Administering your scheme
You will already have been sent a Group Secretary's pack, which includes your Certificate of Insurance, our Company Policy Document and one complete Member's Pack. We recommend that you read all the information carefully to ensure you are prepared for any questions your group members may have. You may also be interested in the company scheme members'
How to Claim and
Using our Helplines pages.
On this page, we deal with some of the questions commonly asked, but if you have any complex or difficult queries please do not hesitate to
contact us, or the adviser who arranged the policy for you.
Adding new members
You can add new members at any time by completing an Employee Application Form from your pack. Once you've completed and signed it, the original (photocopies are not acceptable) should be returned to the office that deals with your Group Scheme or the agent who arranged your scheme for you.
We will cover your new member from the date we receive your Application Form, unless you ask us to delay the start date or ask us by fax or letter to arrange for immediate cover.
Additional premiums for any new members will be detailed in the renewal account at your next renewal date.
The
moratorium clause relating to
pre-existing conditions will apply to all new members from their joining date. New members wishing to transfer to us from another insurer with continuous underwriting terms must have their application approved by our underwriters. They should not cancel their existing cover until acceptance has been confirmed in writing.
Adding additional dependants
You can either call us to let us know, or use the Addition of Dependant Application Form in your pack and follow the steps above for adding a new member. Even if the member has family cover you must let us know each time a further child is to be added. If this is done within three months of the birth of a child and the mother has been insured for 10 months then we will not apply the
moratorium clause. Please
contact us for more information if the new mother does not meet these criteria.
For further supplies of our application forms please contact our
Customer Care team.
While all premiums for scheme members must be paid to us by your company, any premiums for employees' dependants may be reclaimed by your company from them, if you wish.
Removing members and dependants
Please let us know either by telephone or in writing if you wish to remove a member. As premiums are paid in advance, your renewal statement will show a credit for anyone who left the scheme during the year, from the date they left the scheme, or the date you informed us, if later.
Members leaving your employment
Please let us know in writing whenever a member leaves your employment. They and their dependants are not covered if the member ceases to be employed by you, and they will be removed from your scheme. Any overpayment of premiums will be detailed in your renewal account at your next renewal date on a pro-rata basis. We are unable to backdate amendments and premiums will be charged until we are notified.
Dependants reaching 21, marrying or over 21 and in full-time education
Dependants will be automatically taken off the membership listing at the renewal following their 21st birthday. If they remain in full-time education at that time then the scheme member must notify you so that you can inform us in writing and provide proof at each renewal that cover should be extended. We will, in this case, cover them until the first renewal date on or after their 25th birthday. It is also the scheme member's responsibility to inform us at renewal when a dependant under 21 marries, as cover for the dependant then ceases.
We offer members and dependants leaving a Group Scheme an opportunity to take out a similar policy on an individual basis.
Other changes
If you wish to make any other changes to your scheme such as adding Optional extras or amending the plan type or payment method, we will be happy to discuss them with you at your annual renewal.
Cancelling your Group Scheme
We hope you will continue to be insured by us, but you should be aware of the following points regarding cancellation:
- If you pay your premiums monthly you may cancel at the end of any month. We will then send you a final invoice to account for any members joining or leaving since the last renewal date.
- If you pay annually in advance you may cancel at any annual renewal date and a final invoice will be prepared.
- All liability for claims ceases from the date of cancellation. We will continue to accept the claims for treatment that took place prior to the cancellation date but will not meet the cost of treatment incurred after the cancellation date, even if it is a continuation of an existing claim. It is your responsibility to inform members that the Group Scheme has been cancelled.
If you need more information click here to download the
Administering Your Group Scheme leaflet (pdf), contact our
Customer Care team, or your adviser.
