BN - Health Benefits Data Entry Steps

GENERAL DESCRIPTION:

This procedure will cover how to correctly use enrollment codes/reasons to add coverage, add dependent, remove dependent, cancel coverage, and change health plan, which drives the health vendor interfaces: State Group Health, Delta Dental, and VSP. Therefore, accuracy and consistency are important in maintaining this information.

PROCESS CONSIDERATIONS:
You may click on the links below to navigate directly to a section:


New Hire - New Employees - Health Data Entry Steps

Self Service Enrollment
 
1.  Notify Employee of Enrollment Opportunities
2.  Employee enrolls via Self Service
a.  Review and Update Employee Information
b.  Review and Update Benefits Personal Data through BN - Self Service Updating Other Health Insurance Information.
c.  Enter Dependent Information if applicable
3. Employee receives Confirmation Statement BN - Self Service Confirmation Statements
4.  Review Retro BN - Retro Benefits Review Process


 Paper Application(s) Enrollment

  1.  Notify Employee of Enrollment Opportunities
  2.  Employee turns in Paper Application(s) to Administrator
  3.  Review and Update Employee Information through HR - Maintain Person Data - Biographical Details
  4.  Review and Update Benefits Personal Data through BN - Entering and Updating Benefits Personal Data
  5.  Enter Dependent Information if applicable through BN - Add/Update Dependents
  6.  Review Job Data/Benefit Program Participation to ensure event is consistent with system data. BN - Review Health Application in relation to Job Data/Benefit Program Participation
  7.  Before creating ADM event, check for existing event in On-Demand BN - Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance
  8.  Create ADM event on BAS Activity Table BN - Adding Events to the BAS Activity Table
  9.  Process the ADM event BN - Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance
a. Use ADM Event Date defined in Event Table
b. For other plan type Event Dates please refer to Effective/Event Dates UWSA Life Event/Employment Changes charts
  10. Review Enrollments BN - Review Benefit Enrollments
  11. Review Retro
  12. Distribute forms according to Benefit Application and Form Distribution Chart


Add Coverage / Add Dependent / Remove Dependent / Change Benefit Plan / Cancel Coverage - New or Existing Employees - Health Data Entry Steps


  1.  Receive application from employee (within # of days defined by Event Table) BN - Enrollment Code and Enrollment Reason Job Aid
  2.  Review and Update Employee Information
  3.  Review and Update Benefits Personal Data
  4.  Review Job Data/Benefit Program Participation to ensure event is consistent with system data
  5.  Before creating ADM event, check for existing event in On-Demand
  6.  Create an ADM Event to add/change/cancel any and all applicable plans.
a. Use ADM Event Date defined in Event Table
b. For other plan type Event Dates refer to UWSA Life Event/Employee Changes charts
  7.  Process the ADM Event
  8.  Review Enrollments on "Enroll in Benefits" for all applicable plan types
  9.  Review Retro 
10.  Distribute forms accordingly

*Please note for UW Madison departments, please forward those applications needing additional processing to Madison Benefit Services (OHR).

The information provided here is meant to be a quick snapshot of policy and process as they are related to the events listed to assist you in keying in applications. For more specific information, you may reference the Department of Employee Trust Fund’s Health Insurance Administration Manual



ADDITIONAL RESOURCES

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