how to automate - ascentis · how to automate . open enrollment. introduction: how open enrollment...

A paperless process saves time, eliminates errors and increases employee satisfaction.

HOW TO AUTOMATE OPEN ENROLLMENT

Introduction: How Open Enrollment Can Affect Employees’ Perception of the HR Department Chapter 1: A Successful Open Enrollment Period Chapter 2: Problems with Paper & the Paperless Trend Chapter 3: Automating Open Enrollment Chapter 4: Benefits of Online Enrollment Chapter 5: PPACA Compliance During Enrollment Chapter 6: Carrier Connectivity, the PPACA and HIPAA Chapter 7: Choosing the Right Online Open Enrollment Solution Chapter 8: Ascentis Pioneered the Automation of Open Enrollment Chapter 9: Ascentis Manages PPACA Compliance During Open Enrollment

TABLE OF CONTENTS

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When effective communication is lacking, employee benefit selections can be inadequate, and create frustration for employees. This can breed organizational discontent and reflect poorly on the HR department. It may even lead to employee retention issues.

Traditionally, open enrollment periods are a time consuming process that place a temporary, yet significant, burden on an organization’s HR department.

Open enrollment provides employees the opportunity to evaluate benefits such as health care, retirement and flexible spending plans − and make changes to their elections.

For the employer, open enrollment is an opportunity to modify existing benefits packages to cut costs or increase total compensation values. Unless a major life event like marriage, a birth or a death occurs, changes made during open enrollment are binding until the next open enrollment period. Because of this, it is important for HR to clearly and efficiently communicate benefit choices that are available.

When effective communication is lacking this can cause employee frustration, breed discontent, and could possibly lead to employee retention issues.

INTRODUCTION How Open Enrollment Can Affect Employees’ Perception of the HR Department


A successful open enrollment period should educate workers on benefit changes, options and out-of-pocket costs so informed decisions can be made.

A successful open enrollment period should educate workers on benefit changes, options and out-of-pocket costs so informed decisions can be made - and enrollment forms processed - without errors.

If these objectives are achieved, employees will be more satisfied with their choices and HR staff can move on to other tasks. But with manual, paper-based open enrollment processes, outcomes are rarely this rosy or straightforward.

CHAPTER 1 A Successful Open Enrollment Period


CHAPTER 2 Problems with Paper and the Paperless Trend

It is not uncommon for confusion to persist when it is time for employees to actually choose their benefit plans ... incomplete forms are often returned to HR, or worse, required forms are not returned at all.

For many companies, open enrollment begins when thick packets of printed benefits information and multiple enrollment forms are distributed to employees. These documents are explained during one or more group presentations and individual questions are addressed in person or by email. With no centralized resource for information, similar questions are answered multiple times by HR. At companies where the workforce is dispersed across multiple geographic locations, explaining benefit options is even more challenging.


CHAPTER 2 Problems with Paper and the Paperless Trend

Data entry errors can take weeks – or even months – to correct, and can cost the company money that is no longer refundable under the new regulations of the PPACA.

When completed enrollment information is finally gathered by HR, sorting through the staggering amount of paper can be both tedious and inefficient. Re-entering data into consolidated spreadsheets, creating carrier communications and manually updating the company’s HR and payroll records is a slow process often hindered by handwritten employee data.

This frequently results in data entry errors that take weeks – or even months – to correct, and can unnecessarily cost the company money that is no longer refundable under the new regulations of the PPACA (Patient Protection and Affordable Care Act). See chapter 9 for more information.

To meet the growing demand for alternatives to manual open enrollment, many HCM (human capital management) software companies have incorporated paperless functionality into their products.


CHAPTER 3 Automating Open Enrollment

A centralized database of benefits information significantly reduces the time and resource burden on HR and ensures consistent messages are provided to all employees through the organization.

When automating open enrollment, HR distributes benefits content to employees via the web or company intranet. Though group presentations may still play an educational role, presentations become increasingly shorter easier to comprehend, and may (and should!) even focus on how to use the online enrollment system.

A centralized database of benefits information that includes frequently asked questions becomes the first resource for employees needing answers. This significantly reduces the time and resource burden on HR and ensures consistent messages are provided to all employees through the organization.

Using an ESS (employee self-service) portal built into HR software, employees can begin their open enrollment session at any time designated by the HR department. Information entered once can be used to automatically populate all forms, streamlining data entry to a single point and virtually eliminating errors. Employees can start and stop their enrollment session as needed and, since the ESS portal is available 24/7, enrollment can be completed during non-work hours, even from home.


CHAPTER 3 Automating Open Enrollment

For optimum accuracy and efficiency, some HR software solutions are built to transfer enrollment data electronically to benefit carriers, fully automating the entire process.

Throughout the open enrollment period, HR can monitor activity and send email reminders to employees that haven’t completed the period.

When the open enrollment period ends, the data can be transferred automatically to payroll if the company has an integrated ESS, HRIS and payroll system.

For optimum accuracy and efficiency, some HR software solutions are built to transfer enrollment data electronically to benefit carriers, fully automating the entire process.

With an electronic record of all transactions safely stored in the HR software, enrollment forms are never lost or misplaced and can quickly be retrieved months - or even years - later if needed.


CHAPTER 4 Benefits of Online Enrollment

Depending on the size of the company, 40 -120 hours of HR staff time is saved by automating open enrollment.

When comparing the historical, paper-based open enrollment process to the paperless, technology-enabled option, the findings are significant. Online enrollment delivers a wide range of benefits at the company, HR and employee levels.

Time savings: The most startling difference between paper-based and paperless open enrollment is the amount of time spent by HR to manage the process. Depending on the size of the company, 40-120 hours of HR staff time is saved by going paperless. This is attributed in large part to the elimination of benefit kit creation, paper distribution and collection, duplicate data entry, and filing time. Generating reports and electronic carrier transmission files also save time. Greater reductions in administrative errors provide additional time savings.



HR’s ability to monitor online enrollment can stop costly mistakes before they ever get to the carrier.

Better visibility: Managing open enrollment using online HR software provides better visibility and control over the process. Monitoring employee progress is one part of the equation.

You can also monitor employee selections and reject an enrollment if you feel an employee hasn’t made the best decisions. This ability can stop costly mistakes before they ever get to the carrier.



It is estimated that companies spend between $25 and $75 per employee on printed open enrollment materials and related expenses.

Saving resources: Sustainability has become a recurring corporate talking point, which has intensified the adoption of green initiatives in the workplace.

Adopting paperless processes, like online open enrollment, saves a company money. It also saves trees, contributes to a healthier environment and supports good corporate citizenship.



Giving the employees web-based access to manage their own data, enroll themselves, manage life events, and more . . . helps them feel more engaged and leads to increased retention.

Greater employee satisfaction: Online enrollment communicates benefits information and plan options much more clearly than printed materials and makes it easier for employees to compare “apples to apples.” This leads to greater satisfaction in the enrollment process, as well as greater satisfaction in the benefits received.

HR.com states that online open enrollment may even lessen employee turnover: “Giving the employees Web-based access to manage their own data, enroll themselves, manage life events, and more . . . helps them feel more engaged and leads to increased retention.”

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CHAPTER 5 PPACA Compliance During Enrollment

Your enrollment solution should include an easy-to-use wizard which implements mass employee communications.

The PPACA mandates that employers must be compliant with a slew of regulations. A good online enrollment solution should include plan tables which are effective dated, allowing for table-driven changes to employee eligibility and a full history of eligibility, elections, enrollments, and contribution changes.

Your enrollment solution should include an easy-to-use wizard which implements mass employee communications driven by variables such as the PPACA-required Summary of Benefits and Coverage, Notice of State Health Insurance Marketplace, and the Uniform Benefits Glossary.

All of these notices are designed to make employees better consumers of their health coverage – better able to understand the principles of health insurance, better able to comparison shop their available options, and better able to comply with the PPACA’s “individual mandate” requiring all individuals in the U.S. to have health insurance coverage.

http://www.dol.gov/ebsa/healthreform/regulations/summaryofbenefits.htmlhttp://www.dol.gov/ebsa/healthreform/regulations/summaryofbenefits.htmlhttp://www.dol.gov/ebsa/healthreform/regulations/coverageoptionsnotice.htmlhttp://www.dol.gov/ebsa/healthreform/regulations/coverageoptionsnotice.htmlhttp://www.cms.gov/cciio/Resources/forms-reports-and-other-resources/index.html#Summary%20of%20Benefits%20and%20Coverage%20and%20Uniform%20Glossaryhttps://www.linkedin.com/shareArticle?mini=true&url=http://www.ascentis.com/ebook-how-to-automate-open-enrollment.html&title=Ascentis eBook | How to Automate Open Enrollment&summary=https://pinterest.com/pin/create/button/?url=http://www.ascentis.com/ebook-how-to-automate-open-enrollment.html%26media=http://www.ascentis.com/images/openenenrollmentebook_cover.png%26description=Ascentis eBook | How to Automate Open Enrollment | A paperless process saves time, eliminates errors and increases employee satisfaction. &source=https://www.facebook.com/sharer/sharer.php?u=http://www.ascentis.com/ebook-how-to-automate-open-enrollment.htmlhttps://twitter.com/home?status=Via @AscentisCorp Get the new eBook "How to Automate Open Enrollment" http://goo.gl/4lVSSS https://pinterest.com/pin/create/button/?url=http://www.ascentis.com/ebook-how-to-automate-open-enrollment.html&media=http://www.ascentis.com/images/openenenrollmentebook_cover.png&description=Ascentis eBook | How to Automate Open Enrollment | A paperless process saves time, eliminates errors and increases employee satisfaction.

CHAPTER 6 Carrier Connectivity, the PPACA and HIPAA It’s important to choose a

solution that ensures compliance with health care reform laws and expectations. When choosing a vendor it’s vital to find a solution which protects you from the risk of retroactive terminations.

With section 2712 of the PPACA prohibiting group and individual health plans and insurers from rescinding coverage retroactively (except under certain very specific conditions), it's more important than ever to make sure that the data you send your carriers is completely accurate.

It’s important to use a solution which protects you from the risk of retroactive terminations by establishing and automating the electronic link between you and your carriers, brokers and/or third-party administrators. This ensures that coverage terminations and other changes are communicated on a timely basis.

Automated plan de-enrollment, as part of the employee termination process, is an ideal solution to this requirement. This makes it virtually impossible for a terminating employee to be overlooked when communicating termination to insurance brokers or carriers.

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CHAPTER 6 Carrier Connectivity, the PPACA and HIPAA One of the many by-

products of HIPAA is the requirement for insurance carriers to connect electronically to their clients in order to maintain patient confidentiality.

One of the many by-products of HIPAA (Health Insurance Portability and Accountability Act) is the requirement for insurance carriers to connect electronically to their clients in order to maintain patient confidentiality.

Carriers and clients should work with a third-party software vendor who is dedicated to this process.

• The vendor should deal with the myriad of insurance carriers and their individual requirements.

• The vendor should take responsibility for complying with federal requirements.

• The vendor should test and deploy all the systems and ensure that communication and deadlines required by law happen in a timely manner.


CHAPTER 7 Choosing the Right Automated Online Open Enrollment Solution An automated open enrollment process should: Increase efficiency throughout the entire open enrollment process Reduce time required to execute each open enrollment period Eliminate errors from handwriting and data entry Improve employee satisfaction through more informed decision-

making

Decrease costs by eliminating paper and reducing redundant tasks

Communicate electronically with carriers to ensure accurate data is provided

Protect your company from non-compliance with PPACA mandates as they become effective


CHAPTER 7 Choosing the Right Automated Online Open Enrollment Solution

ESS should be user-friendly, providing step-by-step instructions for making each selection and completing required forms

Integration: Full integration with your HR and payroll software should be the top priority. This will provide the greatest efficiency gains and the highest level of automation.

Easy set-up and use: Look for wizards that walk you through the creation of benefits plans and enrollment forms that minimize the up-front time required to establish your open enrollment session. Similarly, ESS should be user-friendly, providing step-by-step instructions for making each selection and completing required forms.

Flexibility: The option to create an unlimited number of plans, set up user-defined fields and add notes or employee directives are important for customizing an open enrollment session to your company’s specifications. Import/export capabilities also give you the flexibility to access your open enrollment data as needed.


CHAPTER 7 Choosing the Right Automated Online Open Enrollment Solution

The ability to create eligibility rules is vital for companies that offer different benefit packages to various employee groups.

Strong reporting: Online open enrollment systems need strong reporting features to automate key tasks such as determining who hasn’t yet started enrollment, who is in process and who has completed enrollment. Reporting should simplify the reconciliation of carrier information and billing data with your own records.

Eligibility rules: The ability to create eligibility rules is vital for companies that offer different benefits packages to various employee groups, such as salary versus hourly, part-time versus full-time or workers in different states. Not only does this simplify and streamline the enrollment process, it eliminates “benefit envy” associated with seeing a benefit or plan that an employee is not eligible to receive.


CHAPTER 7 Choosing the Right Online Open Enrollment Solution

Transmitting enrollment information to carriers electronically is an essential time-saving, error-reducing feature allowing you to spend less time reconciling your records with your carriers’ statements and reducing the risk of carrier overpayments.

Out-of-pocket cost calculator: To eliminate employee surprises, an online open enrollment system should clearly calculate and display the out-of-pocket costs associated with each benefit, along with a running total based on current selections. This allows workers to test different plan combinations and make informed decisions about employee-subsidized and employee-paid benefits.

Electronic eligibility file transmission: Transmitting enrollment information to carriers electronically is a huge time-saving, error-reducing feature that is worth considering. This capability eliminates errors associated with manual data transfer and increases the accuracy of the carriers’ records. With this feature, you will spend less time reconciling your records with your carriers’ statements. You will also reduce the risk of carrier overpayments and accidental confirmation of incorrect employee options.


Ascentis has been automating the open enrollment process for more than a decade for business of all sizes and across all industries.

With Ascentis' paperless open enrollment you can publish benefits content to the Web or company intranet rather than distributing a thick packet of information and forms and holding multiple meetings. Ascentis ESS gives your company a centralized database of benefits information which is a fast, accurate, and easy-to-use resource for employees needing answers. Your employees can come back to this portal throughout the year to get benefits related questions answered, view plan info, see how their benefits choices impact their take-home pay, and more. Taking your open enrollment online has benefits that start at open enrollment and last year-round.

Eliminate paperwork and go green

With Ascentis ESS you can take your open enrollment online. Publish plan documents, provider directories, beneficiary forms and more, for a truly green - and paperless - process.

CHAPTER 8 Ascentis Pioneered the Automation of Open Enrollment

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Send enrollment data electronically

By securely automating the flow of data from Ascentis HR software to your insurance carriers, Ascentis Carrier Connect eliminates the need for duplicate data entry. The data transmitted to your insurance carriers is accurate and timely. Even better, pairing Carrier Connect with Ascentis ESS can add flexibility to your open enrollment period, providing your employees easy access to benefits information and the ability to make their benefit selections from anywhere they have an Internet connection. By allowing employees to enroll online you ensure a truly paperless process and a seamless and accurate enrollment process for your entire team.

CHAPTER 8 Ascentis Pioneered the Automation of Open Enrollment

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Compliance

Ascentis software provides PPACA compliance support all throughout the year, including through open enrollment season, to help companies comply with the new laws while anticipating their potentially disruptive impact on data gathering and reporting requirements.

Employees eligible for coverage

Under the PPACA, employers are required to determine which employees are eligible for coverage during open enrollment through hours tracking and variable hour eligibility analysis. Ascentis delivers the reporting necessary to make these determinations.

Transitional Reinsurance Fees

On Jan. 1, 2014, the Transitional Reinsurance Fee program went into effect, and will remain in effect through Dec. 31, 2016. Under this required program employers must assess fees for every eligible participant in a major medical plan during open enrollment. Ascentis Payroll keeps employers in compliance with this program through easy calculations that pass through a payroll/GL interface to accrue the liability.

CHAPTER 9 Ascentis Manages PPACA Compliance During Open Enrollment


Employee communication

The Summary of Benefits and Coverage, the Uniform Glossary, the Advance Notice of Material Modification and the Notice of Health Insurance Marketplace are communications that employers must communicate to employees during open enrollment season under the mandates of the PPACA. Ascentis HR and ESS make it easy to post documents and send electronic communications about PPACA-mandates, giving employees information access from any Internet enabled device, including smartphones and tablets.

Electronic data interchange connections

Many employers with small group plans (less than 100 employees) have been excluded from electronic data interchange connections in the past, which the PPACA section 1104 will bring to an end in 2016. By Jan.1, 2016 all insurers will be required to accept such electronic data integrations from employer groups of any size. Ascentis Carrier Connect was the first system ever to deliver data electronically to carriers, which makes us the experts in the field.



Retroactive Plan Terminations

Effective Sept. 23, 2010, section 2712 of the PPACA prohibited group and individual health plans and insurances from rescinding coverage retroactively, except in the event of fraud or intentional misrepresentation of material fact. Missed life event communication from employer to carrier (e.g., late employee terminations), which was the most common reason for rescission prior to the law, is now no longer permitted. This means that employers who should no longer have specific employees on their plan, and who have paid for their coverage erroneously, will not be entitled to a refund. With Ascentis Carrier Connect employer de-enrollments are transmitted electronically to carriers, making it almost impossible to continue paying for employees who should no longer be on a plan. Our employee termination wizard guides HR through each step of the termination process, including carrier de-enrollment, from each active plan.


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How to automate�OPEN ENROLLMentTable of ContentsINTRODUCTION�How Open Enrollment Can Affect Employees’ Perception of the HR Department�CHAPTER 1 �A Successful Open Enrollment Period CHAPTER 2�Problems with Paper and the Paperless Trend�CHAPTER 3�Automating Open Enrollment�CHAPTER 4�Benefits of Online Enrollment�CHAPTER 5�PPACA Compliance During Enrollment�CHAPTER 6�Carrier Connectivity, the PPACA and HIPAA��CHAPTER 7�Choosing the Right Automated Online Open Enrollment Solution�CHAPTER 8�Ascentis Pioneered the Automation of Open Enrollment�CHAPTER 9�Ascentis Manages PPACA Compliance During Open Enrollment �Personalized Demo��Copyright�Permission to Use�

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