Small Group Renewal Process Changes
Impacting New York and New Jersey Oxford Clients
We know how valuable your time is and how important it is to have clear, straightforward processes that
make your job easier. One area in which we have been focused is simplifying the small group renewal
process for your clients and making changes, such as giving you and your clients the ability to upload all
SM
documents directly to us via the Oxford small group online renewal tool, Idea Management System
(IDEA). In addition, we are constantly gathering your feedback and making incremental changes. The
latest improvements focus on simplifying renewals for New York and New Jersey small group clients in an
1
Oxford plan with effective dates of July 1, 2013 or later.
RENEWING WITHOUT PLAN CHANGES
• Your small group clients renewing without plan changes, will renew automatically on their effective
date beginning with July 1, 2013 renewals. (Please see additional information below.)
RENEWING WITH PLAN CHANGES
• Small group clients renewing with plan changes, must take the following actions prior to their
effective dates. (Please see additional information below.) Effective immediately:
o
New York clients who would like to renew with plan changes must submit the New York Small
Group Annual Certification Form and the appropriate tax documentation prior to the first day of
the month in which they renew.
o
New Jersey clients who would like to renew with plan changes must submit the New Jersey
Small Employer Certification Form (Exhibit O) prior to the first day of the month in which they
renew.
•
For clients with July 1, 2013 effective dates, the deadline to make plan changes and submit
supporting documentation will be extended to July 8, 2013. (This extension also applies to new
business applications.)
•
All forms and a complete listing of required New York tax documents can be found within IDEA. You
may also submit the required information and documents using IDEA. Using the online system will
speed up the renewal process by creating the required employer certification form using the
information you provide and generate an electronic record for your files.
ADDITIONAL INFORMATION
• If one of your small group clients is selected for an audit, additional documentation, including the
documentation listed above and/or eligible waivers, may be required as part of our audit process.
•
We request that the New Jersey Small Employer Certification Form (Exhibit O) be submitted annually.
•
These changes do not impact Healthy New York small groups. Small group employers enrolled in a
Healthy New York plan must meet the previously outlined requirements published to meet the
definition of a Healthy New York group.
•
If it was your client’s intention to terminate their Oxford coverage upon their effective date, an official
Letter of Termination is still required.
ALREADY RENEWED?
If your client has already completed the renewal process for their group policy effective July 1, 2013 or
later, no additional action is needed.
EMPLOYER COMMUNICATIONS
We realize that some of your clients may have received a non-renewal notice prior to this process change.
Please direct your clients to disregard that notice. These groups will receive a proactive call from us
informing them of their coverage status and will also be mailed a notice informing them of our small group
renewal process changes. Examples of these notices are enclosed for your reference. You can obtain a list of
impacted clients through your sales representative. We apologize for any confusion this may have caused.
We hope that our new renewal process results in an improved experience for you and your clients. We will
continue to work on creating a simpler, more personal relationship and welcome your feedback. Thank you for
your continued business. We value you tremendously. If you have any questions regarding this notice, please
contact your local sales representative.
ENCLOSURES
New York Small Group Renewal Process Change Notice (7/1)
New York Small Group Renewal Process Change Notice (8/1)
New Jersey Small Group Renewal Process Change Notice (7/1)
New Jersey Small Group Renewal Process Change Notice (8/1)
1
Oxford HMO products are underwritten by Oxford Health Plans (NY), Inc., Oxford Health Plans (NJ), Inc.
and Oxford Health Plans (CT), Inc. Oxford insurance products are underwritten by Oxford Health
Insurance, Inc. ©2013 Oxford Health Plans LLC. All rights reserved.
MS-13-525
(6/27/13)
<Date>
<BA Name>
<Group Name>
<Group Address 1>
<Group Address 2>
<City>, <State> <ZIP>
New York Small Group Renewal Process Change Notice
GROUP NAME: <Group Name>
GROUP NUMBER: <Group #>
Dear <BA Name>,
You recently received a notice from UnitedHealthcare indicating that your Oxford plan was being non-renewed.
Please disregard that notice.
We have since simplified the renewal process and are making changes to provide you with an improved
experience. We will continue to work on creating a simpler, more personal relationship and welcome your
feedback.
Below is an overview of the changes to our small group renewal process:

If you are renewing without plan changes, we will automatically renew your group coverage on your
effective date of July 1, 2013.

If you are renewing with plan changes for your group coverage effective July 1, 2013, you must take
the following actions by July 8, 2013:
 Submit a completed New York Small Group Annual Certification Form;
 Submit appropriate tax documentation. An Instruction Sheet was included in your renewal package.
You may submit the required information and documents using our online renewal application Idea Management
SM
System (IDEA). Just log onto our website, oxfordhealth.com, where you also may renew or make changes to
your benefits. Using the online system will speed up the renewal process by creating the required employer
certification form using the information you provide and generate an electronic record for your files. You may
also send documents to the Oxford Enrollment Department at 14 Central Park Drive, Hooksett, NH 03106.
If it was your intention to terminate your Oxford coverage upon your effective date, an official Letter of
Termination is still required.
Please be aware that if your group is selected for an audit, additional documentation, including the
documentation listed above and/or eligible waivers, may be required as part of our audit process. If you
have already completed the renewal process, please disregard this notice.
NOTE: Our lock box administrator automatically cashes all premium checks upon receipt. Because we
must verify your group's eligibility and compliance with our participation guidelines, your cashed check
does not obligate us to renew your Oxford coverage. Further, if you submit payment that exceeds any
outstanding balance, and your group is not renewed, we will refund the additional amount.
We apologize for any confusion we may have caused and thank you for your continued business. If you have any
questions regarding your renewal, or if you would like more information, please contact your broker or General
Agent, or call Client Services at 1-888-201-4216. We look forward to a continued and long-lasting relationship,
serving you and your employees.
Sincerely,
Client Services
1
Oxford HMO products are underwritten by Oxford Health Plans (NY), Inc. Oxford insurance products are underwritten by Oxford
Health Insurance, Inc.
NY-13-521
NYSG Renewal Process Change (7/1/13)
<Date>
<BA Name>
<Group Name>
<Group Address 1>
<Group Address 2>
<City>, <State> <ZIP>
New York Small Group Renewal Process Change Notice
GROUP NAME: <Group Name>
GROUP NUMBER: <Group #>
Dear <BA Name>,
You recently received a notice from UnitedHealthcare indicating that your Oxford plan was being non-renewed.
Please disregard that notice.
We have since simplified the renewal process and are making changes to provide you with an improved
experience. We will continue to work on creating a simpler, more personal relationship and welcome your
feedback.
Below is an overview of the changes to our small group renewal process:

If you are renewing without plan changes, we will automatically renew your group coverage on your
effective date of Aug. 1, 2013.

If you are renewing with plan changes for your group coverage effective Aug. 1, 2013, you must take
the following actions by Aug. 1, 2013:
 Submit a completed New York Small Group Annual Certification Form;
 Submit appropriate tax documentation. An Instruction Sheet was included in your renewal package.
You may submit the required information and documents using our online renewal application Idea Management
SM
System (IDEA). Just log onto our website, oxfordhealth.com, where you also may renew or make changes to
your benefits. Using the online system will speed up the renewal process by creating the required employer
certification form using the information you provide and generate an electronic record for your files. You may
also send documents to the Oxford Enrollment Department at 14 Central Park Drive, Hooksett, NH 03106.
If it was your intention to terminate your Oxford coverage upon your effective date, an official Letter of
Termination is still required.
Please be aware that if your group is selected for an audit, additional documentation, including the
documentation listed above and/or eligible waivers, may be required as part of our audit process. If you
have already completed the renewal process, please disregard this notice.
NOTE: Our lock box administrator automatically cashes all premium checks upon receipt. Because we
must verify your group's eligibility and compliance with our participation guidelines, your cashed check
does not obligate us to renew your Oxford coverage. Further, if you submit payment that exceeds any
outstanding balance, and your group is not renewed, we will refund the additional amount.
We apologize for any confusion we may have caused and thank you for your continued business. If you have any
questions regarding your renewal, or if you would like more information, please contact your broker or General
Agent, or call Client Services at 1-888-201-4216. We look forward to a continued and long-lasting relationship,
serving you and your employees.
Sincerely,
Client Services
1
Oxford HMO products are underwritten by Oxford Health Plans (NY), Inc. Oxford insurance products are underwritten by Oxford
Health Insurance, Inc.
NY-13-522
NYSG Renewal Process Change (8/1/13)
<Date>
<BA Name>
<Group Name>
<Group Address 1>
<Group Address 2>
<City>, <State> <ZIP>
New Jersey Small Group Renewal Process Change Notice
GROUP NAME: <Group Name>
GROUP NUMBER: <Group #>
Dear <BA Name>,
You recently received a notice from UnitedHealthcare indicating that your Oxford plan was being non-renewed.
Please disregard that notice.
We have since simplified the renewal process and are making changes to provide you with an improved
experience. We will continue to work on creating a simpler, more personal relationship and welcome your
feedback.
Below is an overview of the changes to our small group renewal process:

If you are renewing without plan changes, we will automatically renew your group coverage on your
effective date of July 1, 2013.

If you are renewing with plan changes for your group coverage effective July 1, 2013, you must take
the following actions by July 8, 2013:
 Submit a completed New Jersey Small Employer Certification Form (Exhibit O).
You may submit the required information and documents using our online renewal application Idea Management
SM
System (IDEA). Just log onto our website, oxfordhealth.com, where you also may renew or make changes to
your benefits. Using the online system will speed up the renewal process by creating the required employer
certification form using the information you provide and generate an electronic record for your files. You may
also send documents to the Oxford Enrollment Department at 14 Central Park Drive, Hooksett, NH 03106.
If it was your intention to terminate your Oxford coverage upon your effective date, an official Letter of
Termination is still required.
Please be aware that if your group is selected for an audit, additional documentation, including the
documentation listed above and/or eligible waivers, may be required as part of our audit process. Also,
we request that the New Jersey Small Employer Certification Form (Exhibit O) be submitted annually. If
you have already completed the renewal process, please disregard this notice.
NOTE: Our lock box administrator automatically cashes all premium checks upon receipt. Because we
must verify your group's eligibility and compliance with our participation guidelines, your cashed check
does not obligate us to renew your Oxford coverage. Further, if you submit payment that exceeds any
outstanding balance, and your group is not renewed, we will refund the additional amount.
We apologize for any confusion we may have caused and thank you for your continued business. If you have any
questions regarding your renewal, or if you would like more information, please contact your broker or General
Agent, or call Client Services at 1-888-201-4216. We look forward to a continued and long-lasting relationship,
serving you and your employees.
Sincerely,
Client Services
1
Oxford HMO products are underwritten by Oxford Health Plans (NJ), Inc. Oxford insurance products are underwritten by Oxford
Health Insurance, Inc.
NJ-13-523
NJSG Renewal Process Change (7/1/13)
<Date>
<BA Name>
<Group Name>
<Group Address 1>
<Group Address 2>
<City>, <State> <ZIP>
New Jersey Small Group Renewal Process Change Notice
GROUP NAME: <Group Name>
GROUP NUMBER: <Group #>
Dear <BA Name>,
You recently received a notice from UnitedHealthcare indicating that your Oxford plan was being non-renewed.
Please disregard that notice.
We have since simplified the renewal process and are making changes to provide you with an improved
experience. We will continue to work on creating a simpler, more personal relationship and welcome your
feedback.
Below is an overview of the changes to our small group renewal process:

If you are renewing without plan changes, we will automatically renew your group coverage on your
effective date of Aug.1, 2013.

If you are renewing with plan changes for your group coverage effective Aug. 1, 2013, you must take
the following actions by Aug. 1, 2013:
 Submit a completed New Jersey Small Employer Certification Form (Exhibit O).
You may submit the required information and documents using our online renewal application Idea Management
SM
System (IDEA). Just log onto our website, oxfordhealth.com, where you also may renew or make changes to
your benefits. Using the online system will speed up the renewal process by creating the required employer
certification form using the information you provide and generate an electronic record for your files. You may
also send documents to the Oxford Enrollment Department at 14 Central Park Drive, Hooksett, NH 03106.
If it was your intention to terminate your Oxford coverage upon your effective date, an official Letter of
Termination is still required.
Please be aware that if your group is selected for an audit, additional documentation, including the
documentation listed above and/or eligible waivers, may be required as part of our audit process. Also,
we request that the New Jersey Small Employer Certification Form (Exhibit O) be submitted annually. If
you have already completed the renewal process, please disregard this notice.
NOTE: Our lock box administrator automatically cashes all premium checks upon receipt. Because we
must verify your group's eligibility and compliance with our participation guidelines, your cashed check
does not obligate us to renew your Oxford coverage. Further, if you submit payment that exceeds any
outstanding balance, and your group is not renewed, we will refund the additional amount.
We apologize for any confusion we may have caused and thank you for your continued business. If you have any
questions regarding your renewal, or if you would like more information, please contact your broker or General
Agent, or call Client Services at 1-888-201-4216. We look forward to a continued and long-lasting relationship,
serving you and your employees.
Sincerely,
Client Services
1
Oxford HMO products are underwritten by Oxford Health Plans (NJ), Inc. Oxford insurance products are underwritten by Oxford
Health Insurance, Inc.
NJ-13-524
NJSG Renewal Process Change (8/1/13)