WEBeci Online Help

Enrollment Maintenance

Enrollment Requests

Requests Awaiting Action - This section displays all pending requests in chronological date order, grouped by type of request.  

• Life Change Event - This type indicates changes to an existing employee.  The reason listed is informational only (does not write to HEALTHpac), and appends to "Life Event".  The available categories or reasons for change are defined within Insurer Settings.

• New Hire - This type indicates an uninsured new employee for the group.

• Open Enrollment - This type indicates changes to an existing employee during a defined benefit election window.

Double left click on a desired link under "Submitted By" to review a request.

The banner above the request will display the type of request being viewed.  The fields that can be updated by the Health Insurer user without editing the entire request will be listed in open boxes.

• Approve - Writes the request to HEALTHpac.

• Decline - Saves the request in the Declined Request Queue.
• Edit - Writes the request to HEALTHpac after changes are made.

There are several maintenance options available from the Enrollment Maintenance screen:

• Search Enrollments

  Search Enrollments allows you to search for enrollment information that has been submitted by a employee, and approved by a sponsor. You can then view and print any enrollments submitted by the members or sponsors.

  Enrollment requests that have not yet been approved by a sponsor will not be found.

  To search for approved enrollments:

  • first select the appropriate sponsor using the Sponsor button. You can press Search to view a list of all enrollment requests for this sponsor. Click on an employee name to view details

  • use the Member ID field to target enrollment information for a specific member. To search a specific member, leave all other fields at their default.

  • you can also search for enrollment information using a member's last name. Partial or full last names can be used.

  Caution: These fields may be used in any combination. If, however, you select a sponsor from the list and enter a member ID, you may receive a "Record not found" message if the member ID is not related to the selected sponsor.

• Employee Disclaimers

  Use the Employee Disclaimers option to maintain disclaimers that apply to the enrollment process. There are three available disclaimers:

  • Enrollment/Change Application Disclaimer

    This is a general enrollment disclaimer. This disclaimer is presented to the enrollee at the end of the enrollment process and requires the enrollee to provide an electronic signature and date.

  • Enrollment Insurance Waiver

    This disclaimer is displayed when an enrollee waives coverage for an offered product. This does not apply to supplemental products. An electronic signature and date is required when this disclaimer is displayed.

  • Enrollment Pre-Exisiting or Other Insurance

    This disclaimer allows you to define a disclaimer for when a dependent associated with the enrollee has other insurance. This is determined by a selection made by the enrollee on the dependent information screen. If this disclaimer is displayed, an electronic signature and date is required. The enrollee must provide information about the other insurance coverage. Coverage information will display on the final enrollment form, which you can view.

   

• Sponsor Disclaimers

  This option allows you to maintain Sponsor Enrollment Request Approval disclaimers. They are displayed to sponsor users when approving enrollment requests.

  • When a sponsor approves an enrollment request, this disclaimer is displayed. Use it to convey important information to the sponsor user as it relates to the enrollment approval process.

• Supplemental Products

  Use the Supplemental Products option to specify certain options or preferences as it relates to supplemental product offering during the enrollment process.

  • HEALTHpac Supplemental Products

    To provide an enrollee supplemental products associated with the sponsor in HEALTHpac, select the Use Healthpac box. You can define disclaimers for the supplemental products in the sponsor role, under Enrollment Rules. To define, maintain or edit a disclaimer, follow these steps:

    1. 1. Select the desired sponsor in Sponsor Maintenance.

       2. Assume the desired sponsor role.

       3. Click on the enrollment rules maintenance menu option.

       4. Select the desired enrollment rule.

       5. Click the edit button.

       6. Click on the desired supplemental product hyperlink and define, edit or maintain the disclaimer text.

  • Web Link Supplemental Products

  This option allows you to offer additional supplemental products, not associated with HEALTHpac. Enter the URL (http://www.sitename.com), then enter a description for the web link. During enrollment, enrollees will have the option to select the offered products. The linked products are displayed in a separate pop-up browser window. A disclaimer is associated with the supplemental products.

• Enrollment Notification

  Use this section to define up to six email addresses. A notification is sent to the specific email address when a type of enrollment request is submitted by the sponsor.

Reminder: The insurer can always assume any sponsor role by using the Sponsor Maintenance option. This grants you full control over the sponsor settings and configurations pertaining to the enrollment module. WEBeci suggests examine the enrollment module along with your sponsors.