Delta Dental

Current Location: Delta Dental > Benefits Administrators > Manage your dental plan > Handling the RFP process

Handling the RFP process Requesting a quote on a dental plan can be intimidating, especially for small- to mid-sized businesses that may not have extensive experience preparing Request for Proposal (RFP) documents. Large companies allocate major resources to manage the complex process of evaluating a potential carrier; how can organizations without these same resources ensure their own evaluation process is adequate? Based on our extensive experience in responding to complex proposals and managing plans for large companies, Delta Dental has developed a checklist to help smaller businesses fine-tune their RFP process. We've included features and services frequently requested by major corporations and their brokers and consultants. As a carrier, we must meet these criteria for large companies; however, the features also benefit and are available to smaller businesses. Extensive dentist networks Network size and stability ensure enrollees have easy access to dentists. Many large companies require nationwide networks to cover employees in multi-state locations; smaller businesses benefit from being able to locate a dentist almost anywhere in the United States, such as when an enrollee is on a business trip or on vacation. Efficient claims processing Examine a potential carrier's capabilities to efficiently accommodate high-transaction volumes in customer service, claims processing and eligibility handling; small businesses and large corporations alike benefit from these efficiencies. Cost controls Find out about out-of-pocket costs for enrollees and whether no balance-billing protection is offered. Cost-savings features can include: Comprehensive dentist contracts that control dentists' charges and guarantee enrollee copayments Determination of procedures for which a dentist cannot bill Benefit coordination for enrollees with multiple coverages Monitoring dentist billing activities to ensure against overbilling Guaranteed services Check which services are included in the premium. Certain services should be available, regardless of client size, such as: Claims processing services, including predeterminations An efficient system for updating eligibility information and enrollment changes Convenient access to customer service so your management people do not spend excessive time chasing down employee questions A multi-tiered system for informing enrollees about and handling grievances, complaints and appeals Financial underwriting services Information access Web site services that provide dentist directories, benefit news and health tips Open enrollment services and health fair assistance Enrollee communication, including benefits brochures and ID cards Performance standards All clients should receive assurance that the carrier is measuring performance, particularly in the areas of: Telephone response time Problem resolution Claims turnaround time and accuracy ID card implementation Eligibility functioning Data reporting Ask if the carrier publishes its performance standards and results. Quality assurance Ask how your carrier will ensure that enrollees receive the best dental care possible. Look for a stringent quality control process. Some factors to consider: Professional review of claims and on-site dental audits A comprehensive utilization reporting system to identify dentists with aberrant patterns of practice such as overutilization or underutilization of specific procedures Verification of dentists' credentials Banking/payment options Ask the carrier if your preferred method is available; a number of payment/banking options are possible, such as: Electronic transfers, such as ACH (Automated Clearing House) or wire transfers Using a single prefund deposit from your company If you would like to find out more about obtaining a quote from Delta Dental or learning about any of the services and guarantees listed in this article, please contact one of our sales offices.