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Online Enrollment

for Benefits Administrator

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ONLINE ENROLLMENT FOR BENEFITS ADMINISTRATOR

Table of Contents

ONLINE ENROLLMENT BENEFITS ADMINISTRATOR GUIDE ..............................4System Navigation and Administration ..............................4

Logging In ...........................................................................5

Resetting Your Password ...................................................5

Retrieving Your User Name ................................................8

Changing Your Password ...................................................10

Navigating the System .......................................................11

To-Do List ...........................................................................11

Viewing Benefit Enrollment ................................................12

Comparing Benefit Plan Counts In Different Years* ..........13

Navigation Tabs ..................................................................13

Searching for Employees ....................................................14

Managing Employee Information .......................................15

Logging Out ........................................................................15

Employee Records .............................................................16

Adding Dependent Information ..........................................18

Updating Dependent Information .......................................18

Creating Log In Credentials for Employees ........................22

Entering an Employee User Name and Password..............22

Allowing Employees to Create an Account ........................22

Updating Employee Log In ID or Password .......................23

UPDATING THE EMPLOYEE PROFILE ............................24Updating Employee Demographic Information ..................24

Updating Employee’s Work Information ............................24

Updating Employee Salary Information ..............................25

MANAGING MEDICARE INFORMATION .......................26Managing Medicare Information for Employees ................26

Completing Missing Information ........................................28

Viewing Carrier Change Notifications ................................30

Viewing Employees in the Member Role ...........................31

EMPLOYEE APPROVALS .................................................32Approving Employee Data ..................................................32

MESSAGING .....................................................................34Sending Email and Text Messages ....................................34

Creating an Email Message ................................................34

Sending Messages to Employees from Search Results ....36

BENEFIT ELECTIONS .......................................................38Viewing Employee Benefits ...............................................38

Viewing Benefit Eligibility ..................................................39

ENROLLING EMPLOYEES IN BENEFITS ........................41Adding a Medical Election ..................................................41

Adding Dental and Vision Options ......................................43

Adding a Life Event ............................................................43

Adding a Disability Election ................................................43

MANAGING QUALIFIED LIFE EVENTS ..........................44Adding a Dependent ...........................................................44

Removing a Dependent ......................................................47

Electing Benefits in Multiple Periods .................................50

Validating Dependent Eligibility ..........................................50

Waiving the New Hire Wait Period .....................................52

Backdating Benefit Effective Dates ....................................52

2 BLUE CROSS OF IDAHO

OPEN ENROLLMENT .......................................................53Managing Open Enrollment ...............................................53

Processing Open Enrollment Elections ..............................53

Reviewing the To-Do List ...................................................53

Managing Employee Open Enrollment Benefits ................54

Mapping Current Benefit Elections for Future Plans ..........56

CLOSING THE OPEN ENROLLMENT PERIOD ...............57Sending Elections to Blue Cross of Idaho and Ending Open Enrollment ................................................................57

RECEIVING OPEN ENROLLMENT NOTIFICATIONS .....58Email Notifications ..............................................................58

DATA AND REPORTING ...................................................59

COMPANY-WIDE REPORTS ............................................59Creating On-Demand Reports............................................59

Creating Scheduled Reports ..............................................61

Sharing Reports with Other Benefits Administrators ........61

Marking a Report as a Favorite ..........................................63

INDIVIDUAL EMPLOYEE REPORTS ................................64Viewing an Employee Detail Report ...................................64

Viewing an Employee Benefit Summary Report ................65

EMPLOYEE AUDIT REPORTS ..........................................65View and Compare Point-in-Time Benefit Information .......65

Viewing an Employee History of Changes Report .............67

EMPLOYEE CATEGORIES ................................................68Using Employee Categories ...............................................68

Assigning Categories to Employees ...................................68

Selecting Categories When You Add an Individual Employee 69

Changing Employee Category Information ........................69

Updating Categories for Multiple Employees.....................70

Reversing Category Changes .............................................71

TERMINATION ..................................................................72Terminating Employment and Benefits ..............................73

Managing Benefit Severance .............................................74

Undoing Termination ..........................................................75

Managing Tasks for Terminated Employees with Active Benefits ..............................................................................75

REHIRING ..........................................................................76Rehire Rules .......................................................................76

Rehiring Employees............................................................76

COBRA ...............................................................................78Adding COBRA ...................................................................78

Canceling COBRA Elections ...............................................79

Electing COBRA for Non-Employees .................................80

Viewing COBRA Participants .............................................80

Viewing New COBRA Benefit Enrollees ............................81

Viewing COBRA-Eligible Persons ......................................82

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CONTENT MANAGEMENT ..............................................82Customizing the Member Experience ................................82

Managing Messages to Display in the Member Role ........83

RESOURCES .....................................................................85Resources Tab ....................................................................85

GROUP SETTINGS ...........................................................85Updating To-Do List Approval Preferences ........................86

Reviewing Group Setup Information ..................................88

Managing Administrator Accounts .....................................89

More Deduction Calendar Details ......................................89

Creating a Calendar ............................................................90

Creating Calendar Sets .......................................................91


Online Enrollment Benefits Administrator GuideWelcome to Blue Cross of Idaho’s online enrollment guide. This guide will help you manage your group’s online benefits enrollment by showing you step-by-step instructions on how to work within the system.

If you have further questions about the system, please see our contact guide to find the best resource to answer your questions.

System Navigation and Administration

MANAGING YOUR ACCOUNT INFORMATIONTo access the online enrollment system, you can log in directly. If you cannot access your account, please contact your account representative.

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Logging InThe first time you log in, you are required to change your password. You’ll need to enter the password that was provided to you by the system administrator, then create a new one.

• First, enter your user name and password

• Select Log In (or press enter on your keyboard)

Resetting Your PasswordDepending on how your group’s account is set up, you may be able to reset your own password, but you will have to enter important information including email address, full name, and answer the set of secret questions you set up when you first logged in to the system.

• Select Can’t access your account


• Select I have a problem with my password

• Enter your user name

• Select the Security Check to prove you are not a robot

• Enter the security code shown you were sent in your email and enter the five-digit passcode. If you didn’t receive it, select Resend Verification Code.

• When you’re done, select Next

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• Enter the new password you would like for your account

• Welcome to the New Benefit Administrator message will open in the next screen if successful


Retrieving Your User NameDepending on how your system is set up, you may be able to retrieve your user name by entering key information. If you do need to retrieve your user name, you will be required to reset your password.

• Select Can’t access your account?

• Select Benefits Administrator and Next

• Select I forgot my username and Next

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• Select I’m not a robot in the Security check area and Next.

• Enter your last name

• Enter your work email address

• A window will open with numerous images and a question. Select the correct images and then Verify.


Changing Your PasswordIf you need to change your password, please complete the following steps:

• Select My Profile in the navigation bar at the top of the page. It will be listed under your name.

• Enter your existing password

• Create a new password

• It must be eight-15 characters

• Contain at least one capital letter

• Contain at least one lower case letter

• Contain at least one number

• Cannot be the same as your old password

• Have more than two of the same characters in a row

• Contain your username

• Enter and confirm your new password

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Navigating the SystemThere are several shortcuts to help you find the information you need from the home page.

• To Do List: Manage your processes for one or more employees

• Navigation Tabs: Go to other pages for things like reports, videos and user guides

• Search Bar/Employees Tab: Search for specific employees

• Data and Reporting: Create Reports

• Content Manager Tab: Manage your notes and custom information your employees see

• Messages Tab: Compose messages to employees

To-Do ListThe To-Do List feature allows you to track your employees’ activities while filtering which categories you see in your display.

For very large groups this feature defaults to show no tasks, so you will need to select an option from the View by menu.

The To-Do List allows you to see employee-related tasks, including awaiting approvals, missing information and when someone has yet to start selecting their benefits. This information is displayed in different sections to make them easier to see, including current benefits, open enrollment, personal data and more. The number listed before each link shows how many employees items are in each category. By selecting a link, you will see a list of employees with items awaiting your attention.

Anyone with access to the Group Settings – Group approval preferences option can select which types of information are displayed in the To-Do List.


Viewing Benefit EnrollmentYou can see the total number of employees who are enrolled in various benefit options by looking at the charts displayed on the bottom of the Benefit Participation home page. You can select both the plan year and the benefit type from the drop-down menu. The number of employees enrolled in that benefit plan is displayed when you hover over the chart.

• You can see a full list of employees in each plan by selecting the corresponding chart.

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Comparing Benefit Plan Counts In Different Years*You can look at participation in benefits plans in different years by using the Benefit Participation tool.

• Select Add another to compare option

• Select the additional plan year you want to see

• The tool will show participation in both of the selected years.

* This feature is only available after special configuration by a systems administrator.

Navigation TabsThe navigation bar on the left side of the screen displays tabs that offer easy access to more areas of the system. These tags are shown throughout the system so you are always able to jump to the section you need. Which tabs you have access to depends on your account permissions.


Searching for EmployeesYou can easily search for specific employees by using either a name or Social Security number in the search tool in the top right corner of the screen. On the home page, the search tool is located above the To-Do List. You can add search criteria by selecting the Employees tab from the navigation bar.

• Enter at least the first few characters of the item you’re searching for. The search is not case sensitive.

• Select Go or press Enter to see the search results.

• Select the appropriate name to see the employee’s full record

• If the system finds an exact match, you will be taken directly to the employee’s Overview tab

• To see other items, select the Action icon next to the employee’s Social Security number.

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Managing Employee InformationOnce you are in an employee’s record, you can use the Manage Employee menu to do several different actions.

Please note that some options may not be available to you depending on the settings created for your company.

Logging OutIt’s important to properly log out of the system to securely end your session.

• Select Logout at the top right of any screen. This will return you to the Login screen.


Employee Records

ADDING EMPLOYEES

ADDING A NEW EMPLOYEEIf you need to add a new employee, enter basic demographic information, or work and benefit information, follow these steps:

• Select Employees from the navigation bar.

• Select Add a new employee

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• Enter the required personal information

• If your company uses employee self-service, select the Login ID/Password option to automatically generate an employee login ID automatically. If you prefer to enter a login ID on your own, you must also enter a password.

• If your company uses the Account Creation process, the login fields will be pre-populated to note that employees can create their own login accounts.

• Be sure to save the information you entered

If you leave a required filed blank, the border displays in a bright color to remind you to enter information in it.


• Select Edit

• Update the necessary information

• Save

Adding Dependent InformationYou can add dependent information in several different ways. You can always add dependents by editing an employee’s benefit elections on the Benefit details tab.

• Search for an employee

• Add the required information for each dependent

• Save the information

• The dependents who are covered under the benefit will now be displayed on the

Dependent screen with a green checkmark

Updating Dependent Information• Search for an employee

• Select Dependents

• Select View Details

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• Select Edit for the benefit you need to change

• If necessary, select Edit to update the employee’s coverage level

• Select the correct coverage level and then Next


• Select Apply Coverage to add the dependent

• Review the dependent’s information and save it

• If the dependent has been added correctly, you will see a green checkmark next to his or her name on the list of people covered under the benefit plan

• Select Next

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• Now, continue with the enrollment process, completing information regarding Medicare and additional insurance, among others.

• Review the information and save.


Creating Log In Credentials for EmployeesEmployees can log in to the system to enroll in benefits in several different ways, depending on the policies set by your company. One option is for employees to log in to the online enrollment system from an existing company portal using a single sign-on (SSO). With this method, you will not manage your employees’ log in information.

If your employees are not using an SSO to log in, you can manage their log in information. You can choose to manually enter user names and passwords, or allow employees to create their own log in accounts so they can log in to the online enrollment system directly.

Entering an Employee User Name and Password• Follow the steps in the Adding a New Employee procedure (listed above)

• Select the Login Information section and then the Login Enablement menu

• Select Create a login account for this person

• Select the Login ID field to automatically create an ID

• Enter and confirm a password

• Passwords must meet the following criteria:

• Have eight to 15 characters

• Have at least one number

• Have at least one upper case letter

• Have at least one lower case letter

• Cannot have more than two of the same character in a row

• Cannot have the log in ID

• Select Save

• Employees must change their password the first time they log in to the system

Allowing Employees to Create an Account• Follow the steps in the Adding a New Employee procedure (listed above)

• Login Enablement fields will be pre-populated to show employees can create their own log in accounts

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Updating Employee Log In ID or PasswordEmployees will be locked out of the system if they try to log in numerous times using incorrect information. This lock out should only last a defined period of time, after which he or she should be able to log in again. If the employee still can’t remember the correct log in information, and tries several times again, the account will be disabled.

If this happens, you can unlock the account by updating the employee’s log in ID and/or password.


• Select the Manage Employee menu and then Update Login Information

• Create a new employee log in ID and/or password

• Select Allow this member to login

• Select Save Login ID and Password


Updating the Employee ProfileEmployee profiles contain employee’s personal and work demographic information, which you can edit, depending on your permissions.

Updating Employee Demographic Information• Search for an employee

• Select the Edit icon next to the Employee Profile

• Make changes in the Personal section

• Enter the date the changes are effective in the Effective Date of Change field

• Select Save

• Please note, you cannot edit an employee’s Social Security number once it has been entered into the system. If you need to change a Social Security number, please contact technical support.

Updating Employee’s Work InformationThings like hire date, adjusted service date, earnings/salary, and work contact information are considered work information. If you make changes to these items, it will trigger an approval alert in the To-Do List.


• Select the Edit option next to the Employee Profile

• Scroll to the Work Information section

• Enter the correct information

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Updating Employee Salary InformationAn employee’s salary may be required for some benefits, including life and disability insurance. To change salary information:


• Select the Manage Employee menu and then Change Salary

• Enter the correct information on the Update Earnings/Salary window

• Select Next

• A message will alert you whether benefit coverage amounts are affected by the change

• Save


Managing Medicare InformationYou may be able to see which employees are eligible for Medicare through the Additional Tools option on the homepage. This feature is only available if it has been set up for your company. If you don’t have this feature, you can still add or review Medicare information for each employee by going to the Manage Employee menu and selecting Manage Medicare.

FINDING MEDICARE-ELIGIBLE EMPLOYEES• From the Additional Tools box on the home page, select Find Medicare Eligible

• Employees who are eligible for Medicare (based on age) will be listed

• Select which employee you want to edit

• Follow the Managing Medicare Information process listed below

Managing Medicare Information for Employees• From the Manage Employees menu, select Manage Medicare

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• Select Add Policy

• Enter the required Medicare policy information

• Select Add

• A summary screen will show the information you entered so you can make edits before you save your changes


Completing Missing InformationIf employees have not completed sections of their enrollment information, an alert will appear on the Home tab in the navigation bar. The most common types of missing information include:

• Not starting the benefits elections process

• Missing address

• Missing pay period information

• Missing salary information

• Invalid data

Missing information for these employees has to be completed to remove them from the list.

• Select the View by menu on the home page and make sure All Tasks is selected

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• Select Employees and/or Dependents Require More Data

• Select the employee you want to edit

• In the Sections To Be Completed box, select Start

• Enter the missing information and save


Viewing Carrier Change NotificationsThis column means that Blue Cross of Idaho has made a change that needs your review. This does not trigger any transmissions to Blue Cross of Idaho.

• Select Home from the navigation bar

• Select Employee with Carrier Changes Need to be Reviewed

• Changes made to either an employee’s personal information or benefit elections will be marked with an icon.

• Select the employee’s name

• To view the optional employee’s History of Changes report, select the icon marking the change and then select View Change

• When you’re done reviewing the change, select Edit

• Select Remove Task to remove the notification from the To-Do List

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Viewing Employees in the Member RoleYou have the ability to see the system exactly how your employees see it if your company’s settings are formatted to allow this view. You must also have certain account permissions to see this view.


• Select the Manage Employee menu

• Select View in Member Role

• This opens a new window

• When you exit the member role view, you will be notified that you are returning to the Benefits Administrator role.


Employee Approvals

Approving Employee DataAll changes that require approval must be done before information can be sent to Blue Cross of Idaho. You can make approvals either on individual tasks, or by using the Mass Approve/Mass Refuse tool.

Keep in mind that Blue Cross of Idaho may not allow changes to be made with this feature if the change was made in an untimely manner. For example, if changes must be approved within one month of the change date, you would get an error message if the time exceeds the pre-set limit. At this point you would have to work with Blue Cross of Idaho on an alternative.

Blue Cross of Idaho and your company determine which changes need approval and will be listed on your To-Do List. You can manage these by selecting the Group Settings tab on the navigation bar and then selecting Group Approval Preferences.

For individual task approvals:

• Select the Home tab from the navigation bar

• Select the item you want to approve

• Select the employee name to open the record and review the change

• View the To-Do List for the employee

• The Overview tab lists all sections that need approval

• If you want to review the History of Changes report to see specific changes before you approve them, select the icon

• To approve individual items, use the icon

• To approve the section, use the Approve All option

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To mass approve employee data:

Please note, this is only available if the feature is set up for your company by the system administrator.


• In the To-Do List, select Approve All or Refuse All

• All employees are selected by default

• You can deselect individual employees by un-checking the box next to their names

• Select All Employees to select everyone

• Select No Employees to deselect all employees

• Select Next

• Select Save and Return Home

• Check the status of the approval at the top of the To-Do List


Messaging

Sending Email and Text MessagesYou can send six different types of messages to your employees:

• Open Enrollment: The system can send a confirmation email to employees who complete their open enrollment benefits elections. Please note that in order for an employee to receive this, he or she must accept or reject all benefit options and must have a valid email address on file.

• Initial Enrollment: Send a confirmation email to everyone who completes enrolling in all benefits.

• Benefit Update: Send an email to employees who access or change benefits and saves information.

• Personal Information: Send an email to employees when demographic information is updated.

• Custom Scheduling: Send a custom email to all employees or categories of employees.

• Custom Event-Based: Send a custom email to all or a category of employees based on:

• The start or end of a benefit enrollment period

• Incomplete personal information

• Incomplete enrollment

• Before an employee’s or dependent’s birthday

• After a qualified life event

• Based on enrollment in a particular benefit option

Creating an Email Message• Select the Message tab on the navigation bar

• Select Scheduled Messages

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• Select the type of message you want to send

• Enter the message details

• Select Enable to activate the message. Remember, any message not enabled will not be sent.

• Use the Send messages menu to choose who receives the message. Messages can be sent to all employees, categories of employees, specific employee IDs or specific employee Social Security numbers.

• Select the type of email address to send to (work, personal, both)

• Enter a valid email address

• Enter an email subject

• Enter the body of the email.

• Use the toolbar to format the message


• If you want, you can enter an email footer. The footer should include the closing and signature.

• You can also attach a file to accompany the email. The Message Center supports 14 types of file attachments, including Microsoft Word files, Excel spreadsheets and compressed .zip files.

• You can attach a link to the log in page if necessary

• You can set an optional date to send the email

• Select the preview option to see the message before it’s sent

• Select Save when you’re done with the message

Sending Messages to Employees from Search ResultsYou can send notifications to employees based on results from your To-Do List – contacting all employees who haven’t finished enrolling in benefits, for example.

You can send an individual message to an employee by selecting the Actions button in the search results list, and then selecting Send Message. You can also open an employee’s record and go to the Manage Employees menu and select Send Message.

• Select a task from your To-Do List

• Use the checkboxes below the Action option to select all employees on the list

• You can deselect specific employees by unchecking the box

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• Select the Actions menu and select Send Message

• Enter the email criteria, including:

• Type of email address

• Valid “from” email address

• Email subject

• Body of the message

• Optional email footer

• Optional attachments

• Optional link to the log in page

• Set the delivery schedule

• For text messages, enter the information in the SMS Text Message box. Please note, this feature may not be available and standard text message rates apply.

• Preview your email

• Select Send

• You will be returned to the search results list and you should see a green confirmation message


Benefit Elections

Viewing Employee BenefitsYou can see basic information for each benefit employees are enrolled in by using the Benefits Snapshot on the employee Overview tab. Other benefits that the employee hasn’t chosen are displayed in the Sections to be Completed box at the top of the page.

If you want to see more information on a specific benefit, you can select a benefit in the Snapshot section to go to the Benefit details tab.

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Viewing Benefit Eligibility You can see which benefits an employee is eligible for by using the Benefit Eligibility Dashboard.


• Select Benefit Eligibility

• Select a benefit type to view


• Review the employee’s available plans

• The current plan is marked as Current Benefit in green and includes the coverage level and cost

• Select View plan details to see more information on any plan

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Enrolling Employees in BenefitsThere are three steps to enroll an employee in benefits. The types of information you need to enter depends on the employee, the types of benefits and your company’s settings.

Adding a Medical ElectionThe following example shows the choice of two medical plans. Keep in mind that there are several additions that can be included in benefit selection, including surveys and primary care physician information.


• In the Sections to be Completed box, select the Start option for the benefit you want to look at. Alternately, you can select the Benefit details tab and then Start.

• If applicable, select the benefit plan.


• Select the coverage level

• Enter any additional insurance policies for either the employee or his or her dependents. Be prepared to enter policy details.

• Select whether the employee is enrolling in an HSA account

• If so, you may need to enter the employee’s contribution amount.

• Review all of the information and select Save

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Adding Dental and Vision OptionsDepending on your benefits, you may have options for vision and dental coverage in addition to medical plans. In some cases, you may have to select these options after you complete the medical elections. The process of enrolling in these benefits is very similar to enrolling in medical benefits.


• Select Start for the benefit

• Select the appropriate options

• Select a benefit plan if more than one is available

• Determine who is covered under the plan

• Enter the primary provider information, if necessary

• Save the choices

Adding a Life EventTypically, qualified life events are separate from other benefits, so there may be some additional information you will need, including salary and beneficiaries.


• Select Start for the appropriate benefit

• Select the corresponding options

• Accept or refuse the benefit

• Choose a benefit plan

• Choose coverage

• Enter beneficiary information


Adding a Disability ElectionPlease keep in mind that if your company offers a non-contributory disability policy, you will not have the option to refuse coverage


• Select Start for the appropriate benefit

• Select the corresponding options

• Accept or refuse the benefit

• Choose coverage



Managing Qualified Life EventsQualified life events – including marriage, divorce, births, adoption, death – happen outside of the annual open enrollment period, but still require changes to an employee’s benefits. If you have questions about what constitutes a qualifying life event for your company, as well as what supporting documents may be required, please contact your account representative. If an employee does have a qualifying life event, you may be able to add or drop dependents or the employee.

Adding a Dependent• Search for an employee

• Select the Benefit details option

• Select Edit for the benefit you want to change

• Select Edit due to Change Reason

• Use the drop-down menu to select the reason for the change and select Next

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• Enter the dates* the change occurred and select Next

* If the employee is using the qualifying life event to accept coverage rather than make changes to existing coverage, different rules may apply. For example, if an employee decides to accept coverage after a divorce, the system may apply a different date to the event rule. But, if the divorce is used to add a dependent, the dependent may be added as of the first day of the next month.

• Complete the benefit elections process

• If needed, select or update the benefit plan

• Verify that the coverage level is suitable for the employee’s coverage


• Add or update any dependent information

• Answer all of the required questions

• Review your changes and select Next

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Removing a Dependent• Search for an employee

• Select the Benefit details option

• Select Edit for the benefit you want to change

• Select Edit due to Change Reason

• Use the drop-down menu to select the reason for the change and select Next


• Enter the dates* the change occurred and select Next

* If the employee is using the qualifying life event to accept coverage rather than make changes to existing coverage, different rules may apply. For example, if an employee decides to accept coverage after a divorce, the system may apply a different date to the event rule. But, if the divorce is used to add a dependent, the dependent may be added as of the first day of the next month.

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• Review the Coverage Level and Persons Covered sections. If you are removing a dependent, make sure the employee’s coverage level matches the changes.

• Select the Edit option next to the Persons Covered section

• Select Cancel Coverage for the dependent you want to remove

• You may see a message notifying you that dropping a dependent breaks the rules of a certain coverage level. If this happens, you must change the coverage level before moving on.

• Select Edit next to the Coverage Level section

• Update the coverage level

• Select Next and make any other necessary changes

• Save your changes


Electing Benefits in Multiple PeriodsIf an employee’s benefit elections will span two benefit periods, the Cross-Benefit Period Wizard can help you process the benefits. An example of this is if a new employee is hired during your company’s open enrollment period.

Criteria that would allow you to use the Wizard include:

• A new hire is added to the current benefit period when a future benefit period exists

• The employee’s effective date is prior to the future benefit period effective date

• The current plan is available in the future benefit period

• The coverage levels are the same in both periods

• The member is eligible for the same benefits in both periods. If the member has a category change effective on or after the renewal date, the benefits allowed for the new category must be the same of those for the old category

If all the criteria are met, then the Wizard will help you apply the same benefit elections to the upcoming benefit year.

• To select benefits, simply follow the standard procedure for adding any benefits

• After entering an effective date, you may be asked if you want to enroll an employee in the next year’s benefits

• If you save the benefits and choose to apply them to the future period, the system will copy the elections from the current period into the future one.

• You will get a confirmation message that the changes have been successful.

• If you decide not to save and copy the changes, you will get a message that you will need to make changes in the next year’s benefits

Validating Dependent EligibilityYou can edit information for dependents, including personal information, address and more, on the employee’s Dependents tab. You can set up dependents based on their type (child, student, etc…).

To make sure you have all of the necessary information, select the Dependent Verification checkbox.


• Select the Dependents tab

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• Select the Edit button

• Select Save to return to the Dependents tab

The Verified column should now show Yes for all information that has been verified


Waiving the New Hire Wait PeriodDepending on your company and health insurance plan, you may be able to waive the initial new employee waiting period for benefits. If you can do this, you must do it within a pre-set period of time from the hire date.

The system automatically asks about a waiting period as the last step in the employee enrollment process. The date benefits go into effect is also clearly shown. If you waive the waiting period, benefits will begin according to whatever rules your company establishes.

Backdating Benefit Effective DatesWith permission, you can backdate an employee’s benefit effective date to the last approved effective/expiration date for a benefit. The system automatically compares the user-entered effective date to make sure it doesn’t precede any of the following:

• Plan contract start date

• Participation period start date

• Effective start date of the last approved effective or expiration date for the employee

• Employee’s hire date

To backdate a benefit effective date:


• Select the Benefits tab

• Select Correct Effective Dates

• Enter the correct dates

• Save the changes

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Open Enrollment

Managing Open EnrollmentThe annual open enrollment period lets you make benefit changes, enroll employees or make dependent changes. This period is outside of an employee’s initial enrollment, and employees do not need to have a qualifying life event to make changes to their elections.

On the home page, open enrollment tasks will be separated from all other tasks. You can also review your company’s open enrollment dates at the top of the To-Do List feature.

Processing Open Enrollment ElectionsUsing the To-Do List will be especially important during open enrollment. You can use the tool to see the tasks for the current benefit period, as well as for the open enrollment period. If your company is using the Open Enrollment Manager, you must finish specific tasks before you can close the open enrollment period.

Reviewing the To-Do ListIf your company sends open enrollment elections to Blue Cross of Idaho, or to close your open enrollment period, you must first approve or refuse all selections made by employees in your To-Do List. You will be notified of needed tasks in a To-Do List message. These tasks must be finished before you can send/close your open enrollment elections.


Make sure to review open tasks (personal, work, current benefits, open enrollment benefits, benefits not started). Again, all tasks must be finished before you can close your open enrollment period and send benefit elections to Blue Cross of Idaho.

Managing Employee Open Enrollment BenefitsIn an employee’s record, there are two tabs on the Benefit Details page – Open Enrollment Benefits and Current Benefits.

Current Benefits shows by default, and includes employees’ current benefit elections. You can edit these simply by selecting the Edit option.

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• By selecting the Open Enrollment tab, you can see what elections are available in the open enrollment period. To select benefits for the employee during this period, simply select the Start option.

• Once an employee is enrolled in both current and open enrollment benefits, you will see separate tabs for Open Enrollment Benefits and Current Benefits on the Overview page. Select the appropriate tab to view the employee’s benefits.


Mapping Current Benefit Elections for Future PlansYou can use the Benefit Mapping wizard as a step-by-step guide to where you can make future plans for all employees and their dependents, or just for a specific group of employees based on their current benefit elections.

You only have access to the tool if your company’s settings are enabled.

• From the home page, select Map Benefits

• After reading the introduction screen, select Next

• If needed, select the benefit offerings for the current enrollment period and the benefits you want to map for open enrollment

• Select which employees you want to map open enrollment benefits for and select Next

• Select individual employees by marking the checkboxes next to their names

• Select all employees by using the All Employees option

• Use the No Employees option to deselect all boxes.

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• Use the Future Benefits drop-down menu to select the future plan you want to map employees to and select Next

• Select Save and Initiate Job to map employees from their current benefits to open enrollment benefits

• You should see a confirmation message

• Select Return Home to continue

• Once you use the Benefit Mapping wizard, a job will be created in the To-Do List

Closing the Open Enrollment Period

Sending Elections to Blue Cross of Idaho and Ending Open EnrollmentWhen you are done with all the required tasks, the Send OE Elections to Carrier feature becomes available. You will be able to either send your open enrollment elections to Blue Cross of Idaho, or close your open enrollment period without sending your elections.


Receiving Open Enrollment Notifications

Email NotificationsIf your company is set up to get email messages about open enrollment, you and/or Blue Cross of Idaho can elect to get the following messages:

• Open Enrollment in Progress: Sent on the first day of open enrollment to let employees know they are able to log in and make their open enrollment changes/elections.

• You can create this email in the Open Enrollment Manager, under the Basics menu, by selecting Setup.

• The Open Enrollment Manager does not have to be activated to send this message.

• Open Enrollment Reminder: This is sent when open enrollment is ongoing to remind employees to complete their benefit elections. This message will only be sent if your open enrollment period is still open.

• You can set this message up to be sent regularly on a set number of days, or a set amount of time before open enrollment ends. You can create the email and date rule in the Open Enrollment Manager under the Basics menu and selecting Setup.

• The Open Enrollment Manager does not have to be activated to send this message

• Open Enrollment Successfully Competed: Message sent after all employees’ have completed their open enrollment elections and you select the Send/End Open Enrollment option.

• This message requires the Open Enrollment Manager to be enabled.

• Open Enrollment Requires Attention: This email is sent when the open enrollment period has ended, but you still need to complete some tasks and you haven’t selected the Send/End Open Enrollment option. The Open Enrollment Manager must be enabled to use this message.

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Data and Reporting

Company-Wide Reports

Creating On-Demand ReportsYou can create numerous reports from the data entered in the system.

• Select the Data and Reporting tab from the navigation bar

• Select the report you want to see. Descriptions of each report are included to help you choose.

• Select reporting options

• What format do you want to see your report in

• PDF file

• CSV files can be loded into a payroll system and is Excel compatable

• Parameters to include

• Filters by different criteria

• Sort and group results

• Select Create Report


• The Your reports tab lists all reports that you have generated within the last five days. Please note that depending on the size of the report, it can take several minutes to finish results

• To download the report, select the Actions column and then the Download icon

• You must acknowledge the Protected Health Information (PHI) Notification alert that appears when you attempt to download a report. This warns you that some reports may contain PHI, which is regulated by the Health Insurance Portability and Accountability Act (HIPAA.) Select Continue to Download or Cancel.

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Creating Scheduled ReportsYou can schedule some reports to be created automatically at specific times.

• Select the Data and Reporting tab from the navigation bar

• Select the report you want to schedule

• Enter any criteria for any report that has Scheduling Options listed at the bottom of the report

• On the Scheduled reports tab, select Create Report

• Reports will be listed on the Your reports tab for the day they are scheduled

• Select the Actions column and then Download to download the report

Sharing Reports with Other Benefits AdministratorsYou can share standard reports from the Your reports tab by selecting the Actions menu. You can share reports with other users within your company who share the same data access right, and send them a configurable email message to let them know they can see the report.

If someone shares a report with you, you will be able to see it in the Your reports tab under Reports shared with you. Recipients can’t delete reports shared with them, but they can delete a report for their personal Your reports tab. Reports are available for 10 days after they are shared and an expiration date is listed next to the report.

• Create a report using the procedure listed above

• From the Action menu, select Share


• Use the drop-down menu to select who will receive the report

• If you want, enter a message to the recipients

• Select Share

• You should receive a confirmation message and be returned to the Your reports tab

• The Status column should now show that the report has been shared

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Marking a Report as a FavoriteBy marking a report as a favorite, it will be listed on your Favorite tab to make it easier to find.

• Select Data and Reporting from the navigation bar

• Select the star next to the reports you want to mark as favorites

• Select the Favorites tab to see your marked reports

• To remove a report from the list, deselect the star icon


Individual Employee Reports

Viewing an Employee Detail ReportYou can see all personal, work and benefit information for a specific employee with the Employee Detail Report.


• Select the Employee Reports section

• Select Employee Detail Report

• The report will open in a new window as an html file

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Viewing an Employee Benefit Summary ReportYou can view all of an employee’s current benefit elections in the Employee Benefit Summary.


• Select the Employee Reports section

• Select Employee Benefit Summary Report

• The report will open in a new window as a pdf file

Employee Audit Reports

View and Compare Point-in-Time Benefit InformationYou can have greater visibility to an employee’s benefit status on a specific date with the Point-in-Time history data. You can also filter these results.


• Select Employee History


• Select a date from the calendar

• Select View specific point in Time

• If necessary, you can filter the results by either selecting or deselecting the filter options

• If necessary, select Add another date to compare to look at benefits at different points in time, side-by-side

• Select a second date from the calendar

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• Differences will be highlighted

Viewing an Employee History of Changes ReportYou can see all updates entered into the system, including the entry date and login ID, with the Employee History of Change report.


• Select Employee History

• Select View history of changes

• Enter the range of dates for the changes you want to see

• Select the types of changes to view

• Select formatting options

• Select Run to create the report

• Use the Print or Close options


Employee Categories

Using Employee CategoriesThe system uses employee categories, or groups, to create flexibility in the enrollment process. It is extremely important to understand how categories work to better understand how benefits, users and enrollment rules are laid out.

Assigning Categories to EmployeesOnce your company sets its categories and assigns benefits for them, you can make sure all employees are included in one or more categories so they can either enroll or be enrolled in benefits. You can assign categories by:

• Adding individual employees

• Using the Import Census feature to add multiple employees through a spreadsheet or comma separated value (CSV) file

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Selecting Categories When You Add an Individual EmployeeYou can assign categories to employees when you add them into the system

• Select the Employees page

• Select Add a New Employee

• Complete the personal information section

• Enter work and category information

• Category information displays in drop-down menus at the bottom of the Work Information section

• Category fields are either required or optional depending the established settings

Changing Employee Category InformationYou can change an employee’s category, and update his or her benefits information, when needed. Keep in mind that for some categories, you won’t have to update information since it will automatically put employees in a new category – an employee being put in a new age group, for example.

There may be some categories that you won’t be able to change, but for the rest, follow the instructions below:


• From the Manage Employee drop-down menu, select Change Categories


• Enter the effective date of the category change

• Use the New Selections drop-down menu to select the new category information and then select Next

• Be sure to save your changes

• You may have to drop employees from coverage based on the changes, or you may be able to add coverage for new benefits.

Updating Categories for Multiple EmployeesYou can change categories for multiple employees at once if you have access to the Group Setup feature. If you don’t already have access, a systems administrator can activate the tool for you.

• Select the Group Settings tab from the navigation bar

• Select Group Setup

• Select the Tools and Reporting tab

• Select Mass Category Changes

• Choose which employee base you want to change (all employees or a subset of employees based on employee ID)

• Select which categories you want to update

• Select employees from the identified categories (you can choose all employees, no employees or specific individuals by marking the checkbox next to their names) and select Continue

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• Enter the effective date and new categories and select Next

• Select Return to Setup tab

• Review the changes from the To-Do List on the home page

Reversing Category ChangesA systems administrator must set up the Undo feature for your company before it is available to you.

You can undo a change that may have processed incorrectly, causing an employee’s benefit elections to be canceled. You can automatically revert to the previous categories and benefit enrollment by using the Undo feature.


• Select the Manage Employee drop-down menu

• Select Undo Category Change


• Select Revert to Original Categories and Benefits at the bottom of the page

• Select Return to employee summary

Termination

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Terminating Employment and BenefitsYou can terminate both employment and benefits in one section. By terminating employment, the status of the employee automatically changes from Active to Terminated and cancels all benefits for that employee.

• Search for the employee being terminated


• Select Terminate Employee

• Enter the termination date

• If necessary, select the Yes option to disable the employee’s login ID

• Enter whether the employee is being terminated voluntarily, involuntarily or due to gross misconduct – which is a non-COBRA qualifying reason.


Managing Benefit SeveranceDepending on your company’s settings you may be able to note whether your company is covering any of the associated COBRA premium.

• Search for the terminated employee


• Select Manage Benefit Severance

• Select Yes to the COBRA premium question

• Select Next

• Verify the benefit cancellation date for each benefit. This date will be pre-populated based on the termination date and your company’s termination rules.


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• Enter the total amount or percentage covered by the employer

• Enter the date payment will start

• Save

Undoing TerminationYou can undo a termination that processed incorrectly by using the Undo feature. This allows you to automatically reinstate an employee’s pervious benefits and dates. This will not change how the date is sent to Blue Cross of Idaho, but the change will be transmitted to us as a cancellation or a change in coverage.



• Select Undo Employee Termination

• Select Return to Employee Summary

Managing Tasks for Terminated Employees with Active BenefitsIf terminated employees are still covered with active benefits, the system will create a task for them. The task will be visible in both the Overall and Employee To-Do lists, and allows you to let the former employee remain covered, or cancel all active benefits.


Rehiring

Rehire RulesIf an employee is terminated, you have the option of rehiring that employee and reinstating his or her benefits, as long as it’s within a specified time period following the date of termination. The rules are defined in the Setup information under Dates and Rules and Rehire Rules. This rehire window can be set in terms of days, months or full calendar years.

There are five options when it comes to rehiring terminated employees, and they depend on the settings established in the Rehire Rules. Only the options your company sets will be shown in drop-down menu options.

• Rehire employee with no prior benefits to reinstate

• Reinstate an employee’s benefits as if that employee was never terminated

• Reinstate an employee’s benefits with no lapse in coverage

• Reinstate an employee’s benefits without a wait period

• Reinstate an employee’s benefits with a wait period

*Once you reinstate benefits, you must cancel COBRA coverage.

Rehiring Employees• Search for an employee


• Select Rehire Employee

• Enter the rehire date

• Reset the employee’s login and password

• You can assign a new password for a rehired employee. If you allow employees to make their own changes, create a new password and select Allow employee to login, leave the fields blank and select Next.

• Select your Benefit Reinstatement option

• If you choose Yes, I want to reinstate the employee’s benefits with the SAME plan, coverage level and persons covered, the employee’s benefits will automatically be reinstated with the correct effective date.

• If you choose any other option, the employee will be rehired, but benefits will not be reinstated. You or your employee must then re-enroll in benefits.

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• Specify how to reinstate benefits (Skip this step if you selected No, I do not want to reinstate benefits.)

• Select Next

• Review the Summary of Benefits with the new coverage dates



COBRA

Adding COBRAEmployees and their dependents who have basic group coverage canceled are eligible for COBRA. You can use the COBRA function to replace any forms or reports that are sent to Blue Cross of Idaho.



• Select Manage COBRA

• Select Add Policy

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• Choose the COBRA-qualifying event and select Next

• Select the appropriate COBRA plan and then Next (The employee’s former plan is selected by default where applicable.)

• Verify that dependents are covered by the COBRA plan


Canceling COBRA ElectionsWhen you make COBRA elelctions, the system automatically enters an end-date based on the COBRA-qualifying event you select.



• Select the Edit button next to the COBRA benefit you want to cancel

• Select Cancel Benefits for All

• You should see a message asking you to confirm your desire to cancel the policy. Select Yes to continue.

• If necessary, edit the COBRA end date and select Next



Electing COBRA for Non-EmployeesYou can add COBRA elections for non-employees (a former spouse of a terminated employee, for example) by using the Load COBRA Exceptions feature when the subscriber is not in the system.

• Select the Home tab from the navigation menu

• Select COBRA Manager

• Select Add COBRA Exception

• Add the COBRA-eligible person and all required information

• Select Save and go to participant

• Enter the COBRA election as described in the Adding COBRA instructions above

Please note, this feature should only be used up to 60 days after you start using the system.

Viewing COBRA ParticipantsYou can view, edit and cancel all COBRA enrollees by using the COBRA Participants section of the COBRA manager. This tool must be enabled for your company by a systems administrator. Depending on your company’s settings you may be able to edit COBRA information or just view it.



• View the COBRA Participants list and their data

• Select an employee to change or cancel a COBRA election

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Viewing New COBRA Benefit EnrolleesYou can see all recent health subscribers by using the New Benefit Enrollees section of the COBRA Manager. This list is designed to help you create COBRA benefit acceptance letters.

• Select the Home tab from the n avigation bar


• Select the New Benefit Enrollees

• You can see all employees with COBRA-eligible benefits within the last seven days. You can also see employees with COBRA-eligible benefits in a different time period by selecting the number of days from the drop-down menu or by entering specific dates.


Viewing COBRA-Eligible PersonsYou can see a list of the employees and dependents who have recently canceled a COBRA-eligible benefit by using the COBRA-eligible persons section of the COBRA Manager.



• Select COBRA Eligible Employees

• You can see all employees and dependents who have cancelled COBRA-eligible benefits within the last 60 days.

• You can also see employees with COBRA-eligible benefits in a different time period by selecting the number of days from the drop-down menu or by entering specific dates.

Content Management

Customizing the Member ExperienceYou can use the Content Manager tab to access interactive information for a better user experience.

• HR Note Manager: Write notes for employees using the Member Self-Service feature to help with enrolling in benefits.

• Employee Surveys Manager: Create employee surveys to complete in the Member Self-Service feature. You can view and print these surveys any time.

• Custom Confirmation Page: Create a message to be displayed on the confirmation page after an employee has selected benefits.

• Custom Page Manager: Create new pages in the Member Self-Service feature to give employees information about your company or benefits.

• Widget Manager: Display on the right side of the page when employees select their plan and coverage level.

• Employee Offer Page: Create text on the offer start page for benefit offerings.

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Managing Messages to Display in the Member RoleThe features listed above can help you create a customized experience for your employees. The following is an example of how to create an HR Note. If you have access to the member role, you can search for an employee to see how your messages look.

Creating HR Notes

You can help your employees with the benefit enrollment process by creating custom notes to go on specific pages to act as sticky notes. These messages can include links and videos, as well as text.

• Select Content Manager from the navigation bar

• Select HR Note Manager

• Select Create New HR Note

• Select which page in the member role to display the message


• If necessary, select the employee categories that will see the HR Note.

• To select multiple categories, hold down the Ctrl key while making your choices

• Enter the note details

• Title (the name of the note)

• Message

• Include any videos to display

• Any Internet links to include

• Display options (Enable the note to display it to employees, or disable it to hide the note.)

• States to which the note applies (You can limit note visibility to specific states.)

• Once you add the note, employees will see it if it is enabled.

• Employees can also view the note as a link after they close the page.

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Resources

Resources TabYou can use the Resources tab on the navigation bar to view product manuals, training videos and more.

Group Settings


Updating To-Do List Approval PreferencesYou can select which tasks you want displayed in your To-Do List if your account permissions let you access the Approval Preferences screen. From here, you can enable or disable approval tasks for new hire elections and/or off cycle changes by benefit order.

• Select Group Settings from the navigation bar

• Select Group Approval Preferences

• Select the tasks you want displayed

• Save your selections

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If you select Elections made during the new hire initial eligibility period, or Changes made to employee elections off-cycle other than PCP, you can define which benefits should generate approval tasks.

If you choose Changes made to employee information or elections by the carrier, you can manage the notifications from Blue Cross of Idaho. This allows you to turn notifications on or off. Additionally, the task will show more detailed information. Tasks on the Employee Summary tab will indicate if you can remove or review changes made by Blue Cross of Idaho. You can also remove all tasks at once for each employee.


Reviewing Group Setup InformationYou can view your company’s configurations in the Setup tab. You can edit any item that has an Edit icon next to it. Anyone who can create accounts can determine setup access for HR administrators. The tab contains links to several other tabs:

• Basics tab

• Users tab

• Benefits tab

• Dates and Rules tab

• Carrier Information tab

• Tools and Reporting tab

Please note, a limited amount of HR administrators have access to the group setup information. Please use caution when changing these settings since system administrators, Blue Cross of Idaho and your company have made these selections after careful consideration. Please contact the systems administrator if you have questions before you make changes to these settings.

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Managing Administrator AccountsYou can review, add or edit other HR administrator accounts if you have the correct permissions.

MANAGING CALENDARSYou can calculate contributions to financial accounts, employee payroll deductions and pro-rate benefits based on pay periods, check dates and check cut-off dates in a deductions calendar. You can use a deduction calendar if:

• For any benefit type for a second plan year (participation period)

• Health Savings Accounts (HSAs): Contributions are entered per pay period. You can use the deduction calendar to calculate how much an employee will contribute annually.

• Health Flexible Spending Accounts (HFSA) and Dependent Care Flexible Spending Accounts (DCFSA): Contributions are entered as an annual amount. The deduction calendar calculates the amount divided per pay period.

• To configure Date Rules for New Hires and for Change Reasons (on Change Reason Permission Profiles): Use effective dates, grace periods and cancellation dates in the defined deduction calendars.

• To calculate a per-pay period amount when you don’t pro-rate benefits based on the benefit effective date because deductions are made less frequently than every pay period.

More Deduction Calendar Details• The deduction calendar can calculate pay periods within a benefit plan participation

period.

• Any employee with a benefit that uses the deduction calendar must be assigned to the calendar either when added as a new employee or in the Profile section of the system under Work Information. The system uses the calendar to determine remaining pay periods and to calculate annual or per-pay period amounts.

• If an employee’s pay frequency is changed, all ongoing and upcoming contributions are canceled. You will then see a review task. Contributions can be reset based on the new calendar and pay frequency and then applied to a specific paycheck.

• You must create new deduction calendars each year and then tie them to a benefits participation period. You can copy previous pay calendars and assign new benefit participation periods to the copied calendars, then adjust the dates.


Creating a Calendar• Select Group Settings from the navigation bar

• Select Calendars

• Enter a calendar name

• Use the Participation Period drop-down to select a plan year

• Select the Benefit Types associated with the calendar

• Set the Calendar Period (semi-monthly, bi-weekly, annual)

• Enter the following elements for the first deduction period:

• Period start and end dates

• Check date

• Cutoff date (Determines which period a change applies to. Some chose to use the period end date as the cutoff date.)

• Example: Cutoff date is January 25 and February 23. Check dates are January 30 and February 28

• If a change or contribution is made on January 24, it would apply to the January 30 paycheck

• If a change or contribution is made on January 25 or later, it would apply to the next pay period

• If necessary, select the Calculate Dates option to automatically generate the rest of the calendar. You can adjust any dates as needed. If you want to enter all dates manually, continue with the next step, otherwise, skip it.

• Add rows until all periods have been completed for the calendar

• Save to complete

• You can create a Calendar Set to tie with the deduction calendar (see below)

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Creating Calendar SetsYou can group multiple calendars of different types by creating a calendar set. For example, you may want to have a Flex and HSA calendar, or and HSA and Pay calendar.

If you have only one calendar for your group, you can enable it by selecting the button next to the calendar.

• Select Calendar Sets

• Enter a name for the set

• Select an existing calendar to tie to the set

• Save

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© 2016 by Blue Cross of Idaho, an independent licensee of the Blue Cross and Blue Shield Association

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