hroffice user conference 2005 manage your next open enrollment online! dwight matheny vp of...

HROFFICE USER CONFERENCE 2005

Manage your next open enrollment ONLINE!

Dwight MathenyVP of Development

Ascentis Corporation


The Founding Vision….

BenefitPlan

Setup

EmployeeData

Reconciliation &

Remittance

HIPAA 834 Enrollment Transaction

HR & Benefits Enrollment Database

Broker/Consultant• Enrollment Inquiry• Data Analysis• Census Reporting

Data Approval

Employees

HR/Benefit Managers

Carrier/TPA


HROffice Provides the Tools You Need

• Enrollment with HROffice Self-Service• Full status reporting• Email reminders via the Employee

Correspondence Wizard or HROffice Alerts

• Approvals• Carrier Connect• Payroll Connect


Enrollment with HROffice Self-Service

• Open Enrollment– How to set it up– Plan Comparisons

• New Hire Enrollment• Life Events (Change Enrollment)

– Events or change reasons

• Advanced Customization… tips and tricks



• How do you setup Open Enrollment?– Follow the steps in the topic Benefits

Administration with HROffice Self-Service

• Let’s do it



• How do you setup Plan Comparisons?

• Let’s do it



• New Hire Enrollment• 120 day rule for New Hires• 1 year eligibility look forward period• Let’s do it



• Life Events Enrollment (a.k.a. Change Enrollment)– Select the plan types where you allow

changes– Select your change reasons for your

plan types



• Advanced customization… tips and tricks

• Configurable and customizable to meet your needs- (se habla HTML?)

• Demo


Full status reporting

• What’s one of the toughest parts of Open Enrollment? Getting employees to do it!

• Demonstration


Email Reminders

• Using the Employee Correspondence Wizard to remind (harass) employees to finish their Open Enrollment

• Demonstration


Approvals

• Best time to approve is after the Open Enrollment effective date


Connect To Your Carriers!

• Get rid of the paper shuffle• Eliminate errors• Increase your productivity

• It’s tough to do on your own!


Connecting is to Carriers is difficult…

• Stage 1: negotiate with carrier• Stage 2: get the right technology in place (FTP,

PGP, VPN etc). Make sure you comply with HIPAA Privacy and Security

• Stage 3: Review the carrier’s companion guide• Stage 4: Code the 834 file• Stage 5: Testing, testing, testing• Stage 6: Deploy• Stage 7: Start over again when CFO decides to

switch carriers


But Carrier Connect makes it easy!

• Ascentis handles all stages• Your installation of HROffice sends

the data to the Ascentis Clearinghouse, and Ascentis handles it from there


Carrier Connect: real world examples• Life: transmission to carrier was rejected.

– Turns out the required paperwork was never completed and the policy was not in force. Huge liability!

• Medical: 10.9% error rate– 3 employees were not enrolled, and 9 ex-employees were still

enrolled; resulting in overpayment and non-coverage for eligible employees

• Medical: 600 employee group– 16 managers were in the wrong plan (class I instead of class II)– 3 employees had the wrong social security number. For one of

them carrier created two records and charged a double premium.

– 1 employee was enrolled in a medical plan for a year past her termination date.

– Many names were wrong; particularly, particularly hyphenated names and names with apostrophes

• Dental: 125 employee group– Two terminated employees were still covered– Two social security numbers were wrong– 55 people had differences in the first name or birth date


Payroll Connect: the last mile

• Payroll Connect will transfer the new benefit deductions to your payroll system


Conclusion

• Manage your next Open Enrollment online!


Thanks for attending!

hroffice user conference 2005 manage your next open enrollment online! dwight matheny vp of...

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