How to add a Client into the Aetna Digital IMQ Portal Powered by FormFire

If your Client (Group) already exists in FormFire but isn't part of your book of business, all you need to do is perform a Broker Transfer. Otherwise, create the Client using the following instructions.

Log into your FormFire account and choose + Add Client from your Client Dashboard. This opens a screen with multiple sections of information that require attention.

Employer Information

The first section is Employer Information. Here, you'll enter basic information on your Client. Fill in all required fields (look for the red asterisk * ), paying special attention to providing a correct Tax ID.

Workflow Dates

In Workflow Dates, you will define parameters for the Workflow periods: Prescreen, Plan Selection, and QLE (Qualifying Life Events). These parameters tell the Employee Interview when to start and end. The Employee Interview is modified by the Workflow Options.

When entering this information, make sure to do the following:

1. Update all dates for the current year.
2. Configure the Workflow Options required for the Client’s enrollment.
3. Select all coverage lines that are offered to the Client.

Date fields

• Effective Date: Coverage benefits officially become active on this date. The QLE Workflow period also becomes active on this date. The Effective Date should be the first of the month and be formatted as MM/DD/YYYY, EX: 10/01/2019. 
• Renewal Date: Used by some Carrier Forms and the Upcoming Renewals report. The Renewal Date should be formatted as MM/DD, EX: 10/01.
• Prescreen Open Date: The Prescreen Workflow period starts on this date. Employees can log in to FormFire to fill out the MHQ survey.
• Prescreen Close Date: The Prescreen Workflow period ends on this date. Employees can no longer make changes to the MHQ survey.
• Plan Selection Open Date: The Plan Selection Workflow period starts on this date. Employees can log in to FormFire, select their plan benefits, and if necessary, edit their MHQ survey.
• Plan Selection Close Date: The Plan Selection Workflow period ends on this date. Employee plan selections are finalized and locked. No further changes can be made until the QLE Workflow period activates.

Workflow Options

The next area of importance is Prescreen and Plan Selection Workflow Options. These options tell the Workflow what medical health information to show and require during the Employee Interview.

Add any additional options you'd like to your Client based on the workflow you selected above!

• Require Employee Medical History: Defaulted on, this option activates the Medical Health Questionnaire.
  • Make sure this option is checked on for Prescreen because it activates
    the Medical Health Questionnaire the Employees need to complete online.
• Require Employee Medical History When Waving: This option should be used if you have a Carrier that requires medical information, even from those waiving coverage.
• Require Employee Total Household Income: This option will require Employees to fill out their Total Household Income.
• Require Employee Life with Beneficiaries: When Employers offer 100% Employer-paid life insurance coverage, Brokers should check this option. This requirement is in addition to checking Life under Coverage Line Options. By selecting these options, the Employee Interview automatically selects Life coverage for the Employees and requires them to enter a designated beneficiary.
• Require Employee STD: When Employers offer 100% Employer-paid STD coverage, Brokers should check this option. This requirement is in addition to checking Short-Term Disability under Coverage Line Options. By selecting this option, the Employee Interview automatically selects STD coverage for the Employees and requires them to enter a designated beneficiary.
• Require Employee LTD: When Employers offer 100% Employer-paid LTD coverage, Brokers should check this option. This requirement is in addition to checking Long-Term Disability under Coverage Line Options. By selecting this option, the Employee Interview automatically selects LTD coverage for the Employees and requires them to enter a designated beneficiary.
• Show Employer Contribution: By default, only the Employee plan cost is shown in the Employee Interview. This option will display the Employer Contribution.
• Show Plan Selections: Defaulted on, this option will automatically activate if you add Plan Selection Open Date and Close Date.

Lastly, in this section, is Coverage Line Options. Only add a checkmark to Medical. Those with blank boxes won't be options for the Employees to select in their accounts.

Broker Setup

The last required piece is the Broker Setup. This area can be used to give permission to colleagues to manage this Client.

You'll see we have 3 Team Member options:

• Team Member 1: Should be the main Broker or agent of record from your Agency for this Client. This field is required in order to save your Client in FormFire. (It's noted with a red asterisk * )
• Team Member 2: Can be a backup contact or secondary agent
• Team Member 3: Can be either a service representative or secondary agent

The General Agent Setup area is used to store associated information but isn't required during Client creation. Make sure you Save after making changes.

Once you've added your Client, you'll need to select the orange context menu on your Client Dashboard and select Client Details. You can access and edit any information on this page aside from the Tax ID, at any needed time.