Duke Unique IDs replace Social Security numbers (SSN)
as your identifier with WageWorks. If asked or prompted to
provide the last 4 digits of your SSN, provide the last 4 digits of your Duke
Unique ID. If you
do not know or are unsure of your Duke Unique ID, you can look it up
here.
Some expenses are easier to pay for first, and then get reimbursed. For example:
- When your provider requires you to pay before you receive the product or service. Pay for the service as required, and then file your claim after you have received the service.
- The expense is listed as a "Maybe" in the
What's Covered list, meaning it requires additional information to get approved.
- You receive a bill from your provider after your health plan pays and your portion is less than $20.
How to File a Health Care Claim
Health Care Pay Me Back (Paper claim form)
WageWorks claim filing service is called Health Care Pay Me Back. Through the Health Care Pay Me Back service, you can get reimbursed from
your Health Care Reimbursement Account for eligible products and services you
pay for out of pocket.
How to Use Pay Me Back
- Pay for your eligible products and services as you usually do and save your detailed receipt.
- Complete a Health Care Pay Me Back form.
- Fax your form and appropriate proof of expense to 1-877-353-9236.
- Or, mail your form and photocopies of your proof of expense to:
Claims Administrator
PO Box 14053
Lexington, KY 40511
- Check your claims status online anytime by logging on to your personal account (NetID and password required)
- All claims (including resubmissions) must be received no later than April 15, 2008 (your Claim It by date) displayed on your monthly statement to be eligible for reimbursement.
- No claims to file; no need to get reimbursed
- Works like a bill pay service
- Deducts automatically from your Health Care Reimbursement Account
- Most convenient way to pay for most recurring eligible health care services
- Regularly scheduled payments for eligible services such as orthodontic or chiropractic care
- When your doctor or dentist bills you for the amount not covered by your health plan
- To pay an invoice for an eligible service you already received and that expense requires only basic proof of service (see below for Proof of Expense information)
- When you need to make a payment of $20 or more
Health Care Pay My Provider (Online payment)
Pay your providers directly from your Health Care Reimbursement Account
using Health Care Pay My Provider, an optional way of getting reimbursement.
How to Use Pay My Provider
- Log on to Your Personal Account and enter your Duke NetID and password*
- Click on the "Health Care" tab
- Click "Request Pay My Provider"
- Confirm or enter your contact information
- Enter your provider information
- Enter patient information
- Enter your payment amount
- WageWorks will make the requested payment from your account and mail it directly to your provider
- WageWorks will send you an email each time a requested payment is made
Health Care Proof of Expense
You can pay for eligible expenses that require BASIC proof using Pay My Provider
or Pay Me Back. For expenses requiring more than BASIC proof (those identified
as "Maybe" in the list of eligible expenses), you will need to use an alternate
payment method and then file a Pay Me Back claim - along with the required
additional information - to get reimbursed.
BASIC (documentation which must be submitted with all claims)
You must provide proof for each expense listed on your Pay Me Back claim
form. Your proof should be appropriate for the type of expense:
- Pharmacy receipt for prescriptions and other pharmacy purchases
- Doctor's receipt for office visit
- Explanation of Benefits (EOB) from your insurance or health plan, for covered medical and dental expenses
- Bill or invoice from doctor or dentist for expenses not covered by your insurance or health plan
- Payment contract, monthly payment coupon or statement from your orthodontist
- Receipt from your optometrist or other medical service provider
BASIC + (documentation required for all claims listed as "Maybe"
In addition to the above documentation, a written statement from your
provider is required for covered services listed as "Maybe" on the
What's Covered page.
The written statement must indicate the diagnosis and the medical necessity
of the product or service.
Grace Period
You have a grace period -- ending on April 15
-- to submit paperwork for expenses incurred
during the previous calendar year. For example,
if you incurred eligible expenses one year,
you would have until April 15 of the following
year to submit your claim. After April 15,
you forfeit any money that was contributed
the previous year and was left in your
reimbursement accounts. Although you have
until April 15 to submit your claims, only
expenses from the previous calendar year --
Jan. 1 through Dec. 31 -- are eligible for
reimbursement. As an additional reminder, you
must be a participant in the plan during the
time period when the expenses are incurred in
order to claim them for reimbursement.
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