WEBeci Online Help

Enrollment Rules

The Enrollment Rules section allows you to:

• set up a unique default New Hire user name and password for employees wishing to enroll, or who aren't yet in the system.  

• establish and maintain enrollment rules and settings, such as open enrollment periods, benefit plans periods, and applicable enrollment bracket codes.

Default Login:

The Enrollment Rules screen first allows you to enter a default New Hire login and password. The login and password is used when an employee is not in the healthcare management system. You can give your WEBeci application URL and the default login and password to all new employees.

The default login and password allows the employee to login to the application and perform an enrollment request.  You can then review the request, and if you approve the request, you can then submit the request to the health plan administrator for final review and approval.  Upon approval by the health plan administrator the employee will be enrolled in the healthcare management system.

Once an employee has active coverage, the employee can use their credentials (SSN or Certificate ID) and date of birth (mmddyyyy) for the initial login.  Employees are then required to create a User ID and Password.  Employees must also create 3 security questions and answers.  Employees will not be able to access WEBeci with their personal credentials after the initial login.  The health plan administrator may require the password to include one or more elements (capital letters, numbers, special characters) for added security.

Enrollment Notification E-mail:

In the Enrollment Notification E-mail field, you can enter the primary and secondary e-mail address of the person(s) that will be notified when a specific request (Open Enrollment, Life Event/Change, New Hire) is submitted or when any enrollment request by an employee is submitted for review.  When the employee is approved by the health plan administrator, notification will be sent to the e-mail address(s) listed here.  If an e-mail is not provided, enrollment alert messages will not be sent.

Enrollment Rules Options

Enrollment Rules Listing allows you to select an existing enrolment rule, and perform one of the five enrollment rules options:

• Viewallows you to view the selected rule  in "Read Only" mode, changes are not allowed.: select View to display the settings for the selected rule; effective date, benefit grouping branding (Bracket Codes), waiting period designations, and plan/product offerings

• Edit:allows you to change or modify the rule. select Edit to make changes to a selected rule

• Addallows you to view a blank rule screen, configure options and save.: select Add to create a rule (all plan/products associated with the group in the health care management system will populate the rule automatically)

• Copyallows you to duplicate an existing rule, enter a new rule name and change other options from the original rule.: select Copy to preserve Bracket Codes and associated waiting periods as well as plan/product offerings from the rule selected

• Deleteallows you to delete or permanently remove the rule from the database.: select Delete to permanently remove the rule from the system

Note: You can only select one enrollment rule at a time. Once selected, you can perform any of the above options.

Enrollment Rules Screen

There are several sections within each enrollment rule:

• Rule Information: enter a description that identifies the coverage including the year that applies to the rule

  List(s) the name of this rule.  

• Enrollment Settings: enter the first date Open Enrollment will be offered, the last date Open Enrollment is offered, and the calendar or plan year effective date

  List(s) the open enrollment  from and through dates, and the start date for the benefit plan(s). Date format is MM/DD/YYYY.

• Enrollment Bracket Codes: enter a name description as a single expression (no spaces) that identifies the plan/product offerings that will be associated with the bracket (label or brand)

  Benefit plans listed at the bottom of the screen can be offered on a selective basis, however defined, using the listed bracket (label/brand) codes (1-12). You must add a short description of up to 18 characters (letters and numbers) in the unlabeled description field (spaces are not allowed) adjacent to each bracket code.

  A bracket code can be used to identify a particular grouping of benefits or departments/divisions within the company. So for example, high deductible plans might comprise one bracket while low deductible plans would be a different bracket (Gold, Silver, etc.). You might use bracket codes to identify different divisions or operational levels (Executive, Employee, etc.), as needed.

  To enable automatic enrollment in a set package of benefits (Major Medical, Dental, Prescription) select the adjacent Bundle check box.  When selected, enrollees must accept the coverage package offered or opt out/waive all coverage.  Un-check the Bundle check box to turn off the function.

  To require completion of the Salary field during enrollment, select the adjacent Salary check box.  Un-check the Salary check box to turn off the function.

  Each bracket code can have a separate waiting period requirement for a new hire.    

  Flag the Benefit Plans section > Make Available to Enrollment Brackets column > numbered check box corresponding to the bracket (number) to which you will offer each plan.   

  Compose a bracket code that employee's can easily remember, but difficult for others to guess.

  The bracket code is only required during the enrollment process if more than one benefit plan is available to a given bracket. If only one bracket code is specified, employees are not required to provide bracket code information during the enrollment process.

1. Bundle Bracket Products: left-click the box to automate election (not a la carte) of all associated plan/product offerings that apply to the bracket name when performing an enrollment request
2. Salary Required: left-click the box to require users to populate the salary field when performing an enrollment request
3. New Hire Waiting Period: enter the number of days after and employee is hired that they will be eligible for enrollment, and then left-click the radio button for the waiting condition that applies to the bracket name

Note: When more than one bracket is defined, users are required to specify a bracket name when performing an enrollment request.  The plan/product offerings associated with the bracket name will be listed for election.  When the benefit options are explained to your employees, you will need to also provide them with the bracket name to be used for the plans they wish to elect.

• Show Me: Displays the plan period default elected by the Health Insurer, with selectable increments of Last 3 Years Plans, 5 Years Plans, 10 Years Plans, 15 Years Plans, 20 Years Plans, 25 Years Plans, 30 Years Plans and All Plans.  Ensuring set-up of the most recent plan periods will reduce elections of older display options.

  Defaults to 'Last 3 Years Plans'.  Additional options are in increments of 5 years, 5, 10, 15, 20, 25, 30 and All Plans.

• Benefit Plans: all plan periods for each plan type associated with the group in the health care management system can be listed; the caution symbol identifies plans without complete coverage information

  Benefit plans are displayed according to information in the insurers healthcare and benefits management system. Each benefit plan can be clicked to view more specific information about the plan. Options include:

  • coverage types available for selection by the employee

  • costs of various coverage types

  • costs deducted or due (per month, pay period, or year)

1. Benefit Plans: left-click the most current plan period name link to select the allowable coverage options, employee cost information and benefit summary to enable the plan to be listed in election options
2. Make Available To Enrollment Bracket(s): to include a plan in the election options for a bracket, left-click the box in front of the number that corresponds to the bracket name

• Supplemental Insurance Products: inclusion of supplemental products is determined by your health plan administrator

  Additional information, such as, a description about the product (disclaimer) can be entered and saved.

  This information is displayed if the employee selects the product during the enrollment process.

1. Make Available To Enrollment Bracket(s): to include a product in the election options for a bracket, left-click the box in front of the number that corresponds to the bracket name

Tip: Enrollment will be in the most current plan period, therefore only the most current plan period for each Plan ID needs to have complete coverage information.  If the Enrollment Rule was made from a copy of a prior rule, prior plan periods will have inherited complete coverage information on prior plan periods.

Warning: At least one coverage level must be selected and a cost entered (0.00 is accepted) to enable the plan to appear for election during enrollment.  Enter a benefit summary that will be displayed during an enrollment request when View Details is selected for the plan.

Once you have completed each section, select the Save button to finalize the Enrollment Rule.

• Rule Information - Rule Name
• Enrollment Settings - Open Enrollment Date Range and Effective Date
• Enrollment Bracket Codes - Label/Brand and Waiting Period
• Benefit Plans - Make Available To
• Supplemental Products - Make Available To