Search for Members
You can search for members and then view or edit (if you have access) their profiles on the client site.
From the dashboard, click Participants > Search.
Enter data into any of the search fields and select Search.
It is helpful to include a portion of the first and last name to reduce the number of resulting records.
Additionally, you can key in the last four of the unique ID that you send to HealthEquity on the Program Sponsor File or the Member/EE ID that you use in your system of record if that data exists in the HealthEquity system.
Add Eligible/Member
If you currently have an internal HRIS or third-party administrator that handles your eligibility and enrollment, adding and changing eligibility and enrollment data on the HealthEquity Client site can also be facilitated through the Program Sponsor File.
To add a new eligible employee to the system:
From the dashboard, click Participants > Search.
Select Add Eligible/Member.
Note: You will be advised of the Auto Save feature. To acknowledge the notification, select OK.
Fill out the Profile section. All fields marked with an asterisk require entry.
Fill out the Individual Commuter Subsidy section if applicable.
Once you have completed the record, select Next at the bottom of the screen to continue, and then select Save Profile to save your changes.
You may also opt to Save Profile & Enter Health Care or Dependent Care Enrollment when you complete this page.
Things to Know:
When entering a unique ID, please be sure to use the correct and same unique ID in future files for the member.
This page will automatically save as you enter data. If you get logged out, a security provision for inactivity, you will return to this page immediately when you log back in.
Adding an email address is highly recommended, if available, so members receive their welcome information via email.
Be sure to add a phone number so members can login using multi-factor authentication.
Edit Member Profiles
To edit an existing member:
From the dashboard, click Participants > Search.
Enter data into any of the search fields and select Search.
Once you have located your employee’s record, select the name of the person whose profile you wish to view or edit.
The member’s initial Profile screen will then appear.
Important Note: Any changes to a member’s profile may affect the member’s eligibility and experience. For example, entering a termination date will end coverage or change in Benefit Groups may affect eligibility (if Benefit Groups are used in your plan set up).
Once you have updated the record, select Next at the bottom of the screen to continue, and then select Save Profile to save your changes. You may also opt to Save Profile & Enter Health Care or Dependent Care Enrollment when you complete this page.
Things to Know:
Eligibility: The information shown in this area can also be updated by changing a member’s data on your Program Sponsor File and submitting it to HealthEquity.
Profile: This information is initially provided by the Program Sponsor. HealthEquity has two options for how member addresses are updated and this decision is typically made by the Client during the implementation stage of the partnership.
Option 1: The Client is the system of record and updates are provided on the Program Sponsor File. With this option, members cannot change their address on their HealthEquity profile. HealthEquity will re-direct members to the Client for address updates.
Option 2: The Client will pass employee address on the Program Sponsor File initially, but the member is responsible for updating the mailing address in their HealthEquity profile. This is the standard HealthEquity option.
HealthCare Card copay groups: The information shown in this area will be reflected only if Copay Groups are initially provided via the Program Sponsor File.
Tip: Encourage your members to log in to their own accounts to take ownership and update their personal data and address wherever possible if you have elected to have the member be the “system of record.”