There are 3 ways that Brokers (Admins) can handle an employee account that is no longer active with an employer:
- Terminating an employee's coverage (employee may be on COBRA or State Continuation)
- Removing an employee from a client (group)
- Deleting the employee completely from the Agency in FormFire
NOTE: Deleting an employee from your agency DOES NOT delete the account permanently from FormFire. An employee that would like to have his or her account deleted permanently must call 216-367-9730 to speak directly with our Client Services Team.
First, the Broker locates the Employee List page for the client (group) that the employee is associated with in FormFire.
Then, the Broker will find the employee in question and select Administer User from the orange context menu.
The Broker will see on the top right-hand side of the screen 3 options.
Click the links below to go to a specific section:
Terminating an employee's coverage
If an employee is no longer covered by the employer, but rather under a continuation coverage like COBRA or State Continuation, the Broker or the HR Manager can begin the termination process in FormFire.
NOTE: This process is to terminate the employee's coverage only, not to terminate their employment!
From the Administer User page for the employee, the Broker will select Terminate.
Then, the Broker will complete the following areas:
- Termination Date
- Termination Type (Voluntary, Involuntary, Death or Retire)
- Enrolled in medical benefits for 3 months before termination(if applicable)
- Set the employee's Benefit Status to COBRA/State Continuation(if employee needs to be included in the group for reporting or census purposes)
When complete, the Broker will click Save. Then, the Broker can generate a Termination Form (if available in FormFire) to send directly to the Carrier(s), stating that the employee's coverage will be terminated.
Removing an employee from a client (group)
Brokers can remove an employee from their client (group) and move to their agency’s Individuals page. This can be used if the Broker still needs access to the employee’s account (EX: inactivity due to an absence at work, vacation, etc) but the account doesn’t need to be associated with the client (group) at the present time.
From the Administer User page for the employee, the Broker will select Remove from Group.
A Remove Employee popup will appear in the center of the screen. This popup states that removing the employee will not terminate coverage. Click Remove and the employee will be visible in your agency's Individuals page.
Once in your agency's Individuals page, you have the option to either delete the employee from your agency or re-add the employee to your client (group). Employees that are removed from a client (group) can still access their accounts, but will need to complete an Employee Transfer in order to do so.
Deleting an employee from a client (group)
Brokers can completely delete their access to an employee’s account in FormFire f this employee is no longer using FormFire or associated with the client (group). Remember, deleting an employee from your agency DOES NOT delete the account permanently from FormFire.
From the Administer User page for the employee, the Broker will select Delete.
A Delete Employee popup will appear in the center of the screen. This popup asks if you're sure you want to remove the employee. Click Delete and the access to this account has been deleted.
Employees that are deleted from a client (group) can still access their accounts, but will need to complete an Employee Transfer in order to do so.