How to sign up for Medicare

I’ve been scrolling through previous posts where you all mentioned which number from the digital ID card goes into the access list for the Medicare portal, but I’m still totally lost. Should I be using that five-digit code nnnnn.1.1 (the ID I found following the instructions from Sandra Wells5), or is it actually the HROIB.2.1 number?

Kyle Mendoza said:I recall some chatter about how you won't be able to run a company without any staff anymore, but has that actually been written into the recent law?

Right now, I manage several businesses that don't have employees. Based on their entire model and why they even exist, they truly don't need them. I honestly have no idea what’s going to happen to those setups once January 1st rolls around...
But hey, we're getting off track here 😁, sorry....

not really (at least not that I've heard)

Sandra Wells5 said:I’ve been scrolling through previous posts where you all mentioned which number from the digital ID card goes into the access list for the Medicare portal, but I’m still totally lost. Should I be using that five-digit code nnnnn.1.1 (the ID I found following the instructions from Sandra Wells5), or is it actually the HROIB.2.1 number?

if the card was issued after March 2013, then it uses the HROIB...1.1 format, and that's the one you need.

I could really use some help here. I’m feeling a bit lost because we don't have much turnover, but things seem to be changing constantly. 🙂

I'm a small business owner—just three of us in total—and we handle all our filings manually at the local office. One of my employees is moving on to a new gig; he’s set to sign his new contract on Monday, October 20th, and his new employers are insisting he show up with proof from Medicare that he's been deregistered. We’re planning to sign a severance agreement, which works fine, BUT I’m stuck on what date to actually put as his final day of employment.

Should I go with October 17th? That’s Friday, so I could head down to the office then to manually file his de-registration using the M-2P with the Social Security Administration and the standard paperwork with Medicare. But honestly, I don't want to screw him over. Ideally, I'd love for his employment to officially end on October 19th so he doesn't lose those two days of seniority over the weekend. I'm just worried about the logistics since October 19th is a Sunday, and I only have a 24-hour window to notify the Social Security Administration. Plus, he needs to show up at the new job already cleared by Monday the 20th.

It would be amazing if I could end his employment on the 19th but file the paperwork on the 17th, basically filing in advance for the 19th.

Or maybe I should just not overcomplicate things and deregister him on October 17th? He’d lose those two days leading up to the 19th, but at least I wouldn't risk getting hit with a penalty.

Nicole Long28 said:I could really use some help here. I’m feeling a bit lost because we don't have much turnover, but things seem to be changing constantly. 🙂

I'm a small business owner—just three of us in total—and we handle all our filings manually at the local office. One of my employees is moving on to a new gig; he’s set to sign his new contract on Monday, October 20th, and his new employers are insisting he show up with proof from Medicare that he's been deregistered. We’re planning to sign a severance agreement, which works fine, BUT I’m stuck on what date to actually put as his final day of employment.

Should I go with October 17th? That’s Friday, so I could head down to the office then to manually file his de-registration using the M-2P with the Social Security Administration and the standard paperwork with Medicare. But honestly, I don't want to screw him over. Ideally, I'd love for his employment to officially end on October 19th so he doesn't lose those two days of seniority over the weekend. I'm just worried about the logistics since October 19th is a Sunday, and I only have a 24-hour window to notify the Social Security Administration. Plus, he needs to show up at the new job already cleared by Monday the 20th.

It would be amazing if I could end his employment on the 19th but file the paperwork on the 17th, basically filing in advance for the 19th.

Or maybe I should just not overcomplicate things and deregister him on October 17th? He’d lose those two days leading up to the 19th, but at least I wouldn't risk getting hit with a penalty.

Why not just head in first thing Monday morning, process his termination effective October 19th, and immediately fax the confirmation over to the new company? They could then go ahead and enroll him starting Tuesday, October 21st. In reality, they likely only need that proof to verify he isn't double-covered, so simply coordinating with them to send a faxed receipt should suffice. Besides, they surely understand that you only have a 24-hour window to comply; you aren't breaking any rules if you follow the standard timeframe.
Alternatively, if you want to avoid the headache entirely, just process the termination on October 17th. You wouldn't face any penalties regardless, because even if you wait until Monday, October 20th, to file a termination effective the 17th, the weekend doesn't count against your 24-hour window since the Social Security Administration is closed. The deadline applies to business days. Anything filed on a Friday can effectively be handled on Monday.

Does anyone happen to know what code 13 refers to under item number 8—the reason for termination of insured status—on the N/A form?
Does anyone have access to the Social Security administration portal to check this for me?
Thanks.

goldenmoose21 said:Does anyone happen to know what code 13 refers to under item number 8—the reason for termination of insured status—on the N/A form?
Does anyone have access to the Social Security administration portal to check this for me?
Thanks.

Code 13 actually stands for the expiration of an employment contract

🙂

Kyle Mendoza said:Code 13 actually stands for the expiration of an employment contract

alright, thanks a ton ;-)

Quick question regarding payroll: I have an employee whose fixed-term contract expires on October 31st. We’ve already signed a new permanent contract with her starting November 1st. Do I actually need to process a termination filing with the state, or is just submitting the change via the standard update form enough? Also, how should I handle the month codes during payroll processing—should I mark October as the final month of the old term and November as the first month of the new one, or just use the "other months" designation for everything?

Nicole Wells38 said:Quick question regarding payroll: I have an employee whose fixed-term contract expires on October 31st. We’ve already signed a new permanent contract with her starting November 1st. Do I actually need to process a termination filing with the state, or is just submitting the change via the standard update form enough? Also, how should I handle the month codes during payroll processing—should I mark October as the final month of the old term and November as the first month of the new one, or just use the "other months" designation for everything?

You just file the status change update. There's a specific section at the bottom for transitioning from a temporary to a permanent contract.
As for the payroll processing, I would personally just use code 3. Since there isn't any actual break in her employment—it's just a shift from a temporary contract to a permanent one—she's still considered a continuous employee.

Brenda Chase3 said:You just file the status change update. There's a specific section at the bottom for transitioning from a temporary to a permanent contract.
As for the payroll processing, I would personally just use code 3. Since there isn't any actual break in her employment—it's just a shift from a temporary contract to a permanent one—she's still considered a continuous employee.

Good grief, this is the first I’ve ever heard that you actually have to update the retirement records when someone moves from a temp contract to a permanent one.😲😲😲
It’s even more overwhelming when I think about how many people I’ve had to process lately who just signed on for permanent positions.🙂
Do you have any advice on how to handle this mess? Should I go ahead and update everything right now, or... what? And honestly, what kind of penalties are we looking at if this isn't handled perfectly?🤦

Drew Thompson2 said:Good grief, this is the first I’ve ever heard that you actually have to update the retirement records when someone moves from a temp contract to a permanent one.😲😲😲
It’s even more overwhelming when I think about how many people I’ve had to process lately who just signed on for permanent positions.🙂
Do you have any advice on how to handle this mess? Should I go ahead and update everything right now, or... what? And honestly, what kind of penalties are we looking at if this isn't handled perfectly?🤦

This happened to me ages ago—back before all these digital help tools existed—so much so that I completely forgot about it. Honestly, I didn't even think it was necessary. Eventually, I couldn't stop worrying about it, so I reached out to the Social Security Administration, and they told me, "Yes, you absolutely have to." Of course, I was probably about two months late with my filing, but they processed it for me without any issues. Since then, I make it a point to always submit those changes immediately because, after all, there's a specific section for it on the employment forms. As for whether forgetting is a massive mistake, I really can't say for sure. It might be worth checking with the SSA directly; since regulations seem to shift constantly, maybe it isn't even a strict requirement anymore.
If I were in your shoes, I would just give Medicare a call, explain exactly what happened, and ask them plainly how to fix it. They’ll be helpful and guide you through it, just like they did for me.

Brenda Chase3 said:This happened to me ages ago—back before all these digital help tools existed—so much so that I completely forgot about it. Honestly, I didn't even think it was necessary. Eventually, I couldn't stop worrying about it, so I reached out to the Social Security Administration, and they told me, "Yes, you absolutely have to." Of course, I was probably about two months late with my filing, but they processed it for me without any issues. Since then, I make it a point to always submit those changes immediately because, after all, there's a specific section for it on the employment forms. As for whether forgetting is a massive mistake, I really can't say for sure. It might be worth checking with the SSA directly; since regulations seem to shift constantly, maybe it isn't even a strict requirement anymore.
If I were in your shoes, I would just give Medicare a call, explain exactly what happened, and ask them plainly how to fix it. They’ll be helpful and guide you through it, just like they did for me.

👍
thanks for the reply
now that I think about it, I actually have an old acquaintance working over there, so I'll reach out to her...

every single time I wander onto this forum, I end up discovering something I hadn't even considered before😬 😵

I'm currently filing the paperwork for a new hire through Medicare. Since they updated the system, does the registration go through to the health insurance side automatically now? Also, do I still need to mail over a physical copy of the employment contract and their ID?
I haven't handled any onboarding since they rolled out these changes, so I’m a little lost on the new workflow.

Steven Anderson14 said:I'm currently filing the paperwork for a new hire through Medicare. Since they updated the system, does the registration go through to the health insurance side automatically now? Also, do I still need to mail over a physical copy of the employment contract and their ID?
I haven't handled any onboarding since they rolled out these changes, so I’m a little lost on the new workflow.

Yeah, it goes straight to Medicare automatically. You don't need to send them the contract or an ID copy.
On the NOAA site, you'll get a certified form with a barcode, which basically means it's been processed. Then, after a few days, a confirmation hits your email from Medicare. Sometimes I get mine in two days, sometimes it takes ten... who knows.

Terry Rodriguez17 said:Yeah, it goes straight to Medicare automatically. You don't need to send them the contract or an ID copy.
On the NOAA site, you'll get a certified form with a barcode, which basically means it's been processed. Then, after a few days, a confirmation hits your email from Medicare. Sometimes I get mine in two days, sometimes it takes ten... who knows.

Thanks a ton! NOAA is all set. Now I'm just waiting on Medicare.

Steven Anderson14, do you happen to have your digital health records set up through the portal? Because if you haven't gone through that process yet, you aren't going to receive anything via email...

I've got experience. I used to handle all the filings back when you had to submit every single one individually.

Diagnosis:
I reported this to NOAA within 24 hours.
The form was processed at NOAA.
It’s been five days, and I haven’t heard anything from Medicare.
I have access to the online health portal.
This is my first time filing under these "new" regulations.

Questions:
1. Am I supposed to get a response within 8 days, since that's legally the deadline for Medicare to process the filing?
2. Will I be able to see the individual's status in SuperJ Client after using these "new" methods, or is that email just a confirmation? In other words, will someone at Medicare manually enter the data into SuperJ on my behalf?
3. What happens if those eight days pass and I have no idea what happened with the Medicare filing? If things got stuck somewhere and the deadline passes, is that on me? Should I have done something else by now?

Why am I asking:
I logged into SuperJ Client intending to register an employee.
After entering their name and SSN, a message popped up: "Person currently holds insured status and must be deregistered first!" 😵

Now I’m stuck wondering—is that message because the social security processing is still ongoing at Medicare, or is the person actually still registered somewhere, meaning the NOAA report hasn't "cleared" them yet?

Help!

Richard Howard55 said:Diagnosis:
I reported this to NOAA within 24 hours.
The form was processed at NOAA.
It’s been five days, and I haven’t heard anything from Medicare.
I have access to the online health portal.
This is my first time filing under these "new" regulations.

Questions:
1. Am I supposed to get a response within 8 days, since that's legally the deadline for Medicare to process the filing?
2. Will I be able to see the individual's status in SuperJ Client after using these "new" methods, or is that email just a confirmation? In other words, will someone at Medicare manually enter the data into SuperJ on my behalf?
3. What happens if those eight days pass and I have no idea what happened with the Medicare filing? If things got stuck somewhere and the deadline passes, is that on me? Should I have done something else by now?

Why am I asking:
I logged into SuperJ Client intending to register an employee.
After entering their name and SSN, a message popped up: "Person currently holds insured status and must be deregistered first!" 😵

Now I’m stuck wondering—is that message because the social security processing is still ongoing at Medicare, or is the person actually still registered somewhere, meaning the NOAA report hasn't "cleared" them yet?

Help!

😛

Thanks, unknown 🙂