Group Secretary Support

Probably the most common question asked. The simple answer is to call us on 0800 587 0957 and we will send you the forms you need to add people to the plan. It’s easy to add colleagues or their family members this way. However, you may choose to restrict when colleagues can add family members. Each colleague who wants to join the plan will need to fill in an application form. We will not be able to add them until we have received their form and accepted them.

Yes, please make them aware of the following:

• How we will use their data (more information on this can be found in our Privacy Policy)
• The rules about joining the company plan
• When the plan renews, and that they will be in a yearly contract after this
• Which family members they can add
• That joining a private medical insurance plan may affect the amount of income tax they pay
• Whether or not they will need to pay any excess on the plan
• Whether their plan will cover any conditions they may already have

You will be provided with a Group Secretary Guide which should allow you to answer all of the above. If any member would like a copy of the membership handbook before they join, please call us.

If you need to remove someone from the plan, please call us on 0800 587 0957. Please let us know as soon as possible before the employee is due to leave and not later than 30 days after they have left – otherwise we may continue to charge you their premium. Your employees can benefit with our continuation options by calling us on 01202 544445.

You’re always welcome to change your Options, set up a different level of cover, or change your excess. To do this, simply call us on 0800 587 0957 and let us know at least 30 days before the plan is due to start or to renew. Please note that we cannot make these changes during the plan year, so your changes will apply from the beginning of your next plan year. Your changes will apply to all colleagues on that level of cover.

Paying a premium is a straightforward invoice process. We will send you an invoice:

• When you first take out the plan
• Each time you renew
• If you add or remove any members

We also offer several payment options:

Yearly:

You can pay yearly by cheque (please make it payable to AXA PPP healthcare Limited) or by Direct Debit. Pay in this way and we’ll give you a 5% discount on your premium. If a member leaves and we need to reimburse part of your premium, we’ll refund your account.

Monthly:

You can also pay monthly by Direct Debit. If you do this, we will adjust your payments automatically if you add or remove members.

The group secretary will be sent a new plan summary every time an adjustment is made.

Adding an excess to the plan is a simple way to reduce the premium you pay.

The excess applies:

• once each plan year
• to each person covered.

The person covered is responsible for paying the excess amount. We will take the excess off the amount we pay for the claim. Because the excess applies once each plan year, if the person’s treatment goes over the renewal date, they will need to pay two excesses – one for each plan year.

If you would like to add an excess to the plan, or change the excess you have, please call us on 0800 587 0957. We currently offer the following excess levels:

• £100
• £250
• £500.

Children can stay on a parent’s cover as long as they are under 30 years old.

Yes. If a member has a baby after joining the plan, they can add the newborn baby to their cover. If members contact us within three months of the baby’s birth, we can normally add the baby from their date of birth, and the member will not need to fill in any medical forms.

However, we will require details of the baby’s medical history if the baby has been adopted or was born after either parent has taken any prescription or non-prescription drug or other treatment to increase fertility, or as the result of any method of assisted conception such as IVF.

To keep all members informed, we will send their membership statement each year either in the post or direct them to customer online where they can log in to view their statement. They can always access an up-to-date version of their handbook online. If we send a member’s documents to you, please give them to the member as soon as possible.

Please tell members if their cover changes in any way, either at renewal or at any other time.

If you have any questions at all about running the plan, please call us on 0800 587 0957.

Each member on the plan may have different rules and restrictions on their cover. We show all individual restrictions on the member’s membership statement. The restrictions that apply to everyone on the plan are in the membership handbook.