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HomeMy WebLinkAboutRESPONSE - RFP - 7649 DENTAL ADMINISTRATOR (20)Delta Dental 6/13/14 CITY OF FORT COLLINS IMPLEMENTATION TIMETABLE - January 1, 2015 Task Activity Comments/Status Responsible Party Target Date Comments 1 Initial Implementation (based on actual City of Fort Collins actions) 1.1 Notification of contract award City of Fort Collins October 2014 1.2 Exchange of contact information for all parties City of Fort Collins/Delta Dental October 2014 1.3 Schedule initial implementation meeting date City of Fort Collins/Delta Dental October 2014 1.4 Finalize group documents for group set-up Delta Dental October 2014 2 Implementation Meeting with Group 2.1 Complete New Group Questionnaire City of Fort Collins/Delta Dental November 2014 2.2 Review of proposed implementation schedule, deliverables & dates City of Fort Collins/Delta Dental November 2014 2.3 Discussion of eligibility submission & timing City of Fort Collins/Delta Dental November 2014 Starting working DDCO EDI staff to coordinate set up in DCS2000 per City of Fort Collins's requirments. 2.4 Set schedule of regular implementation meetings/conference calls City of Fort Collins/Delta Dental November 2014 3 Group Set Up 3.1 Prepare Group Application Delta Dental November 2014 3.2 Verification of all final benefit plan designs City of Fort Collins/Delta Dental November 2014 3.3 Sign & return Group Application and Binder Check City of Fort Collins December 2014 3.4 Set up Claim Tables Delta Dental December 2014 3.5 Prepare Group Master Contract City of Fort Collins/Delta Dental December 2014 3.6 Discussion of Master Contract changes if any City of Fort Collins December 2014 3.7 Master Contract executed City of Fort Collins/Delta Dental December 2014 3.8 Benefit Booklet prepared Delta Dental December 2014 3.9 Discussion of Booklet changes if any City of Fort Collins/Delta Dental December 2014 3.10 Final Approval of Booklet City of Fort Collins December 2014 4 Initial Eligibility Set Up 4.1 Exchange contact information for all technical participants City of Fort Collins/Delta Dental December 2014 4.2 Review & confirm file transmission specifications City of Fort Collins/Delta Dental December 2014 4.3 Discussion of COBRA administration City of Fort Collins/Delta Dental December 2014 4.4 Set up Group numbers / subgroups City of Fort Collins/Delta Dental December 2014 4.5 Test files created based on file format specifications City of Fort Collins/Delta Dental December 2014 4.6 Send First Test Eligibility File City of Fort Collins/Delta Dental December 2014 4.7 Run First Test File Delta Dental December 2014 4.8 Error Report sent to Group for review and discussion w/ DDCO December 2014 4.9 Run & Send Second Test File ACS/Delta Dental December 2014 5 Error Report sent to Group for review and discussion w/ DDCO December 2014 5.1 Final Approval of test files City of Fort Collins/Delta Dental Mid Dec 2014 5 Final Eligibility Set Up 5.1 Submit production eligibility file City of Fort Collins By Dec 1, 2014 5.2 Eligibility file is loaded Delta Dental By Dec 1, 2014 Error Report sent to Group for review and discussion w/ DDCO City of Fort Collins/Delta Dental By Dec 1, 2014 5.3 Conduct final eligibility audit Delta Dental By Dec 1, 2014 Eligiblity File is corrected, completed, and uploaded By Dec 1, 2014 5.4 Conduct ID card audit Delta Dental By Dec 1, 2014 5.5 Mail ID cards Delta Dental By Dec 1, 2014 Only if file full, complete file is loaded no later than 12/2/09. 6 Enrollment Process 6.1 Discussion of enrollment process, materials, meeting schedules City of Fort Collins/Delta Dental Nov 2014 6.2 Development of enrollment materials City of Fort Collins/Delta Dental Nov 2014 Delta Dental 6/13/14 CITY OF FORT COLLINS IMPLEMENTATION TIMETABLE - January 1, 2015 7.1 Identify prior history parameters to be requested from past claim payors, if necessary City of Fort Collins/Delta Dental Nov 2014 7.2 History loads from prior carriers are requested City of Fort Collins/Delta Dental Dec 2014 7.3 Dummy claims are tested Delta Dental Nov 2014 7.4 Commence paying claims Delta Dental Jan 2015 7.5 Finalize banking arrangements City of Fort Collins/Delta Dental Dec 2014 8 Service Plan 8.1 Demo & training on online eligibility tools, claim report systems, etc. City of Fort Collins/Delta Dental Jan 2015 8.2 Ongoing eligibility reconciliation procedures and follow-up City of Fort Collins/Delta Dental Jan 2015 8.3 Ongoing premium/fee reconciliation procedures City of Fort Collins/Delta Dental Jan 2015 8.4 Final approval that all implementation timelines have been met & all activities completed City of Fort Collins/Delta Dental Jan 2015 8.5 Creation of Strategic Business Plan Delta Dental Jan 2015 8.6 Review & approval of Strategic Business Plan City of Fort Collins/Delta Dental Jan 2015 6.3 Changes & finalization of enrollment materials City of Fort Collins/Delta Dental Nov 2014 6.4 Enrollment materials prepared & distributed City of Fort Collins/Delta Dental Nov 2014 7 Claim Payment Set Up