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Proof of Coverage: Medicare Documentation

This article is for employees participating in an Individual Coverage HRA (ICHRA) or Qualified Small Employer Health Reimbursement Arrangement (QSEHRA) who are covered by Medicare.

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Written by David Hung

Employees enrolled in Medicare can upload Medicare documentation as Proof of Coverage to verify eligibility for HRA reimbursements.

What Medicare documents are accepted?

Examples of acceptable documentation include:

  • A copy of your Medicare Part A and Part B card (the red, white, and blue card) showing your name, the Medicare logo, effective dates, and coverage details (Parts A & B or Part C).

  • A recent bill from your Medicare Advantage (Part C) plan

  • Medicare award or entitlement letter

  • Medicare enrollment confirmation

  • Medicare premium statement

  • Social Security benefit statements as supporting documents for premium payments, if applicable.

  • Other official Medicare documentation showing active coverage- Premium invoices showing monthly premium amounts

  • Documentation for Medigap or supplemental plans

Your documentation must verify that your Medicare coverage is active. These documents must clearly show your name, coverage details, plan name, and premium amount.

How do I upload Medicare documentation?

  1. Sign in to your Take Command account. If you encounter access issues, use the “Forgot Password?” option to reset your password.

  2. During onboarding, navigate to options like “Add Monthly Premium,” “Recurring Premium +,” or “Upload Proof of Coverage.” If flagged as over 65/Medicare, check the Tasks, Benefits, or Profile sections for upload options.

  3. Choose the Medicare option and upload your Medicare card and any supporting documents. Select the appropriate insurance type (e.g., Medicare, Medigap, or supplemental plans). Ensure files are under 4 MB and clearly show required details. Combine multiple pages into a single file if necessary.

  4. Ensure all documents are clear and include necessary details, such as your name, plan name, and premium amount.

  5. Submit it for review. You may receive an on-screen confirmation or an email notification after submission.

Monitor your dashboard for status updates after submission. If submitting documentation after onboarding, upload it through the Documents section of the HRA Hub, not the Reimbursements section.If you encounter issues uploading documents, ensure onboarding is complete, clear your browser cache, or try a different browser.

Troubleshooting Common Issues

  • Unable to Upload Documents: Ensure onboarding is complete before attempting to upload. If issues persist, clear your browser cache or try a different browser.

  • Missing Upload Area: Navigate back to the start of onboarding or use the “Other Situations” option in the portal to locate the upload section.

  • Document Rejection: Ensure submissions include the correct plan year and all required details. Incomplete or outdated documents will be denied.### How do I set up a recurring premium claim?

  1. Cancel any existing recurring premium claims for non-Medicare plans if applicable.

  2. From the dashboard, select “Add Recurring Premium Claim.”

  3. Enter the plan details, including the premium amount and coverage start date.

  4. Upload supporting documents and save your submission to activate recurring reimbursements.

Is there a deadline to upload Medicare documentation?

Upload your Medicare documentation as soon as it becomes available. When updating your premium claim amount, you must provide current documentation that verifies your coverage, premium amount, and recent dates (typically within the last 30 days). Additionally, proof of coverage must be updated annually during Open Enrollment, as documentation on file is only valid through the end of the current year.The portal typically allows uploads starting January 1 of the new plan year.

Reimbursement eligibility begins after your documentation has been reviewed and approved. Resubmitting proof of coverage ensures compliance and accurate reimbursement processing, as fresh documentation is required for each plan year or premium update. Approved reimbursements for Medicare Part B recurring expenses will be applied retroactively to eligible months.

When does this article not apply?

This article applies only to employees covered by Medicare. You do not need proof of coverage to apply for Medicare, as enrollment is done directly through the government. However, proof of coverage is required to qualify for HRA reimbursements.

It does not apply to other types of health insurance coverage.

Key takeaway

Official Medicare documentation can be used as Proof of Coverage and should be uploaded as soon as it is available to avoid reimbursement delays. Remember to update your proof of coverage annually during Open Enrollment to maintain eligibility.

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