STATE OF CONNECTICUT
NANCY WYMAN COMPTROLLER	OFFICE OF THE STATE COMPTROLLER 55 ELM STREET HARTFORD, CONNECTICUT 06106-1775	MARK OJAKIAN DEPUTY COMPTROLLER

COMPTROLLER'S MEMORANDUM 2009-36

November 13, 2009

TO THE HEADS OF ALL STATE AGENCIES

I. INTRODUCTION

Section 111 of the Medicare, Medicaid, and SCHIP Extension Act of 2007 sets forth mandatory reporting requirements for Medicare beneficiaries who have coverage under a group health plan. The law requires the covered entity to report social security numbers to Medicare for all subscribers and dependents for the purpose of coordination of benefits. The social security number is used as the basis for the Medicare HICN (Health Insurance Claim Number) which Medicare utilizes to identify Medicare beneficiaries receiving health care services.

The State of Connecticut is required to report social security numbers for all subscribers and dependents of subscribers enrolled in the State of Connecticut's group health plans to meet the requirements of the law.

II. PROCESS FOR OBTAINING SOCIAL SECURITY NUMBERS

Each Agency is responsible to collect social security numbers for employees and/or dependents currently enrolled in health coverage in Core-CT without a SSN. A list will be provided to each agency with the name and Employee ID of the employees and/or dependents that do not have a valid SSN in Core-CT. The agency must collect the required information and update the employee and/or dependent records in Core-CT by December 15, 2009. A job aid detailing the Core-CT process will be forthcoming.

The Center for Medicare and Medicaid Services (CMS) has issued an ALERT for employees regarding these requirements. A copy of the ALERT is attached, and should be provided to employees with questions about these requirements.

Once the social security numbers are entered by the agency, the information will be included on the monthly eligibility file sent to the carriers, who will report the information to the Centers for Medicare and Medicaid Services.

NOTE: Under no circumstance should correspondence that includes an employee's or dependent's social security number be sent via unsecured email or fax. In addition, employees should be directed to submit all requested social security number information directly to their employing agency to ensure proper handling of personal information.

III. MAINTAINING REPORTING REQUIREMENTS FOR MSP

To ensure that required reporting information is available to report to the Centers for Medicare and Medicaid Services, agencies must enter a valid social security number for all employees and dependents in Core-CT at the time the person is enrolled in health benefits. The Office of the State Comptroller will monitor the progress in obtaining the missing information and ensuring that SSN information is entered in Core-CT going forward.

Any questions can be directed to the Healthcare Policy & Benefit Services Division, Central Benefits Unit at (860) 702-3535.

Yours truly,

NANCY WYMAN
STATE COMPTROLLER

Attachment: Collection of SSNs HICNs ALERT.pdf

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