Medicare Coordinator Program

UC has retained Via Benefits to assist retirees who live outside California. Via Benefits is a specialist in helping retirees choose individual Medicare plans and providing support after enrollment, including help with coverage, claims, and network questions.

If you are eligible, your enrollment in an individual medical plan through Via Benefits will be paired with a Health Reimbursement Arrangement (HRA), with a maximum annual contribution of $3,000 from UC. 

In most cases, the HRA funds provided by UC will cover the cost of the premiums as well as some additional out-of-pocket health care costs (such as Medicare Part B premiums and copays for your medical care). You pay your eligible expenses first, and then request reimbursement from your HRA.

If Medicare-eligible family members — such as a spouse or domestic partner — are also covered, UC will contribute up to an additional $3,000 towards their combined HRA. There is one HRA account per family, which can be used for the out-of-pocket health care costs of one or both participants. The amount of the HRA contribution from UC is based on graduated eligibility rules.

To qualify and maintain eligibility for HRA funding, you must continue paying your Medicare Part B premiums to Social Security and enroll through and work with Via Benefits to make any changes to your medical plan at all times. Working directly with a carrier will terminate your HRA funding. See Are Kaiser Permanente Senior Advantage plans available through Via Benefits? for more information about Sept. 1, 2024, changes to the process of enrolling in a Kaiser plan.

HRA COBRA is offered to those with a qualifying event. The HRA COBRA premium is based upon the remaining funds in your HRA plus the administrative fee. If you have a balance in your funded HRA, and have a qualifying HRA COBRA event, you may choose HRA COBRA to continue using your HRA funds until your account is depleted.

Any unused HRA funds roll over year after year while you are covered under a medical plan through Via Benefits. Any HRA funds are forfeited when your coverage through Via Benefits ends. 

The HRA is funded and owned by UC for your benefit. HRA funds may not be transferred or bequeathed as a result of death.

After enrollment, Via Benefits will send a Funding Guide to Reimbursement with the instructions and forms you need to manage your HRA and request reimbursement for your eligible expenses.

You can submit reimbursement requests to Via Benefits for out-of-pocket expenses as you incur charges, or you can provide them later. The deadline to submit reimbursement requests for a plan year is Dec. 31 of the following year. For example, claims for charges incurred in 2023 should be submitted to Via Benefits by Dec. 31, 2024.

Keep your original receipts and documents; you only need to provide copies to Via Benefits for reimbursements. 

Eligibility for the Medicare Coordinator Program is determined, and shared with Via Benefits, on a monthly basis. Eligibility can be triggered by any of these events:

• Retirement
• New address outside California
• Medicare eligibility of the retiree and all covered family members
• Covered child turns 26 and is no longer eligible for UC health coverage 

If you cover yourself only, Via Benefits will reach out to you as soon as you are identified to be potentially eligible for the program. Communications may begin the year you turn 64, to ensure you have plenty of time to prepare. 

If you are covering one or more family members, you will start to receive regular communication from Via Benefits as soon as your entire family is identified to be potentially eligible for the program. Your family’s eligibility is based on the youngest family member’s Medicare-eligibility date, or the date your child becomes ineligible for UC group coverage (turns 26).

What to expect if you become eligible due to age

Depending on the time of the year you and/or your family members turn 64, within months before your 65th birthday you’ll receive:

• A series of quarterly letters preparing you for your Medicare plan enrollment through Via Benefits
• A Via Benefits Enrollment Guide which will provide you with information on what to expect and how to best prepare for your enrollment
• Phone calls from Via Benefits customer service representatives to ensure you have Medicare Parts A & B in place before your 65th birthday, and to answer any initial questions you may have

What to expect if you become eligible because you’ve moved outside of California

Depending on the time of the year you notify UC of your new address, within a month you’ll receive:

• A Via Benefits Enrollment Guide which will provide you with information on what to expect and how to best prepare for your enrollment
• Phone calls from Via Benefits customer service representatives to answer any initial questions you may have

After your Medicare enrollment through Via Benefits, you will receive a Funding Guide to Reimbursement with important information and all relevant documents necessary to access your HRA funds.

What you need to do

• Make sure your address and contact information is current with UC. To make corrections, visit UC Retirement At Your Service (UCRAYS).
• Make sure you and your spouse or domestic partner enroll in Medicare as soon as you become eligible. If you do not qualify, check and see if you may be eligible under a former, current or deceased spouse. Call Social Security for more information.
• Read all correspondence from UC and Via Benefits to best prepare you for your continued medical plan insurance after your 65th birthday.
• Remember that your enrollment through Via Benefits qualifies you for the HRA. Therefore, work directly with Via Benefits to enroll and or to make changes to your plan or coverage to ensure you do not lose your HRA funds. Do not enroll directly with the carrier (for information about Sept. 1, 2024, changes to the rules for enrolling in Kaiser, see Are Kaiser Permanente Senior Advantage plans available through Via Benefits?).  

Contact the UC Retirement Administration Service Center (RASC) if you believe you are eligible for the Medicare Coordinator Program and did not receive an enrollment packet from Via Benefits, or if you received an enrollment packet but you do not believe you are eligible.

Every fall, there is a Medicare Open Enrollment period extending from October 15 to December 7. Watch your mail for information from your current plan and Via Benefits. If you are happy with the plan you have, you do not need to take any action. If you choose to make changes to your Medicare plan, make sure you work with Via Benefits so you do not lose your HRA eligibility or forfeit your HRA funds. Your Open Enrollment plan election becomes effective January 1 of the following year. 

Effective Sept. 1, 2024, Kaiser Permanente Senior Advantage plans are available on the Via Benefits platform. Eligible members living in Kaiser service areas can enroll in Kaiser with Via Benefits directly, either by visiting https://my.viabenefits.com/uc or calling 1-855-359-7381.  Via Benefits will set up your HRA account after your enrollment is completed.  

Members enrolled with Kaiser before the Sept. 1, 2024, effective date do not need to do anything and should remain enrolled with HRA. However, if you change to another medical plan, and then wish to return to Kaiser at a later time, you must enroll in Kaiser with Via Benefits directly to maintain your HRA eligibility.  Enrolling directly with Kaiser will void your HRA eligibility.