Automating ACA Attestations

The ACA Attestation form lets your client confirm, in writing, that you reviewed their Health Insurance Marketplace eligibility application with them and that the information on it is accurate. NextAgency emails the form for your client to sign online, then files the signed copy on their case.

Prefer to watch? See the Getting ACA Attestations Signed video.

What Your Client Confirms

The form is titled Consumer Attestation for Marketplace Eligibility and Enrollment. It names you as the agent, with your National Producer Number and your agency, and your client confirms that:

• You reviewed the eligibility application information with them before it was submitted to the Marketplace.
• The information on the application, including household size, income, and the people applying for coverage, is accurate and complete to the best of their knowledge.
• They must report any change to that information to the Marketplace within 30 days.
• Knowingly providing false information may result in the loss of coverage or financial assistance, and may carry penalties under federal law.

Before You Start

• Your NPN: the form shows the National Producer Number of the case's broker of record. Click your name in the top right corner, choose View Profile, and check the State Licenses/NPN tab. If it's missing, click Add NPN.
• Your client's email: the form is sent to the case's primary contact, so make sure their email address is on the case.

Step 1: Set Up the Workflow

1. Go to Settings > Automations > Workflows, and click Add Workflow.
2. Enter a name, such as "Obtaining ACA Attestation Forms", and click Continue.

3. For Workflow Type, choose Case Specific. In the Trigger When field, choose Form Required, so the workflow runs whenever a case's Required Form field is set to Required. For Form Type, choose ACA - Attestation.

   

4. Optionally, use the Filters below to choose which cases get the form. Open General to filter by sales status, stage, broker, or exchange. For example, choose Prospect under Sales Status to send this workflow only to prospects. Use Exclude to leave cases out instead. Then click Continue.
5. Click Add Action, and choose Add E-Signature Form Email.
6. Enter a subject, and choose who the email comes from in From and who it goes to in To, for example the Broker Of Record and the Primary Contact. Under Trigger Date, a Due Date Value of 0 sends the email as soon as a case needs the form, or you can wait a few hours or days. The email body is already written for you, with the link to the form. Edit it if you like. To personalize it, click where you want a detail to go, then use Insert Field: choose an object, such as Case or Contact, and then a field. It's added as a placeholder in curly brackets, like {{Individual First Name}}, and fills in with each client's details when the email goes out.
7. Click Save, and then Save and Activate.

Step 2: Send the Form From a Case

1. Open the client's case, and click the Edit icon in the Details section.
2. In the Required Form field, choose Required (ACA - Attestation).

3. For Send Form, choose E-Sign Form, and click Save & Continue.

   

The form is emailed to your client right away, and the Required Form field changes to Sent (ACA - Attestation). To send the form to several clients at once, select their cases on the Cases/Policies page, click Bulk Actions, and choose Set Required Form Status.

What Your Client Sees

Your client opens the link in the email, reviews the statements and their contact details, and clicks Sign. They type their name, agree to sign electronically, click Accept, and then click Finish. The link stays active for two weeks after it's first opened.

Tracking the Signed Form

Open the case's Compliance tab. The ACA Attestation is listed as Open when it's sent and changes to Completed when your client signs, with the sent and completed dates.

To see when the form was sent, opened, and signed, and who signed it, click Actions, then View.

The signed form, ACA Attestation.pdf, is saved to the case's Files tab. You can also open it from the View signed document link in the details.

For more information or assistance, please contact our support team.