Student Medicover Insurance Enrollment Procedures

1. Download and complete the “UCSF Student Medicover Enrollment Form” spreadsheet (updated 26 Jan 2023)
   1. Please be sure to come back to this link when you initiate a new APM case to ensure you are using the most updated version of the Excel file. In other words, do not use a previously downloaded version. Always use the link above to view the latest version of the file.
2. Ensure all fields on the enrollment worksheet are complete for each insured member.
3. Save file and email to [email protected]. (ensure you're sending the correct Excel file to the correct insurer as there is a different file for PSI)
4. Confirmation email will be sent to your UCSF email within 24 hours with the premium due.
5. Pricing estimates can also be obtained by modeling a quote at: https://smcovered.com/.

1. Login to BearBuy (or access via MyAccess).
2. Create a requisition by going to the “Frequently Used Forms” section, “Non-Catalog” (view screenshot).
3. Enter: (view screenshot)
   • Supplier = “Student Medicover CO LLC”
   • Product Description = Health Insurance
   • Price = As quoted from Student Medicover
   • Commodity Code = “00326 – Insurance/Finance Svcs-50734"
   • Quantity = 1
   • Quantity per Unit of Measure = 1 each
   • If the supplier has access to Protected Health Information (PHI), select HIPAA. Otherwise select NO. = HIPAA
   • Answer/respond to the “Conflict of Interest” statement
   • Price Reasonableness & Source Selection = Not Required
   • At top right screen, where you see “Add and go to Cart”, press “Go”
4. If your access in BearBuy is as a “Requestor” choose ‘Proceed to Checkout” and enter the Procurement Dept Code, Accounting Codes, and Shipping Address. Click the pencil icon next to each section to make edits.
5. If your access in BearBuy is as a “Shopper” you will need to assign your cart to a “Requestor” so the Procurement Dept Code, Accounting Codes, and Shipping Address can be entered on your behalf.
6. After the order is placed in BearBuy, the requisition will route for approval. The approvals workflow is viewable in the right side of the requisition.
7. Once the order is fully approved, the purchase order (PO) will be generated and sent to the supplier immediately.
8. Training for BearBuy is available at: https://supplychain.ucsf.edu/bearbuy-training.

1. Student Medicover has enrolled in Transcepta, the electronic invoicing standard at UCSF.
2. Once coverage is activated, Student Medicover will upload the invoice via the Transcepta site.
3. Transcepta automatically converts invoices into an electronic format that is sent directly to BearBuy. The invoices will create vouchers on BearBuy purchase orders (PO) to be paid.   

Yes, the department contact will receive an email within 24 hours.

Yes, Student Medicover can help to modify the start date any time before the coverage starts. The department contact can email Student Medicover at [email protected] directly to request a coverage modification. Information including name, DOB, and new coverage date are needed.

A full refund will be provided if the insured withdraws from the program and a request is sent to [email protected] within 14 days of the official withdrawal decision. The department contact can email Student Medicover at [email protected] directly to request a cancellation. Information including name, DOB, and the reason for refund are needed. Student Medicover will review and issue a refund in 2 to 3 business days.