Cleartrack HR is a provider of comprehensive benefits administration solutions for employers. The company offers a suite of services to streamline and manage your organization’s employee benefits program. These services include Dependent Eligibility Verification, Benefit Administration & Enrollment support, Billing and Data Reconciliation, Electronic Data Interchange (EDI) file feed management, Consumer-Driven Account administration (for FSA, HSA, HRA, COBRA, and leave-of-absence benefits via the Driven125 platform), and Medicare/Medicaid consulting. All of these offerings are designed to help HR teams maintain compliance with benefits regulations, identify cost-saving opportunities, and improve the overall benefits experience for employees. By partnering with Cleartrack HR, organizations can offload complex benefits tasks to experts and focus on strategic HR priorities with confidence.

Dependent Eligibility Verification is the process of confirming that every dependent covered under your health plans meets the eligibility requirements of your policy. Cleartrack HR’s Clearify platform streamlines this process from start to finish. You simply provide the necessary employee and dependent data, and Cleartrack HR’s team sets up a verification audit based on your plan’s rules. Employees are asked to submit proof documents (such as marriage licenses or birth certificates) through Clearify’s secure portal, which offers multiple convenient ways to upload or send in documentation. Cleartrack HR’s trained auditors then review each submission against your plan guidelines, identifying any ineligible dependents. This service ensures you remain compliant with plan rules and ERISA regulations by removing ineligible individuals from coverage. It also generates significant cost savings – by eliminating just a small percentage of ineligible dependents (often 4–8% in audits), employers can save thousands of dollars in healthcare premiums annually without reducing any employee’s legitimate benefits. Clearify provides a user-friendly dashboard for HR to monitor the audit progress and see the return on investment, and Cleartrack HR handles all employee communications and support during the verification. In short, Clearify makes dependent audits fast and hassle-free, saves your company money, and relieves your HR staff from the manual burden of verifying dependent eligibility.

Billing reconciliation is the process of comparing insurance carrier invoices to your internal enrollment records to ensure you are billed correctly for every covered employee and dependent. Cleartrack HR’s billing reconciliation service performs a detailed audit of each monthly insurance bill against actual enrollment data. This audit identifies discrepancies such as charges for employees who have left the company or dependents who are no longer eligible, as well as any missing charges for individuals who should be covered. Cleartrack HR then works with the carriers to correct those errors – for example, securing credits for overcharges or adding missing enrollees – so that you only pay for coverage that is accurate and up-to-date. By catching and resolving billing errors, this service produces direct cost savings and prevents wasteful spending on premiums for ineligible or non-existent participants. It also protects employees by ensuring nobody loses coverage due to an administrative billing mistake. Overall, Cleartrack HR’s billing reconciliation relieves your HR and finance teams from having to manually scrutinize complex invoices, and it provides peace of mind that your benefit bills are 100% accurate every cycle.

Cleartrack HR provides end-to-end Benefit Administration and Enrollment support, acting as an extension of your HR team to manage the day-to-day tasks of running your employee benefits program. This service covers all aspects of enrollment, including annual open enrollment periods, new-hire benefit enrollments, life event changes, and even benefits transitions during mergers or acquisitions. Cleartrack HR works with your chosen insurance carriers and benefit providers (offering a wide range of core, voluntary, and executive benefits options) to ensure that employees have access to diverse and competitive benefit plans. They coordinate and administer the entire enrollment process: preparing communications and educational materials, providing user-friendly enrollment tools or portals for employees, and making sure elections are captured accurately and submitted to carriers on time. With Cleartrack HR handling benefit administration, employees experience a seamless enrollment process – they receive clear instructions, timely reminders, and support for any questions as they select their benefits. For HR leaders, this service significantly reduces administrative workload and errors. Cleartrack HR’s expertise and systems help prevent common mistakes (such as missing enrollments or incorrect deductions), and they maintain meticulous records to keep you compliant with plan rules and government requirements (for example, ACA enrollment timelines or COBRA notices for qualifying events). In summary, Cleartrack HR streamlines benefit administration by ensuring every enrollment event is managed efficiently, accurately, and in a way that improves the experience for both your HR team and your employees.

Driven125 is Cleartrack HR’s dedicated platform for managing consumer-driven benefit accounts – the types of plans that give employees control over pretax funds for health expenses or other benefits. This includes Flexible Spending Accounts (FSAs), Health Savings Accounts (HSAs), Health Reimbursement Arrangements (HRAs), as well as COBRA administration and even premium billing for employees on a leave-of-absence. Driven125 provides a centralized, user-friendly system for both employers and employees to handle these programs.

• Unified Account Management: Employees can log into a single web portal or mobile app to access all their consumer-driven accounts. It becomes easy to enroll in these benefits, check balances, submit reimbursement claims, upload receipts, and monitor transaction history all in one place. This 24/7 access and intuitive design greatly improve employee engagement with their FSA/HSA/HRA benefits, as everything they need is at their fingertips.
• Convenience for Employees: The platform often includes features like a dedicated benefits debit card linked to their FSA/HSA funds, allowing employees to pay for eligible expenses directly without cumbersome reimbursement processes. The mobile app lets them manage their accounts on the go – for example, they can snap a photo of a receipt and submit a claim instantly. By making these accounts simple to use, Driven125 helps ensure that employees actually utilize and appreciate their tax-advantaged benefits.
• Compliance and Expertise: Cleartrack HR’s team, through the Driven125 service, handles all the complex rules and regulations behind the scenes. They ensure that contributions, reimbursements, and account usage stay in compliance with IRS regulations and healthcare laws. For instance, they will manage FSA forfeiture rules, HSA contribution limits, HRA plan documentation, and all required COBRA notices and timelines for separated employees. This expert administration shields your company from potential compliance errors while relieving your staff of the need to manage these technical details.
• HR Administrative Relief: By using Driven125, employers outsource the heavy lifting of administering these consumer-driven accounts. Cleartrack HR takes care of account setup, employee education on how the plans work, ongoing account maintenance, and answering participant questions through their support channels. Your HR team no longer has to be the in-house expert on every FSA or COBRA detail – Cleartrack HR provides specialized support and a dedicated system to handle it.
• Enhanced Reporting and Oversight: The Driven125 platform also offers robust reporting and administrative dashboards for plan sponsors. HR executives can review participation rates, contribution totals, claim trends, and other metrics for these programs. This visibility helps you measure the value of the benefits and identify opportunities to adjust plan offerings or increase employee engagement. With Cleartrack HR’s oversight, any issues in account management are proactively addressed, and you have full insight into how these benefits are performing.

In essence, Driven125 is an all-in-one solution that greatly simplifies the management of FSAs, HSAs, HRAs, and similar plans. It improves the employee experience by making benefit usage straightforward and accessible, and it gives employers confidence that these complex benefits are administered correctly, efficiently, and in line with all regulatory requirements.

Accurate data is the backbone of effective benefits administration. Data reconciliation is the process Cleartrack HR uses to ensure that all your HR and benefits data is consistent and error-free across multiple systems (such as HRIS, payroll, and insurance carrier systems). Over time, differences can creep in – for example, an employee’s coverage level might be updated in one system but not in another, or a dependent’s birth date might be recorded differently between the HR database and the insurer’s records. Cleartrack HR’s data services regularly compare and reconcile these data sources, flagging any discrepancies. When discrepancies are found, Cleartrack HR investigates and corrects them by updating the records or communicating with the appropriate party (e.g., notifying a carrier of a change that was missed). This thorough reconciliation process prevents a host of problems: it avoids coverage gaps (ensuring no employee is left unenrolled due to a data error), prevents incorrect payroll deductions or billing issues, and maintains alignment for critical reporting such as ACA compliance reports. By entrusting data reconciliation to Cleartrack HR, HR executives can be confident that the information driving their benefits decisions and obligations is accurate and up-to-date. This service not only mitigates the risk of costly errors or compliance issues, but it also saves your HR team the time of manually cross-checking records, allowing them to focus on strategic initiatives rather than data cleanup.

Electronic File Feed services, often referred to as EDI (Electronic Data Interchange) services, involve setting up automated, secure data transmissions between your company’s HR/benefits systems and your insurance carriers or vendors. Instead of HR staff having to manually enter benefit enrollment changes on multiple carrier websites or send spreadsheets back and forth, Cleartrack HR’s EDI service creates a seamless digital pipeline for this information.

When you add a new hire’s benefits, update an existing employee’s coverage, or remove someone who left the company, those changes are captured in your HR or benefits administration system. Cleartrack HR then ensures that an EDI file (in a standardized format such as an 834 enrollment file) is generated and sent to each relevant insurance carrier or third-party administrator on a scheduled basis (for example, nightly or weekly). The carriers receive these electronic updates and automatically apply the changes to their systems.

The benefits of this for your HR team are significant:

• Time and Labor Savings: You no longer need to log into multiple systems or fill out separate forms for each carrier whenever an employee’s benefits change. The EDI feeds handle this distribution of data automatically, greatly reducing manual workload.
• Improved Accuracy: Automated file feeds eliminate the human data-entry errors that can occur when information is entered by hand. This means fewer mistakes like misspelled names, incorrect coverage effective dates, or missed terminations. With Cleartrack HR managing the file configurations and transmissions, you can trust that the data sent is consistent and correct each time.
• Timely Updates: EDI ensures that carriers are informed of changes promptly. Employees who make benefit elections or changes will see their information updated with the insurer quickly, which helps prevent issues like ID cards not being issued or claims being denied due to enrollment delays. This improves the employee experience and trust in the HR process.
• Compliance and Security: Cleartrack HR’s EDI service uses secure protocols to transfer sensitive personal and health plan information, maintaining confidentiality and meeting privacy standards like HIPAA. Moreover, timely and documented data exchange helps with compliance in areas such as ACA reporting, where having synchronized data across systems is crucial.
• Integration Expertise: Setting up EDI feeds can be technically complex, involving mapping data fields and testing with carriers. Cleartrack HR brings expertise in working with various carrier file requirements and handles the technical coordination. This means your HR team doesn’t have to become IT experts in EDI – Cleartrack HR will implement and monitor these integrations, and troubleshoot any transmission issues that arise.

In summary, Cleartrack HR’s electronic file feed services automate the flow of benefits data between your organization and insurance providers. This leads to fewer errors, less administrative effort, faster updates, and more reliable benefits administration. It allows HR and benefits teams to operate more efficiently, knowing that enrollment information is being communicated accurately and on schedule.

Cleartrack HR’s Medicare/Medicaid consulting services provide expert guidance to employers on navigating these government healthcare programs in relation to their employee benefits. As employees approach Medicare eligibility or consider Medicaid, the rules and decisions can become complex for both the individual and the employer. Cleartrack HR assists by advising how to coordinate your company’s health benefits with Medicare or Medicaid for those eligible, ensuring that both the employee and the organization make the best choices.

For example, Cleartrack HR can guide employees who are nearing age 65 (or otherwise eligible for Medicare) on understanding how Medicare works with their employer-sponsored coverage, helping them transition smoothly without coverage gaps or penalties. They help your HR team remain compliant with requirements such as Medicare Secondary Payer laws – which dictate when your group health plan pays first versus Medicare – and with providing any necessary notices (like informing retirees about Medicare Part D creditable coverage status). In the case of Medicaid, if any employees or dependents qualify for Medicaid benefits, Cleartrack HR can advise on how that might impact their enrollment in the employer plan and what steps the company should take to remain compliant with applicable regulations.

By leveraging this consulting service, employers can often reduce costs or avoid future cost increases. For instance, employees who choose Medicare at the appropriate time may lower the claims cost on the employer’s plan, and proper COBRA vs. Medicare coordination can prevent unnecessary expenses. More importantly, Cleartrack HR’s guidance ensures that your company isn’t inadvertently violating any rules when employees have dual eligibility for private and public programs. Employees, in turn, receive personalized support in making informed decisions about their healthcare as they navigate Medicare or Medicaid options, which improves their experience and confidence. In short, Cleartrack HR’s Medicare/Medicaid consulting helps your organization handle these specialized situations correctly, aligning benefit decisions with regulatory requirements and the best interests of both the company and the employee.

Cleartrack HR’s services are designed not only to assist HR departments, but also to enhance the experience for employees when it comes to their benefits. By improving accuracy and efficiency in benefits administration, employees encounter fewer issues and confusion, leading to greater satisfaction. For example, with professional benefit administration support, employees receive timely and clear communications about enrollment and changes, so they know exactly what to do during open enrollment or when they have a life event. The dependent verification process via the Clearify platform is straightforward and private – employees can easily submit their documents online and trust that their personal information is handled securely, rather than dealing with cumbersome paper processes or repeated HR follow-ups.

When it comes to utilizing benefits, the Driven125 platform significantly improves convenience. Employees can manage their FSA or HSA accounts through an easy online portal and mobile app, checking balances or submitting claims at any time. This modern, self-service approach means employees are more likely to understand and use these benefits to their advantage, increasing the perceived value of their total rewards package. Additionally, Cleartrack HR offers strong customer support (including a benefits call center and dedicated support teams) to assist employees with any questions or issues. If an employee is unsure about a benefit enrollment, a claim, or a policy, they have experts available to help them quickly, which reduces frustration and wait times compared to a busy HR department handling everything alone.

Overall, the impact on employee experience is very positive: fewer errors in their benefit enrollments, better communication, easier access to benefit information and tools, and the assurance that professionals are managing the process. Employees feel supported and informed about their benefits, which can lead to higher appreciation of the benefits provided and improved morale. For HR executives and benefit leaders, this means a more engaged workforce and a smoother relationship between HR and employees regarding benefits.

Cleartrack HR provides extensive support to ensure a smooth implementation of their services and to maintain success over the long term. When you decide to work with Cleartrack HR, they assign a dedicated implementation team (often including a project manager and specialists for each service) to guide your organization through the onboarding process. During this phase, Cleartrack HR works closely with your HR and benefits staff to configure each service to your needs. This includes coordinating with your insurance carriers and vendors, setting up necessary data integrations and EDI file feeds, and gathering all required information (for example, an export of your employee and dependent data to initialize the Clearify dependent audit or setting up plan details for benefit enrollment and Driven125 accounts). The implementation team will create a detailed project plan aligning with your timelines (such as open enrollment dates or renewal deadlines) and manage each step to stay on schedule. They also conduct thorough testing – for instance, sending test enrollment files to carriers and validating reports – to make sure everything is working correctly before going live.

Cleartrack HR doesn’t stop at technical setup; they also assist in change management and communication. They can help prepare announcements or informative materials to introduce new processes to your employees, like instructions for using the Clearify portal or accessing the Driven125 mobile app. If training sessions or demos are needed for your HR team or the employee population, Cleartrack HR will support those as well, ensuring everyone is comfortable with the new tools and services.
After the initial implementation is complete and the services are launched, Cleartrack HR provides ongoing support and partnership. You will have access to a dedicated account manager or client service representative who understands your company’s benefits and can address any concerns that arise. Cleartrack HR’s support team remains available to handle day-to-day questions – whether it’s an employee needing help with a claim or your HR staff needing clarification on a report. They also provide regular reporting and check-ins, so you can review key metrics such as cost savings from dependent audits, utilization of FSAs/HSAs, or any identified billing discrepancies. If your company undergoes changes (like adding a new benefit plan, or merging with another organization), Cleartrack HR will assist with updating and reconfiguring the services as necessary.

In summary, Cleartrack HR offers full-service support at every stage: a well-structured implementation process with expert guidance, comprehensive employee and HR onboarding assistance, and continued attentive service after go-live. This means you are never left alone to figure things out – Cleartrack HR’s team is there to ensure that their solutions deliver value continuously and that any issues are resolved promptly. This hands-on support gives HR executives peace of mind and confidence that their benefits administration is in good hands from day one and beyond.