FAQs | Group Administrators

 

Group Administrators

Frequently Asked Questions

Q. How many employees are necessary for enrollment?

A. Delta Dental of Virginia offers dental coverage for businesses with two or more full time employees. Learn more about our Products and Services to find the benefit and payment options that best suit your company.

Q. Where can I find rate information and purchase a plan?

A. Your insurance broker or Delta Dental Sales Representative can assist you in choosing the best coverage and rates for your company. Find a Delta Dental Sales Representative in your area.

Q. When will my group be effective?

A. In most cases, your group will be effective on the first of the month following the receipt of your completed group application materials and employee enrollment.

Q. How do we order supplies?

A. Upon your group’s enrollment, an ID card and Evidence of Coverage booklet will be sent for each employee enrolled with Delta Dental of Virginia. You can print important forms and brochures online or request supplies by calling 888-335-8216.

Q. How do I add a new employee to my account?

A. Add a new employee quickly and easily by logging on to our secure Administrator page and clicking on “Add A New Employee”. You can also have the new employee complete an enrollment form and mail or fax it to:

Delta Dental of Virginia
4818 Starkey Road
Roanoke, VA 24018
Fax: 540-776-8109

Q. How do I confirm that an employee is eligible for coverage?

A. Simply log on to our secure Administrator page to check employee eligibility, or email your Billing and Eligibility Representative at billing@deltadentalva.com. You can also contact your Billing and Eligibility Representative at 800-237-6060.

Q. Can my employee add a family member to his/her dental coverage at any time?

A. Dependents can be added to an enrolled subscriber’s policy during your group’s open enrollment period or within 30 days of a qualifying event.

Q. What are considered qualifying events?

A. Qualifying events include marriage, divorce, birth or legal adoption, death or loss of coverage.

Q. What will the age limit be for my employee’s dependent children?

A. Generally, dependent children are eligible for coverage until the end of the month in which they turn age 26. If a different age limit is required, your insurance broker or Delta Dental Sales Representative can assist you in selecting an age limit for your group that will meet your needs. Find a Delta Dental Sales Representative in your area.

Q. How do I terminate an employee from my account?

A. Terminate an existing employee quickly and easily by logging on to our secure Administrator page, looking up the employee using the Employee Lookup feature on the left, and then clicking on “Terminate” under the Coverage tab. You can email the termination information to your Billing and Eligibility Representative at billing@deltadentalva.com. Your email must include the employee’s name, ID number, and termination date.

Q. How do I change an employee’s address?

A. Change an employee’s address by logging on to our secure Administrator page or email your Billing and Eligibility Representative at billing@deltadentalva.com. Your email must include the employee’s name, ID number and their new address.

Q. My employee misplaced their ID card. How can they get a replacement?

A. Subscribers can easily print a replacement ID card by logging on to our secure Subscriber page. Administrators can also print employee ID cards by logging on to the secure Administrator page.

Q. Does Delta Dental of Virginia cover out of state services for my employees?

A. Yes, out of state services are covered for employees. Remember that employees who visit a dentist who participates in the Delta Dental network covered by their plan will pay the least out-of-pocket costs. DeltaCare members are required to see their chosen DeltaCare provider in order to receive benefits.

Q. Who can I call with billing questions?

A. Each group is assigned a dedicated Billing and Eligibility Representative to help with any questions concerning payment and enrollment for employees. You can reach a representative via email at billing@deltadentalva.com or by calling 800-237-6060.

Q. When should I expect my billing statement to arrive?

A. Bills are emailed or mailed on the first business day following the 15th of the month.

Q. When is my Delta Dental premium due each month?

A. Payments are due the 1st of the month. You can enroll in our convenient automatic draft program, or remit payment using the pre-addressed envelope enclosed with your bill. All payments should be mailed to:

Delta Dental of Virginia
P.O. Box 758722
Baltimore, MD 21275-8722

To discuss our flexible payment options, please email your Billing and Eligibility Representative at billing@deltadentalva.com. You can also contact your Billing and Eligibility Representative at 800-237-6060.

Q. How do I obtain a copy of my billing statement?

A. Billing statements can be viewed by logging on to our secure Administrator page. You can also email your Billing and Eligibility Representative at billing@deltadentalva.com.

Q. How far back can our account be credited for changes/terminations?

A. Generally, credit can be given within Delta Dental’s three month retroactive rule for Delta Dental Premier and Delta Dental PPO products. For DeltaCare, retroactive changes are permitted for a period of 30 days prior to the most recent month the capitation fees are payable.

Q. Can you explain the prior amount due on my bill?

A. Delta Dental of Virginia produces bills on a set schedule each month. If your payment for the prior month has not been received and posted by the date that your next bill is produced, the prior amounts due will be shown on the last page of your current month’s bill. In addition, if there were members added or changed since your last bill was produced and the changes have not been paid, that amount will also show on the current bill.

Q. I terminated an employee on my last bill, but they are still on my current bill. Why weren’t they terminated?

A. The employee’s termination may have been processed after Delta Dental of Virginia’s billing cutoff date. You can check the status of an employee by logging on to our secure Administrator page or by emailing Billing and Eligibility Representative at billing@deltadentalva.com.

Q. Can I change my group’s waiting period?

A. Any changes to benefits or eligibility can be made on the renewal date of your group plan. The request will need to be made in writing by the Group Administrator and submitted to your Delta Dental Sales Representative, or to the Marketing Administration Department at:

Delta Dental of Virginia
4818 Starkey Road
Roanoke, VA 24018