Why is my employer requiring proof of my dependent’s eligibility?

Your employer needs to ensure that only eligible dependents will be covered under their plan(s). It is important that employers use strong fiscal management to control benefit costs by excluding dependents that are not eligible to receive those benefits. Ineligible dependents enrolled in benefit plans increase costs – both for you and for your employer.

I do not know who BMI Audit Services is. Can I just provide the documentation to my Human Resources Department?

No. BMI Audit Services is an independent firm that has been contracted by your employer to verify the eligibility of the healthcare enrollees. In order for your employer to enroll dependents in coverage, you must submit the required documentation through the web site.

What documents are considered acceptable for proof of eligibility?

While all employers may have different criteria, the primary documentation could include, but not be limited to the following:

• Spouse:   A legible photocopy of a marriage certificate that has been properly recorded with the County and/or State.  A church ceremony document will not be acceptable if it does not meet these requirements. Some employers may also require a secondary document such as a joint document. Joint documents must be dated within the last 90 days and address to both parties. Examples of joint documentation include: Utility Bill, Mortgage Statement, Auto Insurance Statement, or Property Tax Statement.
• Dependent child:   A legible copy of a birth certificate or court document that identifies the parent/child relationship. Examples of acceptable court documents are: Divorce Decree, Adoption Decree, Legal Guardianship (if allowed by your plan), and Paternity Test.

What if I do not have a copy of my dependent’s birth certificate, marriage certificate, etc.?

Most commonly, you can obtain a copy of a birth certificate or marriage certificate from your county or town clerk’s office. Most court records can be obtained directly from the courthouse. However, if you do not live in the location where the event occurred or are unable to visit the office, please see the below suggestions:

• CDC Vital Statistics Website (www.cdc.gov): This website allows you to choose the state you are attempting to obtain a document from and gives additional information about who to contact.
• Vital Records Guide (www.vitalrecordsguide.com ): This is another website in which you can choose by state to find information on how to obtain a document.
• VitalChek (www.vitalchek.com ): Many states use VitalChek as a clearinghouse for requesting documentation. For a small fee, you can obtain copies of your records.
• U.S. Department of State (www.state.gov): If your child was born out of the United States to U.S. citizen parents, you may be able to obtain a copy of the Consular Report of Birth through the U.S. Department of State.

Will I be reimbursed for the cost of obtaining lost documentation?

No. The documentation being requested is mandatory as your employer is not permitted to enroll ineligible dependents in their plan.

I have provided documentation for my dependents; however BMI has rejected the document as unacceptable. Why isn’t my documentation being accepted?

The simple answer is that the document you have submitted does not establish a valid relationship between the employee and dependent.

Can I provide a Social Security Card or Passport to verify my dependent?

Unfortunately, no. Neither of these documents establish a valid relationship between the employee and dependent.

If my divorce decree states that I must carry coverage for my former spouse, does my employer have to abide by the ruling?

Maybe - Some employers may allow former spouses to enroll in coverage. Please review your plan guidelines to determine if a former spouse is an eligible relationship. If a former spouse is listed as an eligible relationship, please submit a photocopy of your Divorce Decree. If a former spouse is not listed, this means your employee prohibits coverage as of the date of the dissolution of marriage.

How do I know my information will be kept confidential?

BMI is considered a "Business Associate" under HIPAA regulations since we perform functions and activities on behalf of "Covered Entities" who are Plan Administrators and Plan Sponsors of employer group Health Plans. As a business associate, BMI receives protected health information when providing services, but maintains a contractual obligation with your employer to protect this information and adhere to HIPAA privacy and security regulations. BMI does not outsource the handling of your submissions. The BMI team is all housed in one office location in a secure and locked environment which requires a key card to enter the rooms where your documents are processed. Our process, staff training, and office structure are all designed to protect your personal information.

What will happen if I do not provide the documentation being requested?

It is your responsibility to provide acceptable proof of eligibility for dependents to be enrolled in your employer’s benefit plan. It is important that you follow the instructions and respond with the required documentation within the time allotted. If the required documentation is not received, your employer may not be able to enroll the dependent in coverage.

My dependent documentation was issued in a foreign country and is not in English. Do I need to provide a copy of the document translated into English to be acceptable?

If you have a translation of the document, please submit it. BMI has the ability to translate many languages. We will try to translate the document, however, if we are unable to translate your document, we will ask for a word-for-word translation. It is preferred that this translation to be through a certified translator, however, it is not a requirement.