related to the protection of the Federal tax information. We anticipate completion of this by 63 | Page
related to the protection of Federal tax information.
Item 11.1 — The Exchange has a process in place to perform required activities related to routine oversight and monitoring of Exchange activities (and will supplement those policies and procedures to implement regulations promulgated under the Affordable Care Act 1313).
Approach Utah passed legislation in 2008 to begin the process of reviewing activities required for its health care reform efforts. House Bill 0133 tasks the Department of Health (DOH), the Utah Department of Insurance (DOI), and the Office of Consumer Health Services (OCHS, housed within the Governor's Office of Economic Development) to work with the Legislature to develop the state's strategic plan for health system reform. Legislation has also been implemented to create a health system reform task force and an advisory board.
OCHS has been tasked with managing, overseeing and monitoring most exchange activities, including all technical processes and system activities related to the defined contribution market. OCHS has the responsibility to coordinate and provide support for exchange-related planning with other state agencies, insurance providers, and insurance agents. OCHS is responsible for providing progress reports and useful information updates to all stakeholders.
The insurance commissioner has authority to regulate the insurance market; gives insurance producers and agents the authority to sell, solicit and negotiate health insurance on a federal level; establishes the authority to regulate the insurance market; and is responsible for all processes related to the insurance market, including market conduct.
DOH is responsible for all public assistance related services, including IT system solutions and support, customer support, and public outreach.
The health system reform task force is responsible for making recommendations related to the state’s health care reform efforts. The task force is made up of 11 members from the Senate and the House of Representatives.
The advisory board was created to provide process improvement recommendations and feedback to OCHS. The board is made up of members from the community.
Some points of exchange performance that Avenue H currently assesses and Request to Run Utah’s Version of a State-Based Health Exchange 65 | Page
plans to evaluate for further expansion of transparency include:  Exchange implementation, including the extent to which the Exchange: 1) provides consumers with useful information about comparing and enrolling in plans and financial assistance; 2) enables consumers to easily enroll in plans and receive assistance; and 3) provides excellent customer service; and  Exchange outcomes, including the number of members who receive coverage through the exchange, the availability of continuous coverage, the quality of medical care available to residents who enroll through the exchange, and the reduction or containment of health care costs. Item 11.1a — The Exchange has in effect policies and procedures for performing routine oversight and monitoring of Exchange activities. Approach The exchange plans to expand and develop additional business operations and monitoring policies and procedures in conjunction with existing vendors and partners. Emphasis will be placed on being able to effectively monitor all critical elements of exchange functionality on a timely basis.
Steps for developing policies and procedures for performing routine oversight and monitoring of exchange activities may include, but are not limited to:  Planning for and developing additional exchange-specific program integrity policies and procedures as part of the exchange’s ongoing improvement plan  Defining and establishing additional quality control measures  Developing additional privacy and security policies and procedures  Developing and formalizing additional financial or accounting standards  Establishing additional reporting requirements and reporting processes for exchange performance metrics  Determining additional frequency of data-collection and reporting  Executing any additional appropriate agreements and MOUs between the exchange, state agencies, insurers, and other stakeholders to assure proper oversight and monitoring of all exchange activities  Incorporating existing state auditing procedures for external audits which allows a qualified auditing entity to perform an independent external financial audit of the exchange Formalized policies and procedures will be submitted to HHS for review by September 2013.
Item 11.1b — The Exchange has in effect quality controls as part of oversight and monitoring of Exchange activities.
Approach Plans will be constructed to develop and implement additional detailed business processes and performance monitoring functions by September 2013 in advance of the October 2013 go-live date. The business processes will be designed to capture all operational information necessary to evaluate quality control. These business processes will also be designed to ensure that exchange functionality is sufficiently designed to meet federal guidelines and is consistent with the exchange’s goals of sustainably and increasing access to health insurance for all of Utah’s residents.
OCHS, in conjunction with other state agencies, has explored the best practice procedures advanced by other states and plans to incorporate similar strategies where applicable. In particular, the state intends to: 1) collect and regularly review the following measures; 2) establish targets; and 3) incorporate results vs. targets into the balanced scorecard and internal accountabilities. Examples of possible measures that are under ―best practice‖ review for incorporation of build out include:  Work flow (usage and volume) by class (anonymous, etc.) and customer type/profile  Work steps (main and alternate paths; exceptions & errors)  Work production (level of effort (LOE) and output)  Success rates: Enrollments vs. applications  Fall-outs: Shoppers who didn't apply (when did they drop out?)  Failures: Uncorrected incompletes, rejections, failures to pay, etc.  Verifications and exceptions vs. self-attestation  Assistance requests (call center and walk in) by medium (phone, walk-in, chat, e-mail, mail, etc.)  Appeals and complaints  Customer, agent, and employee surveys  Financials: Amounts, ratios, and rates (units/dollar, dollar/unit)  Other metrics as dictated by process development, operations, feedback, or senior management’s direction
Item 11.2 — The Exchange has the capacity to track and report performance and outcome metrics related to Exchange Activities in a format and manner specified by HHS necessary for, but not limited to, annual reports required by Affordable Care Act 1313(a).
Approach Although Avenue H’s current IT systems vendor has dashboard functionality in place, we realize the need to enhance existing features and also look at other solutions that may be available through other vendors in the future to expand current capabilities and also incorporate statistics from other sources such as public assistance programs.
Evaluations are currently underway to determine where ACA reporting requirements differ from existing state requirements. This planning stage will incorporate gap analysis to determine build-out needs for items such as catalogued and defined data collection and reporting requirements for all functional areas of operation, including state and ACA reporting requirements, statutory reporting requirements, and business reporting requirements, and perhaps incorporating the utilization of a monthly or bi-weekly dashboard.
OCHS will also work with our existing and future IT vendors to develop capabilities that will allow the data and reports to be presented in a manner that is consistent with CCIIO-specific reporting formats and timelines.
The exchange intends to develop performance monitoring metrics to track key indicators of success for internal purposes as part of its ongoing quality control and improvement plan. Request to Run Utah’s Version of a State-Based Health Exchange 67 | Page
Although the following list contains many of the performance stats in place today, additional consideration will determine if the need exists to enhance activity-related performance metrics to be tracked by the exchange for 2014 including:
Mission & Business Results  Enrollment volume by month and by demographic characteristics (income, age, gender, geography, carrier distribution, distribution by plan tier, etc.)  Applications per month, by type  Cancellations per month, by reason  Premium costs and trends over time, relative to similar products sold outside of the exchange  Carrier participation, # of carriers offering products on the exchange, and # of QHPs available on the exchange at each metallic level by carrier  Outreach to diverse communities (# that enroll from these areas) Accessibility  Reduction in the overall uninsured population  Change in # of uninsured (by race, ethnicity, geography)  # of previously uninsured individuals enrolled  # of brokers operating within the exchange  # of individuals/small businesses enrolled in exchange via brokers and # enrolled without assistance Quality/Consumer Satisfaction  Wait times for the call center  Ease of use of consumer interface for eligibility and enrollment as measured by the enrollment ratio (# who start an application vs. # that enroll)  # of positive consumer satisfaction survey responses measuring the quality of consumer portal interaction  # of complaints on exchange operations and functionality by exchange consumers  # of complaints from consumers issued against navigators Affordability/Productivity  Ratio of support staff to number of consumer portal inquiries  Enrollments via navigator per dollar spent on program  # of people receiving premium and cost-sharing subsidies in the exchange  Average premium and cost-sharing subsidy received in the exchange  Ratio of employer-to-employee contribution for single and family coverage in the SHOP Technology  System response time requirements relative to portal queries, and time relative to finalizing insurance coverage  Time elapsed from initial consumer portal inquiry to confirmation of health insurance coverage  Consumer portal availability and downtime statistics  Consumer satisfaction survey measuring user perception of exchange operation Utilization Request to Run Utah’s Version of a State-Based Health Exchange 68 | Page
 # of individuals/navigators/brokers utilizing the web portal  # of individuals enrolled via the web portal  # of individuals enrolled via the web portal with the assistance of a navigator vs. broker OCHS will work in coordination with the selected IT systems vendor to design and develop the exchange’s data-collection and reporting processes. The exchange plans to provide HHS with a description of these processes and formalized exchange activity-related performance metrics by September 2013.
Item 11.3 — The Exchange has instituted procedures and policies that promote compliance with the financial integrity provisions of Affordable Care Act 1313 (and will supplement those policies and procedures to implement regulations promulgated under the Affordable Care Act 1313), including the requirements related to accounting, reporting, auditing, cooperation with investigations, and application of the False Claims Act.
Approach OCHS, in conjunction with the DOI, DTS, and other state agencies will institute policies and procedures that promote compliance with the financial integrity provisions of ACA 1313, including the requirements related to accounting, reporting, auditing, cooperation with investigations, and application of the False Claims Act. These policies will govern the exchange’s accounting, reporting, and auditing functions, as well as address internal controls processes. The policies will outline the exchange’s process for monitoring financial activities as well as any necessary accountability and segregation of duties.
In addition, we will review and facilitate the implementation of regulations that promote the procedures and policies that are outlined in ACA 1313, such as the HHS Grants Policy Statement, OMB Circular A-123, 45 CFR Parts 74 and 92, and FFATA of 2006. The exchange will also adhere to any statespecific monitoring and financial requirements issued by the state.
OCHS plans to provide HHS with its financial and accounting standards once the entity is established, but no later than September 30, 2013.
Item 12.1 — The Exchange has executed appropriate contractual, outsourcing, and partnership agreements with vendors and/or State and Federal agencies for all Exchange activities and functionality as needed, including data and privacy agreements. Exchange contracting entities meet the requirements for eligible contracting entities outlined in 45 CFR 155.110.
Approach Utah is in a unique position given the fact that we already have a modern rulesbased eligibility engine for Medicaid / CHIP and an exchange – Avenue H.
Medicaid/CHIP Eligibility Over the past 8 years, Utah’s Department of Health (DOH) and Department of Workforce Services (DWS) have implemented and managed a Curam technology solution for public programs. Some updates will be needed to accommodate Medicaid eligibility rule changes required for 2014, which we plan to do with contracted resources from our Department of Technology Services (DTS).
Small Business Health Options (SHOP) OCHS has contracts already in place with three technology partners to provide the Small Business Health Options Program that have been functional since 2010. The technology partners are: eHealthApp: Supports the employer registration process, manages participation requirements and application completion, and facilitates the current underwriting process with carriers. bswift, Inc: Provides the employer enrollment process including group eligibility set up, determination of employer-defined contribution, default plan selection, employee plan shopping and comparison tools, enrollments, and consolidated enrollment reporting to carriers. Certifi, Inc: Provides the financial management services for the small business solution including consolidated monthly employer invoicing and payment collection via ACH, monthly premium allocation to carriers, and disbursement of broker commissions and admin fees to technology partners.
Marketing/Outreach: OCHS has a contract in place with a marketing and communications agency, Love Communications. This agency assisted us in the consumer branding launch of Avenue H this fall and will continue to assist with a statewide marketing and educational outreach campaign as we prepare for 2014. Love Request to Run Utah’s Version of a State-Based Health Exchange 70 | Page
will also be responsible for developing culturally and linguistically appropriate outreach and education materials to comply with 45 CFR 155.205(c).
We plan to evaluate these existing contracts as we prepare for 2014 to identify any scope changes needed in delivery of services.
Proposed Potential Contracts We have some gaps in our current technology solutions that will require us to complete RFPs, procurement and contracting processes. The following are contracts that we may pursue: Contract for Call Center Services: We currently have a call center solution for our SHOP and a robust solution for our public programs under the Department of Health and Department of Workforce Services. In order to accommodate the individual market needs, we plan to expand our call center functionality. We are evaluating whether to outsource this service or utilize internal state resources. The vendor or internal contract would be to develop and operate a toll-free telephone call center to: 1) respond to requests for assistance from the public, including individuals, employers, and employees; 2) handle seamless application support by coordinating with other insurance affordability programs and with other state and federal agencies; 3) hire and train specialists in enrollments, eligibility, and SHOP issues; and 4) provide translation and oral interpretation services and auxiliary aids and services. Contract for Training of Navigators/Brokers: Assist the Department of Insurance in developing the training curricula for agents and brokers, navigators and assistors that will lead to exchange certification. Conduct training sessions and manage certification completion. Avenue H – Individual Market Technology: While we have solutions in place for the SHOP, we will need to add the option for the individual shopping of QHP plans with or without a subsidy. We plan to contract with a private technology vendor to provide the plan and rate comparison tools, enrollment, and consolidated enrollment files to the insurers. Contract for Development of Portal: We envision outsourcing the exchange portal development to a contracted vendor who will build out a secure, nowrong-door solution for individuals and small businesses. The solution will allow consumers to browse a variety of content, plan, and rate information, as well as login securely to complete an application for insurance options. The portal will also have secure options for brokers, navigators, assistors, and customer service representatives. Contract for System Integrator: Since our approach is to use existing technology and augment it with new systems both private and public, we will need a contractor to assist us in connecting these systems together for a seamless approach, as well as assist in identifying the remaining technology needs to fill the gaps. Contract for Exchange System IV & V: To complete necessary processes for IV and V, we will need to contract external quality management and test procedures for exchange-development activities. Other Specialized Consultants: We will need to contract with external consultants to provide expertise and perform exchange-related duties as needed during different stages of development, implementation, and maintenance, but Request to Run Utah’s Version of a State-Based Health Exchange 71 | Page
whose expertise is not needed throughout the entire project life cycle. This will be defined in more detail at a later date.
Item Dec. 14, 2012 Letter to Secretary Kathleen Sebelius
Sebelius, Response Ltr, Herbert, Dec 14, 2012.pdf
Item Utah’s version of an exchange
Utah's Version of an Exchange.pdf
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