MHQ Functionality and MHQ Forms

This guide will walk you through the steps to create a Request for Proposal (RFP), upload census information, complete group details, and manage member-level data using the Medical Health Questionnaire (MHQ) functionality.

Overview

The PHQ feature streamlines the RFP process by allowing member-level health information to be collected securely and efficiently. Instead of relying solely on census files, you can send PHQ forms directly to members, track their progress, and manage responses in one place.

This functionality ensures:

• Faster, more accurate data collection.

• Less manual back-and-forth with members.

• Better visibility into the status of each PHQ submission.

By following the steps below, you’ll set up your RFP, invite members to complete their PHQ forms, and prepare the information you need for quoting.

Step 1: Create a New RFP

From your dashboard, click Start RFP.  

For Methodology, choose PHQ. 

In uploading your group or census data, use Smart Extractor™ to import details from your file, or select Enter Data Manually.

If you’d like to bulk upload member data, you can download the census template from DataHub and fill in all required fields. Ensure that the Email column is present and filled in for all members. Without this, MHQ forms cannot be sent.

Assign an Agent from the dropdown list.

Upload your census file.

Click Next – Group Info.

Step 2: Enter Group Information

On the Group Information page, this will auto populate if you used Smart Extractor, if not, manually provide all relevant information on each field. 

Once complete, click Next – Census Info.

Step 3: Review Census Information

On the Census Info page, you can:

Add Members individually.

Upload Census to add additional members.

Send PHQ Emails directly to members so they can provide their own information.

Download all RFPs in one single click.

Step 4: MHQ Status and Emails

PHQ statuses track where each member is in the process:

Pending → Members are awaiting the MHQ email. You can only send emails in this status.

In Progress → A member has started completing their MHQ form.

Completed → The MHQ form has been submitted.

Note: PHQ statuses cannot be reopened once they are In Progress or Completed. Emails can only be sent when the status is Pending.

Step 5: Copy and Share the MHQ Link 

At the bottom of the group record, you’ll see a Health Application link.

• Click “Click here to copy health application link.”

• This link can be sent directly to members or brokers if they prefer accessing the MHQ that way instead of by email.

• As they click on the link, they are directed to the MHQ registration or login page. 

Always inform members to click “Sign Up” and proceed with the process. 
Once done, it will take them to the application and start filling out all the details required. 

Step 6: MHQ Emails

If by email, click on “Send MHQ Email” button:

You will be redirected to a pop up where a template is ready - this can be edited before it can be sent. Once clicking the “Send Email” button, you will also be able to see a Preview before it sends. 

Members will then receive an email with a link to begin their MHQ - that looks like the one below: 

Note: As of the moment, only members will receive the email.

Step 7: Edit Member Details

To update a member’s information:

Click the three dots (⋮) under the Action column.

Select Edit.

Update details such as name, date of birth, email, coverage type, COBRA status, or job title.

Click Save.

Step 8: Download MHQ Information

You can export PHQ data for all members at once:

Click the Download button in the top right.

Select All MHQ to download all records into a single file.

Step 9: Member Receives MHQ Email and Opens the Form

Once the MHQ invitation is sent, the member will receive an email that includes a secure link to access the MHQ form.

• Action Required:
   The member should click on the link in the email.
   This will route them to the MHQ registration/login page.

? Instruct members to click “Sign Up” if they are new, or Log In if they’ve registered before.

Step 10: Member Completes the MHQ Form

After logging in, the member is directed to the MHQ form.

They will complete the following sections:

Once the form is fully filled out, the member should click the “Sign & Submit” button.

Step 11: Confirmation of Submission

After submitting the form, the member will see a confirmation message:

This confirms the form has been transmitted successfully.

Step 12: PHQ Status Updates to “Completed”

As the administrator or broker:

• Go back to the Census Info tab in the RFP.
  
  

• You will now see that the member’s MHQ status has changed to “Completed”.

This confirms that the member has finalized their part of the submission, and their data is now available for download and review.