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Employee Uploads: End Date Logic
Employee Uploads: End Date Logic

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Tasha Demkiw avatar
Written by Tasha Demkiw
Updated over 9 months ago

How does Hint determine the End Date when one is given in file?

There is setting on the Company's Account & Pricing section called Use Termination Cutoff Date.

  • When ON (default), employee uploads restrict end dates to the 1st of the month.

  • When OFF, employee uploads may set any-day end dates.

There are two ways to term a patient via a file:

  1. Term by end date: An end date is present on the file.

  2. Term by omission (ONLY AVAILABLE FOR ELIGIBILITY AUTOSYNC FILES): Terming by omission occurs when a patient that is active in Hint does not appear on the census file. Since we are not given an explicit end date, we consider 'today' to be the end date. If Use Termination Cutoff Date = ON, we will compare 'today' against the cut-off day. If Use Termination Cutoff Date = OFF, then we will set 'today' as the end date.

Examples

  1. When Use Termination Cutoff Date = ON, Termination Cutoff Day = 10, and a file is processed on 11/5/2021

    1. End Date in file = 10/1/2021 --> End Date in Hint = 11/1/2021 (end date is in the past so we immediately terminate)

    2. End Date in file = 11/10/2021 --> End Date in Hint = 11/1/2021

    3. End Date in file = 11/20/2021 --> End Date in Hint = 12/1/2021

    4. Patient is missing from file and Term by Omission is enabled. End date is considered today, 11/5/2021 --> End Date in Hint = 11/1/2021

  2. When Use Termination Cutoff Date = OFF and a file is processed on 11/5/2021

    1. End Date in file = 10/1/2021 --> End Date in Hint = 11/5/2021 (end date is in the past so we immediately terminate)

    2. End Date in file = 11/10/2021 --> End Date in Hint = 11/10/2021

    3. End Date in file = 11/20/2021 --> End Date in Hint = 11/20/2021

    4. Patient is missing from file and Term by Omission is enabled. End date is considered today, 11/5/2021 --> End Date in Hint = 11/5/2021

Errors or Warnings Associated with Terminations

End Date Discrepancy: Patient in file was ended by user [user email] with end date [date]; however they do not have an end date in the file. Please re-enroll this member if their membership was ended in error.

  • This error arises when the patient does not have an end date in the file but their membership has an end date in Hint.

  • How to Resolve: Reach out to the user who ended the membership to confirm whether they did so in error or if the file is out of date.End Date Discrepancy: Patient in file does not have an end date whereas patient in Hint is in their last billing period.

Start date can not be after end date

  • This error arises when a patient's membership, due to the enrollment and terminate cut off dates, has an end date that is prior to the start date.

  • How to Resolve: You can contact the file provider to confirm the coverage period if you believe it is incorrect. Otherwise, you can mute the error.

Membership end date in the file is in the past, so Hint terminated the membership with an end date of [membership end date]. This membership was billed from [billing start date] through [billing end date] if you'd like to add an adjustment on the invoice.

  • This warning arises when the patient's end date is prior to the first of the current month.

  • How to Resolve: Determine whether you want to refund the employer then add a credit to the invoice.

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