Submitting Insurance Documentation Through Take Command
Submitting insurance documentation through Take Command is required to activate reimbursements and maintain compliance. This guide covers proof of coverage submission, monthly premiums, Medicare documentation, and plan renewals.
Which section applies to you? Use General Guidelines below if you are submitting proof of coverage for the first time or after a plan change. Use Receipt Submission Rules if you are setting up or updating a recurring monthly premium reimbursement. Both processes use the member portal — the steps are similar but start from different entry points.
General Guidelines for Submitting Proof of Coverage
Steps to Submit Proof of Coverage:
Log into Your Member Portal Access your account on the Take Command platform (not HRA Hub for reimbursements).
Prepare the Required Documentation: Ensure the document you upload includes the following information: - Your name (or shows you're a covered dependent if applicable). - The premium amount (if claiming reimbursement). - A current date (dated within the last 30 days or updated for the new coverage year). - The plan and provider's name along with the insurance company’s logo.
Navigate to the Submission Page: - Go to the "Health Insurance" section in the portal. - Click "Edit" in the top-right corner or "Add Monthly Premium."
Upload Your Documentation: - Drag and drop the file or use "Browse" to upload it. Supported formats include PNG, PDF, and JPEG with a maximum size of 10MB. - Enter necessary details like plan type, carrier, premium amount, tax credit info, and coverage dates. - Click “Continue” to submit the document for review.
Compliance Review: Once submitted, the Compliance team will review your document and notify you if it is approved or if additional information is required. Updates will be sent via email.
Ensure that the provided proof meets Minimum Essential Coverage (MEC) requirements; without this, reimbursements may be delayed. Claims, including receipt uploads, will be denied if proof of coverage is not approved or does not meet the required standards.
If your coverage includes a Premium Tax Credit (PTC) from the Exchange, you must update your Exchange application to decline the PTC. Obtain updated proof of coverage without the tax credit and resubmit it for compliance review.
If the Health Insurance section, Edit button, or Add Monthly Premium option is not visible in your portal, this is typically a backend account or eligibility configuration issue — browser troubleshooting will not resolve it. Contact Customer Experience and include your name and a screenshot of what you see in the portal.
Portal locked while submission is under review? If your insurance documentation is pending compliance review, you may not be able to edit or resubmit until the review is complete. If you need to make changes while a review is pending, contact Customer Experience — they can unlock your submission or process the update manually.
Edit button greyed out after plan cancellation or plan end date? If the Edit button or Add Monthly Premium option is greyed out and your stated plan end date has passed, or you cancelled an old plan and need to add a new one, this is an account status constraint — not a browser issue. Customer Experience can manually clear the status and restore edit access. Contact CX with your full name, company name, the end date of your current plan, and a screenshot of the greyed-out button.
Open Enrollment: Why am I being asked to shop even though I already have a plan? During Open Enrollment, the portal may prompt you to select or confirm a plan even if your current coverage has not changed. This is required to maintain your HRA eligibility for the new plan year — it is not the same as waiving coverage. Completing the shop or confirm step will not change your existing plan unless you actively choose a different one. If the option to indicate you already have a plan is missing from the enrollment flow, contact Customer Experience with your full name, company name, and a description of what options you see.
Medicare-Specific Documentation Submission
For individuals who need to stop employer health insurance and submit proof of Medicare coverage:
Required Steps:
Gather a document from Medicare that includes: - Your name. - The premium amount you're paying. - A current date (dated within the last 30 days for compliance). - The name of the plan and provider.
Log in to the Take Command platform and use the "Recurring Premium" or "Add Monthly Premium" option to upload the document.
If you have multiple Medicare plans (e.g., prescription plans), ensure you repeat the process for each plan.
Notify your health insurance provider about the termination of your current employer health plan to prevent overlapping enrollments.
Monthly Premium Documentation for HRA Reimbursements
Receipt Submission Rules and Prior-Year Expenses
Receipts for reimbursement must be submitted alongside valid proof of coverage. Submissions for prior-year medical expenses are allowed within 90 days after the new plan year begins, based on the date of service rather than payment. Note: Some HRAs are configured to reimburse premiums only. Check your plan details to confirm eligibility for non-premium expenses. Expenses incurred before your HRA start date are not eligible for reimbursement.
To claim your monthly insurance reimbursements via an HRA:
What to Prepare:
A recent document (dated within 30 days) showing: - Your name (or inclusion as a dependent). - The premium amount. - Plan name and provider details.
How to Submit:
Access the "Dashboard" in your member portal.
Select “Add Monthly Premium.”
Choose the date range and payment frequency (monthly, bi-weekly, etc.).
Upload the document for compliance review. Supported formats: PDF, PNG, JPG/JPEG.
The Compliance team will review and confirm approval or request additional information.
Plan Renewals and Maintaining HRA Benefits
When changing plans, upload the cancellation date for the previous plan to avoid overlapping reimbursements. If the Edit button is greyed out and you cannot update your previous plan's end date, contact Customer Experience — they can manually update the cancellation date and unlock editing. Do not wait for the button to unlock on its own after a plan end date passes; account status constraints require CX to clear them. If you wish to free up your allowance for other medical expenses, resubmit your health insurance documentation and request to set the premium reimbursement amount to $0. Note: The system may prevent you from entering future coverage dates or overlapping plan dates as a compliance safeguard. If a date validation error is blocking your submission, contact Customer Experience for manual assistance.
This section also covers scenarios like switching insurance carriers or changing plans within the same carrier, ensuring accurate updates for eligibility and compliance.
When renewing your individual health plan directly with a carrier (e.g., Blue Cross):
Key Steps:
Steps to Set Up Recurring Premium Reimbursements
Log in to the Take Command portal and access the Dashboard.
Click the green box labeled “Recurring Premium.”
Select “Add a new reimbursement” and complete the form with details such as covered individuals, monthly amount, and insurance type.
Drag and drop your proof of coverage document into the form.
Click “Add New” to submit your recurring premium reimbursement request. The reimbursement will follow the payout method defined by your employer, such as payroll deposits or mailed checks. If your employer pays your premium, set the recurring premium claim amount to $0 or $1 and include a note explaining that you are not requesting premium reimbursement. Reimbursements are delivered through one of two methods:
Direct Deposit: Funds are deposited into your bank account linked in your Take Command portal within a few business days after claim approval.
Payroll Reimbursement: Approved claims are reported to your employer and added to your paycheck as a non-taxable item.
For switching insurance carriers: - Cancel the recurring claim for the old plan. - Upload the new proof of coverage detailing the effective dates and policy number. - Set up a new recurring premium claim for the updated plan.
For changing plans within the same carrier: - Avoid canceling the plan directly with the carrier. - Update proof of coverage upon plan change availability using the Take Command portal.
At the start of the new plan year or after renewal: - Update your proof of coverage in the Take Command portal. - Ensure the document includes updated information for the new plan year.
Upload the document to maintain uninterrupted HRA reimbursements and avoid duplicate enrollments in the system.
Troubleshooting Status Changes and Missing Information
Premium Charged to Personal Account: Set up Autopay with your insurance carrier using the bank information provided in your Take Command portal to ensure HRA funds are used for premium payments.
Common issues that block submission or cause reimbursement delays:
Why Does My Status Show as "Not Enrolled"?
If your portal status is "Not Enrolled," upload your proof of coverage promptly. Once reviewed and approved by the Compliance team, your status will change to "Enrolled" .
Do I Need Additional Documents for My Upcoming Year’s Coverage?
No additional submissions are required if the document you provide clearly reflects coverage for the upcoming year (e.g., shows the year 2026). If the current document lacks updated dates, wait to upload the new one to avoid rejection.
Why was my document rejected or marked non-compliant?
Common reasons and how to resolve them:
Metal tier not shown: ACA Marketplace plans must include the metal tier (Bronze, Silver, Gold, or Platinum). Submit an enrollment confirmation or Summary of Benefits that shows the plan tier.
Name not visible: Your name must appear on the document. If you are covered as a dependent, include an enrollment confirmation letter showing your name alongside the primary member's insurance card.
Document outdated: The document must reflect your current plan year and be dated within the last 30 days. Resubmit with updated documentation for the current coverage period.
Premium amount missing: Your document must show the monthly premium you pay. Supplement with a billing statement or enrollment confirmation if your ID card or summary does not include this.
Rejection reason unclear ('non-compliant', 'additional steps required'): If the portal does not display a specific reason, contact Customer Experience — they can review your submission and confirm exactly what needs to be corrected.
Proof of enrollment in an individual health plan: Ensure your documentation explicitly shows enrollment in a qualifying individual health plan.
Effective coverage start date: Include the start date of your coverage to avoid compliance issues.
Final Notes
Allowance updates take effect at the start of the following month after submission.
Submit proof of coverage as soon as changes occur to prevent reimbursement delays. - Regularly verify premium amounts to ensure accurate claims processing.
Always ensure your documents meet the outlined requirements to avoid delays in the compliance review process.
For questions or technical issues, consider reaching out to the Support team for assistance.
Submit documentation as soon as your coverage changes to avoid reimbursement delays. If you encounter a portal error, date validation block, or unclear rejection, contact Customer Experience — they can process manual updates and review your submission history.
For more details about MEC standards and plan qualifications, refer to: What qualifies as Minimum Essential Coverage (MEC)? or What type of plans qualify for QSEHRA?.