EEs & CAAs
- Contact Information
- Reference Manual
This program is administered
by the Managed Risk Medical Insurance Board (MRMIB).
Getting Started with Health-e-App
Enrollment Entities (EEs) using HeA for the first time may contact the Health-e-App Helpdesk at 1-866-861-3443 to have an account created. Once an account has been created in HeA, the EE may login to HeA and choose from the menu of options listed below:
- Add CAA User
- Modify Profile
- Change Password
- View Workload
- Transfer Applications
- View Enrollment Entity Reimbursement Reports
- View Messages
Below is a brief description of the above menu options:
Add CAA User: This option enables an EE to create Certified Application Assistant (CAA) accounts in HeA on behalf of their CAAs.
Modify Profile: This option enables an EE to update address, phone #, email address or security question for the EE.
Change password: This option enables an EE to change their password.
View workload: The View Workload option enables an EE to view the workloads of all their CAAs using HeA. All applications submitted using HeA will appear here under the CAA's name.
Transfer Applications: This option enables an EE to transfer an incomplete application from the initiating CAA to another CAA.
View Enrollment Entity Reimbursement Reports: This option enables an EE to view reimbursement reports of all (paper and HeA) applications submitted by their organization. The reports are divided into three different sections: Paid, Pending, and Denied applications.
View Messages: This feature allows the EE to be able to read active broadcast messages that are posted by the Healthy Families Program. These broadcast messages are important updates about Healthy Families or messages about site maintenance.
In HeA, there are three types of accounts: the EE, CAA, and Public User accounts. The menu options for these three account types differ. EE accounts (considered an administrative account) allow the EE to view reimbursement reports, but they are not able to submit applications online. CAA accounts (considered a user account) allow the CAA to submit applications online, but they are not able to view reimbursement reports. Public User accounts are for the Applicants who can submit their application on their own or with step-by-step guidance from a CAA.
Benefits of Health-e-App
Health-e-App is an easy-to-use, interactive, online application process that supplements the paper application process. Using Health-e-App when applying for the Healthy Families Program (HFP) and/or Medi-Cal has many advantages over the traditional paper application.
The biggest advantage of using Health-e-App is that it provides a faster avenue for the HFP to screen and determine eligibility for the applying children by streamlining the application process and ensuring complete entry of required information. The information gathered is then submitted electronically via the Internet, rather than on paper by mail. (To ensure timely processing, however, please be certain to fax all of the necessary supporting documentation as soon as provided by the applicant.) In addition, HFP applicants can select health, dental, and vision plans and providers from lists automatically generated based on the applicants' county of residence. Using Health-e-App also minimizes mistakes caused by illegible handwriting on paper applications and leaves little room for error in capturing the EE/CAA information as well.
The online application process takes 20-30 minutes to complete and offers the following enhanced features:
- Disposition tracking for each application
- Preliminary eligibility screening in just seconds
- Immediate error checking to improve quality of application information
- Electronic payment of the HFP initial monthly premium
- Automated computing of income and deductions
- Electronic signatures
To use Health-e-App, you must first establish an account (EEs may do this for their CAAs.) To establish an account, reset expired passwords, ask questions, or report problems with Health-e-App, please contact the Health-e-App Help Desk at 1-866-861-3443 or email: HFHeA@MAXIMUS.com, Monday through Friday, 8:00 a.m. to 8:00 p.m. Saturday, 8:00 a.m. to 5 p.m..
The advantages of Health-e-App make giving it a try well worth your time. The HFP encourages you to submit your next application via Health-e-App to experience the benefits of this process yourself!
USING HEALTH-E-APP FOR AER, ADD A PERSON, PROGRAM REVIEWS AND CONTINUED ENROLLMENT APPLICATIONS AND FORMS
If the applicant provides the CAA with their Personal Identification Number (PIN) and FMN, CAAs have the ability to enter the PIN and FMN to access pre-populated application and/or forms in HeA.
A PIN must be provided to the CAA by the applicant. CAAs should not request a PIN for the applicant. If the applicant does not have a PIN, they can request one by going to the HFP website and clicking "Apply Online through Health-e-App". The page will provide instructions on requesting a PIN.
Even without a PIN, CAAs have the ability to complete blank PDF Annual Eligibility Reviews (AER), Add A Person applications, Continued Enrollment (CE) forms, or Program Review (PR) forms and scan and electronically submit or send via mail or fax to Healthy Families for any applicant needing assistance.
Faxing Supporting Documentation for Health-e-App Applications
The Healthy Families Program utilizes a barcode to automatically link supporting documentation to Health-e-Applications. Our automated system reads the barcode at the top of the fax cover sheet and links all the documents in that fax transmission to one family's application. This increases both the speed and accuracy of the application process.
Please note that this process links every page in the fax transmission to the application DCN on the fax cover sheet. If you use the same fax cover sheet for multiple applications for different applicants or you stack multiple sets of supporting documentation for different applicants into one fax transmission, the supporting documentation may get linked to an incorrect application.
Remember to use the following tips when faxing any supporting documentation for a Health-e-App application:
- Use the fax cover sheet generated by Health-e-App as the 1st page in the fax transmission. Do not use another page as the cover sheet.
- Make sure that every document in the fax transmission is for the same family's application.
- Always fax the supporting documentation on the same day that you submit the application.
- Do not stack multiple sets of supporting documentation for different families into the fax machine and send these documents as one fax transmission.
- Make sure the Health-e-App fax cover sheet is oriented correctly in the fax machine (bar code in first) so that it will be accurately read.
Your cooperation will help ensure that all Health-e-App applications are processed in a timely and accurate manner.
Have you ever dreamed of a way to monitor the status of all of the your applications submitted to the Healthy Families Program in real time? Dreams do come true. Through Health-e-App Reports anyone with an account can monitor the status of his or her applications. Monitoring submitted applications can tell you if one of your applications has been paid, denied (with the denial reason), or is still in a pending status with just a one-day delay!
Through the use of these reports, you can see why your applications are being denied and make quick corrections so the next application you submit is not denied for the same reason. The reports can also tell you what is pending, indicating the need for follow up with the applicant for missing information or a payment that has not been made yet.
The steps to fulfill the dream of application monitoring are simple.
- The first step is to login to Health-e-App. If you do not have a login simply call 1-866-861-3443 or email: HFHeA@MAXIMUS.com, Monday through Friday, 8:00 a.m. to 8:00 p.m. Saturday, 8:00 a.m. to 5 p.m. to request assistance with setting up an account.
- The second step is to select Reports. A new screen with the three types of reports (Applications Paid, Application Pending, and Applications Denied) will be displayed.
- The third step requires you to select the report you wish to view by clicking in the circle next to the report title.
- At this point, two options become available - View Report or View Detailed Report. The first option will display the count of applications in this status. The second option will display the applicant name, FMN, and other specific information so you can pinpoint which specific applications have been paid, denied, or are still pending. To select a report click the circle next to the title.
- The fifth and final step is to select the month and year for which you wish to view the report. Once you have done this, click search at the bottom of the page. The report will then appear for viewing and printing.
The Health-e-App Reports are a great way to manage and monitor the flow of applications between you and the HFP. The reports can help increase your efficiency and effectiveness as an EE or CAA as you work to expand health coverage for children in California.