NIHCA’s role as an administrator is to collect from each Fitness Facility (“club”) the workout data (i.e. attendance records) of all eligible members, transmit that information to the Insurance/Employer partner group (“Health Plan”) and credit each eligible member’s bank account with the member’s fitness rewards (“Reward”). NIHCA will disburse the Reward via an electronic funds transfer utilizing the Automated Clearing House (“ACH”) network. Please note, a Reward will not be credited to Club members who belong to Health Plans that provide reimbursement via an alternative award program.

• Confirm that Enrollment Forms are completed in full
• Help with the member enrollment data via My Fitness Rewards
• Submit to NIHCA through My Fitness Rewards each month the accurate workout data of your enrolled members no later than the 8th calendar day of the month by midnight. NIHCA Rules and Best Practices
• Record Club’s assigned Client ID number (ES#####) that is assigned by NIHCA for easy reference.
• Review any members in Invalid Banking Status and promptly help to correct the banking on those members.
• Keep your member profiles in My Fitness Rewards up to date. I.E. If Karen cancels from your facility, then make sure Karen’s Member Status changed to “Cancelled” in My Fitness Rewards as well.

On or about the 1st calendar day of each month, each club is required to report how many workout entries each eligible member received at the club for the previous completed month. I.E. January workouts should be submitted on or before February 8th for each member. It is important to report the total actual number of days per month; one workout per day should be counted per eligible member. Workout data must be submitted by the end of the day on the 8th calendar day of the month (i.e. 11:59 CST)

• Log in to My Fitness Rewards and enter each member’s monthly workout counts via the Workout tab
• Clubs may choose to upload a data file from their club software into My Fitness Rewards via the Workout tab (Clubs must follow the upload instructions)

After NIHCA receives member workout data and insurance/employer partner request files have been generated, an Activity Report will be available utilizing the Reimbursement History Report detailing the data that NIHCA has submitted to the Health Plan for validation. You may also review this information under the Workouts tab. Contact NIHCA immediately if there are any questions regarding the accuracy of data.

NIHCA will receive the Reward or Reimbursement directly from the Health Plan after the workout data has been reviewed and each member’s eligibility has been validated by the Health Plan; this process usually takes up to 10 days. Upon receipt of the Rewards or Reimbursements, NIHCA will create a Reimbursement Report detailing all successful transactions as well as any transactions that were rejected; these reports will be available under Reports in My Fitness Rewards. NIHCA will disburse the reimbursement by initiating an electronic funds transfer for settlement utilizing the ACH network.

If an enrolled member’s banking or insurance information changes (e.g. new bank account or new employer), it is the member’s responsibility to ensure the information is properly updated.

To cancel a member’s enrollment in the program, log in to My Fitness Rewards and change the member status to cancelled AFTER the member’s last reimbursement has been paid out. I.E. Member cancels their membership April 30th. You may submit April workouts on the May file; once the member gets paid out at the end of May, then you can change their Member Status to cancelled.

If the transaction to credit a member’s bank account is returned to NIHCA for any reason (i.e. member changed their bank account or member closed their account), NIHCA will change the member status to invalid banking. It is the Club’s responsibility to contact the member(s) who have a status of invalid banking. If a change occurs to a member’s banking information, the member’s account information must be updated. Once new banking information has been updated in My Fitness Rewards, the transaction(s) will be reinstated.

All reports are available 24/7 in My Fitness Rewards under the Reports tab.

A Barcode Report is a listing of each member’s barcode by status. Use this report as a worksheet to aid in the computation of monthly member workouts. Once this barcode report reflects your eligible member’s monthly workout counts per barcode, this report can be uploaded (via the workout files tab) to My Fitness Rewards. (Clubs must follow the upload instructions)

Clubs will receive an automated email on or about the 5th of each month with the details of the previous monthly workouts processed.

Description – Details the following two types of Fitness Rewards transactions:

• Successful transactions that are scheduled for settlement
• Transactions that were rejected or resulted in an error

Note – All successful transactions will be detailed with the member’s name or ID, the dollar amount to be deposited, and the deposit date. Transactions that with the member’s name or ID and the reason(s) for the rejection.