HROFFICE USER CONFERENCE 2005 Manage your next open enrollment ONLINE! Dwight Matheny VP of Development Ascentis Corporation

HROFFICE USER CONFERENCE 2005

The Founding Vision…. Benefit Plan Setup Employee Data Reconciliation & Remittance HIPAA 834 Enrollment Transaction HR & Benefits Enrollment Database Broker/Consultant Enrollment Inquiry Data Analysis Census Reporting Data Approval EmployeesHR/Benefit ManagersCarrier/TPA

HROFFICE USER CONFERENCE 2005 HROffice Provides the Tools You Need Enrollment with HROffice Self-Service Full status reporting reminders via the Employee Correspondence Wizard or HROffice Alerts Approvals Carrier Connect Payroll Connect

HROFFICE USER CONFERENCE 2005 Enrollment with HROffice Self-Service Open Enrollment –How to set it up –Plan Comparisons New Hire Enrollment Life Events (Change Enrollment) –Events or change reasons Advanced Customization… tips and tricks

HROFFICE USER CONFERENCE 2005 Enrollment with HROffice Self-Service How do you setup Open Enrollment? –Follow the steps in the topic Benefits Administration with HROffice Self-Service Let’s do it

HROFFICE USER CONFERENCE 2005 Enrollment with HROffice Self-Service How do you setup Plan Comparisons? Let’s do it

HROFFICE USER CONFERENCE 2005 Enrollment with HROffice Self-Service New Hire Enrollment 120 day rule for New Hires 1 year eligibility look forward period Let’s do it

HROFFICE USER CONFERENCE 2005 Enrollment with HROffice Self-Service Life Events Enrollment (a.k.a. Change Enrollment) –Select the plan types where you allow changes –Select your change reasons for your plan types

HROFFICE USER CONFERENCE 2005 Enrollment with HROffice Self-Service Advanced customization… tips and tricks Configurable and customizable to meet your needs- (se habla HTML?) Demo

HROFFICE USER CONFERENCE 2005 Full status reporting What’s one of the toughest parts of Open Enrollment? Getting employees to do it! Demonstration

HROFFICE USER CONFERENCE Reminders Using the Employee Correspondence Wizard to remind (harass) employees to finish their Open Enrollment Demonstration

HROFFICE USER CONFERENCE 2005 Approvals Best time to approve is after the Open Enrollment effective date

HROFFICE USER CONFERENCE 2005 Connect To Your Carriers! Get rid of the paper shuffle Eliminate errors Increase your productivity It’s tough to do on your own!

HROFFICE USER CONFERENCE 2005 Connecting is to Carriers is difficult… Stage 1: negotiate with carrier Stage 2: get the right technology in place (FTP, PGP, VPN etc). Make sure you comply with HIPAA Privacy and Security Stage 3: Review the carrier’s companion guide Stage 4: Code the 834 file Stage 5: Testing, testing, testing Stage 6: Deploy Stage 7: Start over again when CFO decides to switch carriers

HROFFICE USER CONFERENCE 2005 But Carrier Connect makes it easy! Ascentis handles all stages Your installation of HROffice sends the data to the Ascentis Clearinghouse, and Ascentis handles it from there

HROFFICE USER CONFERENCE 2005 Carrier Connect: real world examples Life: transmission to carrier was rejected. –Turns out the required paperwork was never completed and the policy was not in force. Huge liability! Medical: 10.9% error rate –3 employees were not enrolled, and 9 ex-employees were still enrolled; resulting in overpayment and non-coverage for eligible employees Medical: 600 employee group –16 managers were in the wrong plan (class I instead of class II) –3 employees had the wrong social security number. For one of them carrier created two records and charged a double premium. –1 employee was enrolled in a medical plan for a year past her termination date. –Many names were wrong; particularly, particularly hyphenated names and names with apostrophes Dental: 125 employee group –Two terminated employees were still covered –Two social security numbers were wrong –55 people had differences in the first name or birth date

HROFFICE USER CONFERENCE 2005 Payroll Connect: the last mile Payroll Connect will transfer the new benefit deductions to your payroll system

HROFFICE USER CONFERENCE 2005 Conclusion Manage your next Open Enrollment online!

HROFFICE USER CONFERENCE 2005 Thanks for attending!