The following enrollment changes are not designed to be completed through the TBS Online Billing System and should be completed as outlined in each section below.

COBRA/State Continuation Enrollments

Please submit all COBRA or State Continuation enrollment forms to TBS at globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing. If the group has a COBRA Administrator, you will want to advise the COBRA Administrator to send COBRA changes/payments to TBS.

TBS will enroll members in COBRA and set the coverage to auto-terminate according to any termination date listed on the COBRA enrollment form. If there is not a termination date listed, TBS will set the coverage to automatically terminate according to either 6 (State Continuation), 18, or 36 months.

It is the group’s responsibility to submit any COBRA change requests and payments timely.

Rehires

Please submit all Rehire enrollment forms to TBS at globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing. Please include the employee’s original date of hire, termination date, and rehire date.

Aetna’s Rehire Policy: Rehires are eligible to coverage effective on first of the month following date of rehire, if they returned within 365 days of their term. If not, then they would have the wait the groups benefit waiting period.

During renewal, if the group would like to revise its policy and require employees to re-satisfy the established benefit waiting period upon becoming a full-time employee, the request must be submitted on company letterhead.

Note: Once the policy revision has been approved by Aetna, it will be enforced to all employees moving forward.

Employees Moving from Part-Time to Full-Time

Please submit Part-Time to Full-Time employee enrollment forms to TBS at globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing. Please include the employee’s original date of hire and the date the employee moved to full-time.

Aetna’s Part-Time to Full-Time Policy: Aetna will allow part time to count toward their probationary period.

During renewal, if the group would like to revise its policy and require employees to re-satisfy the established benefit waiting period upon becoming a full-time employee, the request must be submitted on company letterhead.

Note: Once the policy revision has been approved by Aetna, it will be enforced to all employees moving forward.

Employees in a New State

If you are enrolling an employee in a state that is not currently included in the group’s Account Structure, please submit the enrollment form to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing. TBS will submit to Aetna for a State Site-Add in order to build the network in a new state.

Please allow for additional processing time. Once the state/plan site is built, the group will be able to enter future enrollments on the same state/plan.

Newborns

Please submit Newborn enrollment forms to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing. The form will need to be submitted 30 days within the newborn’s date of birth in order to permanently add the newborn onto the plan.

If the newborn enrollment is not submitted timely, Aetna will enroll the newborn for the first 60 days from date of birth. Please note the newborn’s premium will be charged accordingly.

In order to remove the newborn from the mandatory initial 60 days of coverage, please submit proof of other coverage for the newborn to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically).

Over-Age/Disabled Dependents

Please send an e-mail to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically), We will provide you with the information required to request Aetna for approval. 

Corrections to a Member/Dependent’s Date of Birth

Please submit any Date of Birth corrections along with proof of Date of Birth to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing. Aetna advises to have pharmacies run any Rx with the incorrect Date of Birth while it is being updated in all of Aetna’s systems.

Corrections to a Member Date of Hire

Please submit any Date of Hire corrections along with proof of Date of Hire to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing.

Corrections to a Member/Dependent’s Social Security Number

Please submit any Social Security Number corrections along with proof of Social Security Number to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for processing. Aetna advises to have pharmacies run any Rx with the incorrect Social Security Number while it is being updated in all of Aetna’s systems.

Open Enrollment Changes

To ensure accurate information is produced when providing renewal information to the group and transmitting data to Aetna, the group’s ability to complete eligibility changes through the online portal will be temporarily suspended. The user will be able to view Employee Information in read-only mode.

Suspension typically occurs 45-55 days prior to the group’s anniversary date. Should the group need any eligibility changes to occur during this period, please submit the request to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically).

TBS will review and process the request and provide confirmation upon completion. The group will be able to resume making eligibility changes online once the renewal is processed.

Changes Outside of 30 Days

The Online Billing System will allow users to make eligibility changes within a 30 day window. It is vital that enrollment changes are submitted in a timely manner.

Any enrollments, changes, or terminations outside of 30 days can be sent to globalbilling@tbsmga.com (for groups Headquartered Internationally) or billing@tbsmga.com (for groups headquartered domestically) for review. If approved, our team will process the request accordingly. Per the Aetna Plan Guide, late medical applicants are ineligible and must wait for the group’s next renewal date to enroll.