Quality health plans & benefits Healthier living Financial well-being Intelligent solutions nomoreforms Electronic Contract System An agent s guide to submitting contracting
Contract Package Quick References Package Codes In order to submit contracting via NoMoreForms, you will first need to obtain a package code from your upline (the National Distribution Partner you will be contracted under). Certifications Requirement Applicants are required to complete Aetna Individual Medicare certification prior to their contract being processed. If you have not already completed the Aetna Individual Medicare certifications for the current year, please visit our certification website: https://aetna.cmpsystem.com/ext/ahip/login.php SSN/TIN Submissions Submissions using an FEIN or business TIN will be declined. If you are a principal and wish to contract your business, your contracting package must be submitted using SSN. The business FEIN or TIN will be asked for on the Contract Information Sheet of the contract package. 2
Contract Package Quick References cont. Name Changes If you are changing your name, please attach a copy of the updated resident state license to your NMF s submission. You will also need to update your name on the Aetna W9/EFT form in your contracting package. Bank Validation Bank Street Address, City, State and Zip Code that auto-populates on the EFT form will be based off of the corporate office for your bank rather than the branch you use for your banking needs. 3
Logging in with client package code New Users- Used for new users submitting first-time contracting packages MUST submit contracting with SSN. Returning Users- Used for returning users submitting changes, current contracting packages, or recontracting MUST submit contracting with SSN. 4
Bank ABA/Routing Number Bank routing number for direct deposit of commission payments is pre-validated to help ensure that direct deposit payments are successful Enter your bank s 9-digit bank routing number into the field provided and click Validate ABA Number 5
Bank ABA/Routing Number cont. The routing number provided is compared against the Federal Reserve database and direct deposit information for your bank is automatically populated. The address provided by the Federal Reserve will likely not be your local branch address. Do not be alarmed if that is the case. Click Save Date and Proceed >> 6
Main Page Status Column Forms marked as Incomplete are REQUIRED Forms marked as Optional are NOT required to be completed for submission Once a form has been completed, the status is changed to Complete. 7
Main Page cont. Submitted Column: No will be displayed if a form has not been submitted since it was last updated/completed and saved. Yes will be displayed if a form has been submitted since it was last updated/completed and saved. 8
Contracting FAQ This form is required for submission Please review all bullet points Once reviewed, select Agree at the bottom of the page. 9
Scope of Submission This form will assist the contracting team at the BSD to have a quicker turn around time (should be updated every time a submission is made). For applicants wishing to contract using the Referral Only option, you must indicate your selection on the Scope of Submission form. Applicants choosing this option will not be appointed. Applicants choosing this option will not be required to complete certification to refer clients to our products. 10
Contract Information Sheet Any fields with a red box are required and must be completed for all forms. 11
Contract Information Sheet cont. If Contracting as the principal of an agency Per 2017 contracting guidelines if you are contracting your agency you must pay commissions to that agency. You will need to complete the bottom portion of the Contract Information Sheet with agency information. The information you provide will auto-populate onto the W9/EFT forms. 12
Contract Information Sheet cont. If you are contracting your agency you need to answer: Yes to Are you the principal of an agency? AND Agency to If you checked YES above, do you intent to contract your agency or as an individual only? All red fields must be completed Once all information is provided, you can hit the red agree button 13
Florida County Selection This form is only used by producers who wish to be appointed in Florida. This form is required if a FL appointment is being requested. Simply select the box by the FL county in which you wish to market/sell. FL Residents select: One County Only FL Non-Residents: Select any numbers of applicable counties 14
W9/EFT Form The W9/EFT forms will automatically display the name and SSN (if you are not contracting an agency) or Business Name and EIN (if contracting an agency) provided on the Contract Information Sheet. You must complete the Aetna Contract Information Sheet prior to completing these forms The W9/EFT forms are only included for codes AG1 and higher 15
W9/EFT Form If you are changing from an agent to agency contract (or vice versa) Please open the W9/EFT to ensure the information has updated from the Contract Information Sheet. The Contract Information Sheet will need updated prior to opening the W9/EFT form 16
Acknowledgement and Authzn (for background checks) This document acknowledges that a background investigation is completed on all brokers and authorizes Aetna to perform the necessary checks. This form is required for submission Any field with a red box must be completed Click 'Save Your Info' to save your information. 17
Additional Address History This form should be completed if the producer has had more than one address in the past 7 years This form is required, however, if you do not have any additional addresses to report select No and then click Save Your Info. 18
Marketing Summary Sheet This form is only present in package codes for LMO, GMO, RMO and NMO. Required for submission when submitting one of the above listed levels. Accurate information must be listed for required (red) fields as this information is used when determining approval. 19
Producer and Upline Agreements Do you have downline agents? No A Producer Code must be submitted E.g., XXXXPAGX The agent will need to complete the Aetna Marketing Agreement for Producers Agents The Aetna Marketing Agreement for Upline Agents will not be available. Do you have downline agents? Yes - An Upline Package Code must be submitted E.g., XXXXUAGX The agent will need to complete the Aetna Marketing Agreement for Upline Agents The Aetna Marketing Agreement for Producer Agents will not be available. 20
Contracting as an Individual Information populates from the information provided on Contract Information Sheet except: Signature Field Name of Signatory Title Please review the auto population to ensure they are correct Please see example agreement to the left. 21
Contracting as a business entity Information populates from the information provided on Contract Information Sheet except: Signature Field Name of Signatory Title Please review the auto population to ensure they are correct Please see example agreement to the left 22
Adding Attachments Documents that can be attached are: - Resident license if you have recently had a name change - Any Transfer/Release documents that you may need - Documents for any background information that may need reviewed - We do not need licenses attached, we pull license information from the state DOI. 23
Once All Forms Are Completed Status Column: - All required forms should now list the status as Complete. Submitted Column: - No will be displayed if a form has not been submitted since it was last updated/completed and saved. - Yes will be displayed if a form has been submitted since it was last updated/completed and saved. 24
Final Steps Enter the exact password you created initially to log into nomoreforms. A new page will appear Click Submit Forms to proceed. You will need to click on the here hyperlink that you either Agree or Do Not Agree. If you agree you will be sent to the Digital Signature page. You will then be required to Reenter your password and select Submit Forms. 25
Final Steps - 2 This page reviews the forms that were completed and are now ready for submission, indicates if any attachments were included, and whether the forms were required or optional. Click Submit Forms to submit your package to your upline organization! Your upline will log into the Applicant Processing Center to review the contract submission, complete the Hierarchy Sheet and Establishment of LOA (if agent is an LOA) 26
Final Steps - 3 Now that your package has be submitted a Submission Confirmation Number is displayed. Your steps are complete! Next Steps: - Upline Completes their portion - Upline submits to Aetna - Aetna reviews contracting and will reach out if anything additional is needed 27
Questions, Comments, Concerns? Do you have questions, comments, or concerns regarding your contracting package or this process? Contact your upline organization Contact the Medicare Broker Services Department - 1-866-714-9301 (8 a.m. to 8 p.m. EST, Monday through Friday) - brokersupport@aetna.com - Contact nomoreforms Help Desk - 800-686-8279 (8 a.m. to 8 p.m. EST, Monday through Friday) - support@nomoreforms.com - For NMF s technical support click here 28
Thank you Copyright 2016 Aetna Inc.