Managing Your Group Health Policy
Buying a group policy is one day of work; running it is every month. The job is a short, repeatable loop — reconcile your roster, raise endorsements to add and remove employees, keep the CD balance funded, and confirm cover before anyone claims. Do it against a single dashboard synced to your HRMS and the admin burden all but disappears. This guide is the operating playbook.
Last updated 07-Jul-2026 · General guidance for HR administrators
The monthly operating rhythm
A group policy is issued once, but the workforce underneath it changes every month. Managing it well is less about insurance expertise and more about a disciplined monthly loop. Four moves, repeated, keep the cover accurate and the surprises out.
Reconcile your roster
Every month your headcount moves — people join, people leave, dependents change. The first job is to line up your HRMS roster against the members currently on the policy so you know exactly who to add and who to delete before the insurer’s cut-off.
Raise endorsements for the changes
Each addition and deletion is recorded on an endorsement — the formal amendment that writes the change back into the live contract. Until an endorsement is issued, a new joiner is not actually on cover, however long ago you hired them.
Keep the CD balance funded
Mid-term additions draw pro-rata premium from your cash-deposit (CD) float the moment they are endorsed. If that balance runs dry, additions stall — so topping it up is part of the monthly rhythm, not an afterthought.
Confirm cover before it is needed
The cost of a missed step only shows up at the hospital desk. Verifying that endorsements were issued and e-cards updated — before anyone claims — is what turns a policy on paper into a benefit your team can actually use.
How to add or remove an employee (mid-term endorsements)
Adding a joiner or removing a leaver mid-year is done through an endorsement — the formal amendment that records the change on the live policy. Here is the exact sequence HR follows, start to finish.
Collect the month’s additions and deletions
Pull the list of employees who joined and exited since your last submission, with dependents and dates. On the TeamSure dashboard this is your member roster; keep it aligned to your HRMS so nobody is missed.
Raise the endorsement in TeamSure
Enter or upload the member details — name, date of birth, relationship, joining or exit date — for each addition and deletion. The dashboard packages these into an addition endorsement and a deletion endorsement for the insurer.
Check the CD balance covers the additions
Each new joiner draws a pro-rata premium for the days left in the policy year. Confirm your CD (cash deposit) balance is high enough to fund the batch; if it is low, top it up before you submit so nothing is held back.
Submit before the insurer’s monthly cut-off
Insurers apply a cut-off — commonly the 15th of the month — for the previous month’s changes, then process the endorsement within roughly 15 to 30 days. Submitting on time is what prevents a genuine new-joiner claim from being disputed.
Verify the issued endorsement and updated e-cards
Once the insurer issues the endorsement, check that added members appear on the live policy and their health e-cards are generated, and that deleted members are removed and their unused pro-rata premium refunded to the CD balance.
Deletions of exiting employees are raised the same way. Report both promptly — an unreported joiner risks an uncovered claim, and an unreported leaver keeps you paying for cover you no longer need.
The one-line version
Hiring someone in your HRMS does not cover them — only an issued endorsement does.
Managing your CD (cash deposit) balance
The CD balance is the advance float the insurer draws premium and mid-term adjustments from. It is the quiet engine of policy servicing — and when it stalls, everything downstream stalls with it.
It funds every mid-term change
The CD balance is an advance float the insurer draws against for additions and servicing across the year. Adding an employee at, say, a ₹4,000 pro-rata premium deducts ₹4,000 the instant the endorsement is issued.
A low balance stalls additions
When the float drops below the insurer’s threshold, new joiners may not get added and endorsements are held until you replenish it. A depleted CD account is the single most common reason a real mid-term addition fails to reflect before a claim.
Size it to your hiring rate
A fast-hiring team should hold more, because every joiner’s pro-rata premium is drawn on endorsement. Watch the low-balance alerts and top up in time; the deposit earns no interest, so hold enough to cover a few weeks of expected activity plus a buffer, not idle cash.
It reconciles both ways
Deletions refund unused pro-rata premium back into the balance during the year, and any credit left at expiry is refunded or adjusted against renewal. The CD ledger, kept clean, is your running record of what cover actually cost.
For large or high-value claims, some programmes also hold a corporate buffer — a shared top-up pool that sits above individual sums insured. And where a claim is scaled back because a member was treated in a room above their eligible category, that reduction is a proportionate deduction — worth understanding before you field the question from an employee.
Syncing the policy with your HRMS / HRIS
Most endorsement pain traces back to two records that disagree — the HR system and the insurer’s policy. Keep them in step and the monthly loop runs almost on autopilot.
Make the HRMS the source of truth
Your HRIS already holds every joiner, exit and dependent change with dates. Treat it as the master record and drive the policy roster from it, rather than maintaining a second spreadsheet that quietly drifts out of sync.
Run a monthly reconciliation
Once a month, compare active employees in the HRMS against members on the policy. The gaps are your add and delete list. This one habit catches the two failure modes that hurt: joiners never added, and leavers never removed.
Map fields once, cleanly
Additions fail on dirty data — a missing date of birth, a mismatched name, an unrecorded dependent. Align your HRMS fields to what the insurer needs so each endorsement goes through first time instead of bouncing back for correction.
Close the loop back to HR
When an endorsement is issued and an e-card generated, that status should be visible to the HR team running onboarding — so a new hire’s health benefit is confirmed alongside their laptop and email, not weeks later.
New-joiner and exit workflows
When someone joins: capture their details and dependents in the HRMS on day one, add them to the policy roster, confirm the CD balance covers the pro-rata premium, and raise the addition endorsement. Once issued, their cashless health e-card is generated and the benefit is live — ideally confirmed in the same onboarding checklist as their laptop and email, so the new hire knows they are covered from the start.
When someone exits: raise the deletion endorsement effective from the exit date or month-end, so cover ends cleanly and the unused pro-rata premium refunds to your CD balance. Handle dependents in the same action, and note any member who wants to port to an individual policy — a courtesy that costs you nothing and lands well on the way out.
Who helps when a claim is stuck
The moment that defines a benefit is not the sale — it is the day an employee is in a hospital bed and the cashless claim is not moving. Knowing the escalation path in advance is what keeps that moment from becoming a crisis on your desk.
The first port of call is not the hospital billing counter. On Onsurity, the Good Doctors claims concierge — staffed by real doctors — engages the third-party administrator and insurer directly on pre-authorisation and discharge delays, so the member is not left arguing clinical detail with a billing clerk. HR can watch the claim’s status on the TeamSure dashboard and push it up the chain if it stalls.
Keep a simple internal escalation ladder: employee → Onsurity Super App and Good Doctors concierge → HR admin → your account manager. Most stuck claims turn on a missing document or an unprocessed endorsement, both of which resolve fast once the right person is looking at them.
Make the health benefit part of onboarding
The monthly rhythm only works when the two records agree — your HRMS and the insurer’s policy. Drive every addition and deletion from a clean HRIS export, reconcile once a month, and the endorsements go through first time instead of bouncing back for correction.
Close the loop back to HR so a new hire’s cover is confirmed alongside their laptop and email — not weeks later, and never for the first time at a hospital desk.
How Onsurity runs this for you
Everything above lives in one place. The TeamSure dashboard holds your member roster, endorsements, CD balance and claim status, so the monthly loop is a few minutes of reconciliation rather than an email thread with a broker. Additions and deletions are raised in the dashboard and flow to the insurer; low-balance alerts tell you when to top up the CD account before servicing pauses.
Employees carry their cover in the Onsurity Super App — health e-card, policy details, network hospitals and doctor teleconsults, all on the phone. Cover runs on a monthly subscription, so spend flexes as your headcount does, and settlement is cashless at 10,000+ network hospitals. The result is an insurance programme that behaves like software: current, visible and low-maintenance.
Frequently asked questions
How quickly can I add a new employee to the group policy?
As fast as you raise and the insurer issues the endorsement. Enter the joiner on the TeamSure dashboard, ensure the CD balance covers their pro-rata premium, and submit before the monthly cut-off. On plans with Day-1 cover there is no fresh waiting period, but the person is only genuinely covered once the addition endorsement is issued — cover does not backdate itself informally.
What happens to cover the day an employee resigns?
The exiting employee and their dependents are deleted from the policy, effective from the exit date or the last day of that month at the insurer’s option, once you raise the deletion endorsement. Their unused pro-rata premium is refunded into the CD balance. Until you report the exit, you are still funding cover for someone who has left.
How do I keep my HRMS and the insurer’s records in sync?
Treat the HRMS as the single source of truth and reconcile it against the policy roster once a month. The differences are your additions and deletions. Driving endorsements from a clean HRIS export — rather than a separate spreadsheet — is what stops joiners going uncovered and leavers staying on the bill.
Why did a new joiner’s claim get rejected even though I hired them?
Almost always because the addition endorsement was never issued before the claim. Hiring someone in your HRMS does not put them on the insurer’s policy; only an issued endorsement does. A depleted CD balance, a missed monthly cut-off, or dirty member data are the usual reasons an addition stalls — which is why verifying cover before it is needed matters.
Who do I escalate to when a cashless claim is stuck at the hospital?
Start with the concierge, not the hospital billing desk. On Onsurity, the Good Doctors claims team — real doctors — steps in on pre-authorisation and discharge delays, liaising with the third-party administrator and insurer on the member’s behalf. HR can track the claim’s status on the TeamSure dashboard and raise it directly if it is not moving.
How much CD balance should I keep?
Enough to cover a few weeks of expected additions plus a buffer. Every joiner’s pro-rata premium is drawn the moment they are endorsed, so a fast-hiring team needs a larger float. Watch the insurer’s low-balance alerts and top up before the threshold, so servicing never pauses mid-month.
Want a policy that is this easy to run?
Get a group health quote and see how the TeamSure dashboard and Onsurity Super App turn monthly administration — endorsements, CD balance, claims — into a few minutes of work.
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