Help Center: Employers

Getting started with Delta Dental

How many employees are necessary for enrollment?

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.

Where can I find rate information and purchase a plan?

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.

When will my group be effective?

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.

How do we order supplies?

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.

Benefits and Employee Enrollment

Can I change my group’s waiting period?

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

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

Simply log on to our secure employer 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.

How do I add a new employee to my account?

Add a new employee quickly and easily from the dashboard of your secure employer account, or by clicking "Employees" and then clicking the "Enroll New Employee" button. 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

Download enrollment forms here.

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

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.

What are considered qualifying events?

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

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

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.

How do I terminate an employee from my account?

Terminate an existing employee quickly and easily by logging on to our secure employer portal. Once logged in, click "Employees," find the employee you wish to terminate, click on his or her name and then click on the "manage coverage" tab. You can then terminate dental or vision coverage for the subscriber and/or dependents by clicking on the appropriate terminate button. You can also 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.

How do I change an employee’s address?

Change an employee’s address by logging on to our secure employer 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.

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

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

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

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.

Billing

When should I expect my billing statement to arrive?

Fully-insured accounts:  

Bills are generated and distributed on the 7th business day of the month for the upcoming month’s premiums. The due date for these invoices is the 1st of the month for that month’s coverage. 

Self-funded accounts:

Accounts that fund claims weekly:

The claims invoices are generated and distributed by Thursday each week except for the last week of the month. The invoices for the last week of the month are generated and distributed on the last business day of the month. These invoices are due upon receipt.

The admin fee is billed on a monthly basis on the last business day of the month for the prior month. These bills are emailed or mailed based upon customer preference. These invoices are due on the 15th of the month for the prior month. There are reports that you can access from our website to accompany the invoice.   

Accounts that fund claims monthly:

The claims and admin fee invoices will be run on the last day of the month. You will receive an email with a link to the additional monthly reporting that you can access from our website, which will help you reconcile your bill. These invoices are due on the 15th of the month for the prior month’s coverage.

When is my Delta Dental premium due each month?

Fully-insured accounts:

Payments are due the 1st of the month for that month’s coverage. You can pay your bills online or send a check using the pre-addressed envelope enclosed with your bill. The payment mailing address is:

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

For questions in reference to your invoice or remittance of payment, you can reach out Billing and Eligibility Department via email at billing@deltadentalva.com or by phone at 800-237-6060.


Please note, on October 12, 2021 the address to remit payments will be changing. The new address will be:

Delta Dental of Virginia
PO Box 718722
Philadelphia, PA 19171-8722

How do I obtain a copy of my billing statement?

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

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

Generally, credit can be given within Delta Dental’s three month retroactive rule for Delta Dental Premier® and Delta Dental PPO™ plans.

Can you explain the prior amount due on my bill?

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.

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

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 employer page or by emailing Billing and Eligibility Representative at billing@deltadentalva.com.

Who can I call with billing questions?

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.

DeltaVision

How do I enroll or update members?

You can enroll or update a member's vision coverage by logging into our employer portal and navigating to the employees area. View a step-by-step tutorial on how to enroll an employee on our employer portal. You can also email paper enrollment forms to billing@deltadentalva.com or fax to 540.776.8109.

Do my employees need a vision ID card? How do they get one?

Your employees do not need an ID card to receive services or care. To schedule an appointment, members call a VSP network vision provider and tell them they have DeltaVision administered by VSP, and the network provider coordinates the rest. Employees who want something to hold on to for reference can print an ID card after creating an account at vsp.com.

Where do my employees go to find an in-network vision provider?

Members can go to vsp.com and click “Find A Doctor,” then search by location, office name or doctor name. Once they’ve created their vsp.com account, members can check eligibility and confirm in-network locations based on their plan type by logging in.

My vision provider is in VSP's network but didn't recognize DeltaVision. What do I do?

DeltaVision is a new product, so provider systems are still updating. Once you’ve confirmed that your provider appears on a vsp.com search of your area, tell your provider that DeltaVision is administered by VSP and includes the Choice Network. You can also confirm your provider’s in-network status by calling VSP at 800.877.7195.

How do my employees create a vision account?

Visit vsp.com and click “Create An Account” at the top of the page. They’ll be asked to enter the last four digits of the primary subscriber’s Social Security Number, then prompted to complete the required fields and click “Create My Account.” For issues creating an account or logging in for the first time, call VSP® at 800.877.7195 or 800.428.4833 for hearing impaired.

Where can they go if they have questions about plan coverage, eligibility, or eye care wellness information?

We recommend creating a vsp.com account because it is a one-stop shop for benefits, to check coverage and eligibility, locate VSP network providers, access exclusive member discounts and more. Members can also call 800.877.7195. Phone support is available 8:00 a.m. to 11:00 p.m. weekdays and 10:00 a.m. to 11:00 p.m. on weekends.