- Who provides HAC insurance and can answer my questions?
- How do I get HAC insurance for an exchange visitor?
- What is an Enrollment ID?
- What is an Insurance ID?
- What is a Site ID?
- What is a Group ID?
- I have to create my own enrollment IDs in a custom database system. What if I use enrollment IDs that some other training contractor has already used?
- What's a Site ID and why do I need one to get HAC insurance?
- How do I obtain a site ID? What information do I need to provide?
- What is the deadline for HAC enrollment?
- How will my HAC enrollment be confirmed?
- Can I pick any HAC insurance provider I want?
- Can I use a HAC insurance provider other than those contracted by USAID?
Who provides HAC insurance and can answer my questions?
Highway to Health (HTH) International is the provider of HAC insurance for all USAID-sponsored exchange visitors. All questions about plan coverage levels and enrollment procedures should be directed to HTH. Please email Diane Foraker at dforaker@hthworldwide.com , or phone her at 1 (866) 281-1668
Some additional answers to frequently asked questions are answered below, but please refer further inquiries to HTH Worldwide.
How do I get HAC insurance for an exchange visitor?
HAC is obtained by sending a completed HAC template to HTH via e-mail.
What is the procedure? Before enrolling into HAC, your location must have a valid TraiNet Site ID. To receive a TraiNet Site ID send via email "A request for TraiNet Site ID" to: HAC@devis.com. Once you have a TraiNet Site ID please visit the HAC section of the documents area of this web site. From there you can download the HAC enrollment procedures documentation, the HAC enrollment template, country code listing and more. The HAC Enrollment Template can be found here.
What is an Enrollment ID?
The Enrollment ID is a number or code that identifies an exchange visitor who needs HAC insurance. You submit the Enrollment ID along with the exchange visitor's enrollment data when requesting insurance, and from then on you, the insurance provider, and USAID use the Enrollment ID in communicating about that trainee's insurance enrollment status. The enrollment ID can be any sequence of numbers or letters up to twelve characters long.
If you are using the TraiNet database software, Enrollment IDs are generated and managed for you automatically. Except in special cases, TraiNet Trainee ID also serves as the Enrollment ID. If you are not using TraiNet, you must generate and keep track of enrollment IDs on your own. For example, you could create a log and simply assign each exchange visitor a sequential number (1, 2, 3… n). Or you could use the exchange visitor's "social security" number, driver's license number, passport number, or any other unique ID. If you are using a database to manage your training data, you might use your internal control number to serve as the Enrollment ID.
The essential points are that 1) each exchange visitor at your site must have a unique Enrollment ID twelve characters or less in length, and 2) that the Enrollment ID is consistently submitted to the insurance provider when HAC insurance is requested or modified for that exchange visitor.
What is an Insurance ID?
The Insurance ID is an identification number or code the HAC insurance provider will issue when an exchange visitor is insured. The exchange visitor will use the Insurance ID to file claims. The Insurance ID will be returned in the confirmation of insurance, accompanied by the Enrollment ID you submitted for that exchange visitor. The combination of the Enrollment ID and Insurance ID will allow you to confirm that each individual exchange visitor has valid insurance.
Remember: you will receive an Insurance ID from the insurance provider for every exchange visitor you enroll. If have not received an Insurance ID for an exchange visitor, that exchange visitor may NOT be covered.
What is a Site ID?
Another change in the new system is that you must furnish a valid Site ID when requesting insurance coverage. The Site ID uniquely identifies your physical location and is similar in purpose to the "PTIS Code" in the old system. You obtain the Site ID from USAID (email HAC@devis.com ) and furnish it to the insurance provider with every enrollment request you make. See the question about Site IDs for more information.
Billing Contact Information
When you obtain your site ID, your HAC Billing and HAC Technical contact information will be forwarded to all HAC insurance providers. (See the question about contact information for details). Thus the insurance providers have 1) a way to contact you to market their services, and 2) default contact information for your site. Note that the contact information you submit when you obtain a site ID is forwarded to the insurance providers only once: immediately after your site is registered. After that, if your site's billing information changes, you must notify your HAC insurance providers and devIS directly.
The billing information you furnish to your insurance provider will have a different use depending on whether or not you use Group IDs, explained below. The insurance provider will keep track of 1) a default set of billing information for your Site ID, and 2) one set of billing information for each Group ID you use. Depending on the insurance provider, you may also have to provide Technical contact information for your site, like the initial Technical contact you provided when you obtained your Site ID. (See the question about Site IDs for details.) Check with your insurance provider.
If you do not use Group IDs, you will always get one monthly bill for all your exchange visitors; that bill will be sent to the default Billing contact for your Site ID. If you also use Group IDs, separate monthly bills will be issued for each Group ID, which will be sent to the Billing contact you furnished for that group ID.
What is a Group ID?
Some training contractors wish to group their exchange visitors to simplify billing, accounting, or other management tasks. For example, large contractors often receive funding from a number of different activities and send many exchange visitors for training under each activity. It is likely that accounting procedures will require a separate insurance bill for each activity since the bills will be paid from a separate pool of funds.
HAC insurance providers are required to support grouping of your exchange visitors. Simply create Group IDs and inform the insurance provider during enrollment which Group each exchange visitor belongs to. Groups IDs can contain letters or numbers or both in any format you wish. The only restriction is that they be twelve characters or less in length. HAC insurance providers are required to store this Group ID, then issue separate bills for each Group ID. Again, if you use Group IDs, you must give your insurance provider a Billing contact for each Group ID.
I have to create my own enrollment IDs in a custom database system. What if I use enrollment IDs that some other training contractor has already used?
No, it doesn't matter. In reality, it is the combination of the Site ID and the Enrollment ID that uniquely identify your exchange visitors in the HAC system. Your Site ID is guaranteed to be unique, so just make sure you always use a different Enrollment ID for each participant at your site and everything will work fine. Again, if you're using TraiNet, this will be done automatically.
What's a Site ID and why do I need one to get HAC insurance?
A Site ID is a unique six-character code that identifies you as an authorized USAID programming agent or training contractor or grantee. The Site ID serves two main purposes:
• USAID needs the Site ID to track and follow up on HAC insurance compliance and to crosscheck HAC enrollment data with TraiNet.
• USAID will send regular updates of the Site ID list to all HAC insurance providers. By referring to this official list, insurance providers will know who is authorized to obtain USAID-sponsored insurance coverage.
If you do not have a Site ID your location please contact HAC@devis.com immediately. If you're already using TraiNet, you may know that a Site ID was required when the TraiNet database software was installed and configured at your site. As you may have guessed, the TraiNet Site ID and the Site ID used during HAC enrollment are the same thing. If you've already installed TraiNet at your site, you already have a valid Site ID and there's no need to obtain another one. If you are not yet using TraiNet, you must obtain a Site ID and submit it with your HAC enrollments. Contact HAC@devis.com to receive the Site ID. If you need a copy of the TraiNet software, please contact jvisa@devis.com.
An important final point about Site IDs: some training contractors may be using TraiNet in more than one physical location; for example, they might have TraiNet installed at a headquarters office and in several offices overseas. EACH SITE WHERE TRAINET IS INSTALLED MUST HAVE ITS OWN UNIQUE SITE ID. Headquarters and other offices in the same organization cannot share one Site ID. Please contact jvisa@devis.com if you have any questions.
How do I obtain a site ID? What information do I need to provide?
Email to jvisa@devis.com to request a TraiNet Site ID, or to obtain your current TraiNet Site ID.
What is the deadline for HAC enrollment?
HAC insurance providers will accept enrollment requests up to 24 hours before coverage begins. However, it would be imprudent in most cases to wait this long since insurance confirmation must be obtained prior to initiating travel.
How will my HAC enrollment be confirmed?
HAC insurance providers are required to "provide immediate confirmation (within two business days) of insurance enrollment via email." The insurance provider will issue an Insurance ID that confirms that insurance has been issued. The Insurance ID will be used to file any eventual claims. Confirmation should also include exchange visitor's name, terms and conditions of coverage, a toll-free number to call in case of questions, and other relevant information.
Can I pick any HAC insurance provider I want?
You can choose any of the HAC insurance providers currently under contract with USAID. See the question Who provides HAC insurance and can answer my questions?