Contract expirations do not always align with your procedure schedule. Here is what your team needs to know and do depending on where each case stands.
Cases already in your queue when the contract expires
Cases submitted before the expiration date that are already in Review Delivery Order status are generally not affected — the pricing that was active at the time of submission stands. Your team can review and approve those normally.
Cases submitted after the expiration date
These may show items flagged as not on contract, or display pricing that no longer reflects an active agreement. Do not approve these until you know whether the contract is being renewed or not — the right next step depends on which situation applies.
If the contract has expired and is not being renewed
If the contract has expired and will not be renewed, items previously covered under that agreement will now show as not on contract in Helia. This is expected behavior — Helia is reflecting the current state of the agreement.
Cases should be submitted following your health system's not-on-contract policy. The rep will see the not-on-contract flag when adding those items and should follow the pricing policy displayed in the app at the time of submission.
Reject any pending cases back to the rep with a clear comment explaining that the contract is no longer active and they should resubmit following the not-on-contract policy — for example: "The contract for this item is no longer active. Please resubmit following the not-on-contract policy for this facility."
If a contract renewal is in progress
Pricing in Helia reflects what was last verified and agreed upon by both parties — it cannot be updated by either side alone. To get updated pricing loaded, your health system's corporate contracting team and the supplier's corporate team both need to submit confirmed documentation to Helia. Our team will then compare the two, resolve any discrepancies, and load the updated pricing once both sides have confirmed.
The best thing your team can do to move this along is confirm with your corporate contracting team that they have sent the updated documentation to Helia. That is the step that most often causes delays.
Reject the case back to the rep with a clear comment in the meantime — for example:
"The contract for this item appears to have expired. Please have your corporate team confirm the renewal status and resubmit once updated pricing has been confirmed in Helia."
Once updated pricing is confirmed live
The rep will need to delete and re-add any affected items before resubmitting so the updated pricing populates correctly. If you want to let the rep know what to expect, include that in your activity feed comment when you reject the case.
Note: This article covers situations where a contract has expired and renewal is in progress or not being renewed. If you are seeing pricing that looks incorrect on an active contract, that is a different scenario — see "What do I do if pricing in Helia doesn't match our contract?" for guidance.
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