04/17/2018 - Laserfiche WebLink

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➢ 7 page enrollment packet to complete to make benefit elections ➢ Life and long term disability rate sheet to calculate employee rates In addition to the handouts, the Human Resources website is populated with additional documents for employees to access and review. Each new hire is scheduled to attend a three (3) hour benefit orientation and benefit options are further reviewed with employees. Following this, employees complete paper enrollment forms for each benefit. They are required to enter separate employee and dependent data on each benefit form. The majority of employees take the benefit information home for review with family members prior to making elections. Often, employees forget to return the paper enrollment forms or misplace the forms and Human Resources initiates follow up reminders. Although every attempt is made to provide easy to understand information to employees, the information is overwhelming and the majority of new hires have expressed difficulty understanding the benefit offerings and how to complete the various benefit forms. After employees make benefit elections, Human Resource staff manually review each enrollment form, contact the employee for missing information, and either hand key data in each carrier's website for each employee and dependent or submit the enrollment form via fax for the carrier to enter into their system. The benefit data is then re -keyed into the County's payroll system in order to generate affordable care act reporting information. Often, handwriting is not legible and entry errors are made resulting in enrollment integrity issues. In addition to the data entry issues, required documentation for dependent eligibility is routinely missing from returned benefit packages and employees must be contacted and reminded to turn in the documentation or lose dependent coverage. The employee has to drop off the documentation to the Human Resources Department. In some instances, employees fail to return information in a timely manner and as a result are not enrolled in requested benefits. This manual data entry process has resulted in carrier data reflecting incorrect social security numbers and/or dates of birth, misspelled names, and incorrect addresses for employee benefits. The current benefit enrollment process is not a positive experience for the new hire employee, is labor intensive, and is prone to errors. PURSUING A SOLUTION: In order to improve the employee benefit enrollment experience and reduce errors associated with the current process, Human Resources requested our benefits consultant/broker Lockton Companies to solicit proposals for a benefit administration system to meet the following scope of services: ➢ Web Enrollment ➢ Single Sign on ➢ Benefit Decision Support Tools ➢ Carrier File Feeds ➢ Non -Carrier File Feeds ➢ Payroll Deduction Files ➢ Evidence of Insurability Processing ➢ Dependent Status Initial Audit 160