June 2012 Benefits Guide EbixBenergy EbixBenergy Benefits Guide
Page 2 Benefits Guide June 22, 2012 Table of Contents Introduction Overview... 4 Getting Started... 4 Portal Setup: Benefits Portal Setup: Benefits... 6 Setting up your Benefits... 6 Income Protection... 7 Add a Benefit Program... 8 Benefits Benefits... 10 Benefits: Health... 11 Medical Setup... 11 Copy of Exiting Plan... 13 Medical: Setup Plans... 16 Benefits Summary... 17 Eligibility... 20 Eligibility Table... 20 Eligibility Dependents... 21 When can an employee participate?... 21 Contributions... 22 Legal Summaries... 23 Summary Plan Description... 24 Uploading a file to the Benergy System... 24 Frequently Asked Questions... 25 EbixBenergy Library... 25 Creator Library... 25 Custom FAQs... 26 Plan Tips... 26 Supporting Information... 27 Plan Tours... 28 Contacts... 29 Forms... 30 Links... 31 Highlights... 31 Plan Done... 32
EbixBenergy Page 3 Introduction
Page 4 Benefits Guide June 22, 2012 Overview Welcome to EbixBenergy, a wealth of information for your employees and gives you one place to post and find the latest benefit and HR information. The Benergy Benefits Guide is intended to provide tools for setting up benefit programs, plans, and related content displayed in the EbixBenergy portal. Getting Started EbixBenergy Benergy Central Benergy Central grants access to a number of features. Logging into the EbixBenergy Benergy Central 1. Type the following URL in the browser window: mybenergy.com 2. Enter your assigned site manger login in the User ID field. 3. Enter your assigned site manager password in the Password field. 4. Click Enter. Additional Support If you are a site manager and have forgotten your User ID and Password, contact EbixBenergy Support at 1.800.475.4041 or email benergy@adam.com. Use the shortcuts, menu options, and links within ECC to navigate in the system. Avoid using the browser Back and Forward arrows which could remove permissions and force user to log back in.
EbixBenergy Page 5 Portal Setup: Benefits
Page 6 Benefits Guide June 22, 2012 Portal Setup: Benefits Under the Portal Setup dropdown is the Benefits setup page. This is where you will select the type of Benefit programs that you would like to display on your Benergy portal. The programs are broken out into four sections: Health, Income Protection, Financial and Work/Life. On the Benefits page you can include the benefits and the names you would like to display on your portal. Select the checkboxes of the Benefit programs you want included on your portal. You may enter a customized name that you want to display for each Benefit Program. Check the boxes for appropriate Benefit programs or enter your own Benefit program in one of the empty frames at the bottom, then select the Add Program button. If you do not select a program, like in the Income Protection section, then the Income Protection section will not appear on the output of your portal. Setting up your Benefits: Step 1. Enter a customized display name to be used on your employee portal otherwise the default name will display. Step 2. Select/add the Benefit programs that will appear in the portal. Health Medical, Dental and Vision
EbixBenergy Page 7 Income Protection Life & Accident Insurance, Disability (Short/Long Term) and Long Term Care Financial Retirement (401K, Pension, etc.) and Employee Stock Program Work/Life Flexible Spending Accounts
Page 8 Benefits Guide June 22, 2012 Add a Benefit Program In each of the Benefit programs, (Health, Income Protection, Financial or Work/Life), there are blank boxes beneath the list of the existing programs where you can add a benefit program. Check the checkbox to the right of the up and down arrows. Enter the name of the new program as it should appear on your portal. Select the Add Program button to add this program to your portal. Once added, a Delete button will appear for each program added and an additional program entry box will appear, with a screen refresh, for you to add another program if needed. Step 3. Display the Financial Calculators can be provided to assist the users of your portal in determining levels of insurance coverage. Selecting the Calculators checkbox on the portal setup page will allow employees to access a library of Financial Calculators. To see an example, select the Calculators link. Step 4. Glossary can be provided to assist the users of your portal with Benefit terms, abbreviations and their definitions. Choosing to include the Glossary here will make it available from the Quicklinks panel, on the left hand side of the screen, from the benefits section on the user view. Step 5. You may enter a link in your portal to an external benefits enrollment application. During open enrollment time, the link will read Enroll in my benefit plans if you supply start and end dates for the enrollment period below. Outside of this period, the link will read Check or change my benefit elections. This link will appear on the I m Here To task list on the home page of your portal and also under Take Action on the Benefits Center homepage. NOTE: If a checkbox is selected, to activate the link for the external application, the additional fields below the checkbox become required fields. This is used if you are setting up an outside enrollment portal, other than Benergy.
EbixBenergy Page 9 Benefits
Page 10 Benefits Guide June 22, 2012 Benefits In this area, you will set up your Benefit plans and related content that will display on your Benergy portal. Whenever building an individual plan, the sequence of the steps necessary will be the same although the template will vary based upon the plan design (i.e., 401k, LTD).
EbixBenergy Page 11 Benefits: Health Medical: Setup Step 1. Preview/override the Medical page introduction. Use the system generated introduction or override the medical introduction and replace it with your own text below by selecting the checkbox provided. Then enter your text message in the Introduction Override freeform text box provided.
Page 12 Benefits Guide June 22, 2012 Step 2. Display plan comparison tool Benergy provides a Plan Comparison Tool for you to display by checking the checkbox. Be careful if you override the Benefits Summary and Contributions templates. The Plan Comparison tool is available for medical, dental and vision plans only! The override link opens a window with the following explanation. Step 3. Manage Plan: Allows you to edit and delete existing plans. You can sort by Display Date, Current Plans, Current & Future Plans or All Plans. The Display Date link opens a window which explains that the display dates control when employees can see a given plan on Benergy. The Display Start Date is the date a plan will begin displaying to employees. The Display End Date is the last date to display this plan to employees. Select Current Plans to see only plans set to display as of today s date. Select Current & Future Plans to see only plans set to display today or on some future date. Select All Plans to see all the plans of this plan type that exist on your Benergy portal regardless of their display date. If you choose to Delete an existing plan, you will be prompted before it is removed from the list. NOTE: Please do not select OK on this message unless you are certain that this plan needs to be deleted. Once a plan is deleted, it cannot be retrieved.
EbixBenergy Page 13 Step 4. Create a Plan: provides a template for adding a new plan. To add a new plan Select a provider: select a provider from the dropdown provider list. Name, if other: if Other is selected as the provider, then a provider name needs to be entered in the freeform textbox. Select a plan type: select a plan type (e.g., HMO, PPO, etc.) from the dropdown list. Select next to Add plan. to complete setup. NOTE: It is very important to choose the correct provider and plan type in the dropdown menus. Each provider and plan type is connected to your creator library content and plan templates. Once you select a provider and plan type, this information cannot be changed. If the plan type is selected incorrectly, it s necessary to start over. Copy an existing plan Select next to Copy Plan. A new window will open with three easy steps to complete. Select the Creator Library or the existing portal that you want to copy from. Select the plan that you want to copy. Select the here link to save the copied plan. Review the content of the copied plan carefully and edit as appropriate.
Page 14 Benefits Guide June 22, 2012 All new and copied plans have been added to the list of plans on the Setup page.
EbixBenergy Page 15 Medical: Setup Plans After entering a plan the Take me to link will appear as if it s floating on the right hand side of the page. This menu allows you to navigate to all areas of the plan setup. The sections for each plan include: Plan Home, Benefits Summary/General Provisions, Eligibility, Contributions, Legal Summaries, FAQs, Plan Tips, Supporting Information, Plan Tours, Contacts, Forms, Links, Highlights and Plan Done. On the FSA page, you will also see an Account Modeler Page. Select NEXT to advance to the next page in the template or use the Take me to menu The NEXT button will advance you to the each page in the following order: o Plan Home use this page to rename a plan, assign a group number, define plan dates and copy and update a plan Rename Plan - Display Name the name that will display on employee portal - Control Center Descriptive Name the name that will appear only in Control Center Assign Group Number you can assign a plan group number that will display to employees. Dates - Plan Effective Date the effective date for this plan s benefits - Plan End Date the end date for this plan s benefits - Display Start Date the date to begin displaying this plan to employees on Benergy - Display End Date the last date to display this plan to employees on Benergy. If related Enrollment campaigns are set up with effective dates, they will be noted here. Plan Copy and Update this will create a copy of the existing plan. A confirmation window will open; select OK to copy or Close to cancel copy. Then make any plan updates and be sure to assign new effective dates to the copied plan. NOTE: Make sure you have assigned an end date before you copy a plan.
Page 16 Benefits Guide June 22, 2012
EbixBenergy Page 17 o Benefits Summary intended to provide employees a view of their benefits at-a-glance, which includes: Header, General Provisions, Copayments/ Coinsurance, Additional Provisions, Additional Plan Highlights and Footer (e.g., Disclaimers & Exclusions). Set up the information to display for your Benefit programs. Header title of comparison (2,000 char. max.) General Provisions deductible limits, out-of-pocket maximum, lifetime benefit maximum, primary care physician/gatekeeper, description of HSA/HRA and a URL address link to provider directory Co-payments/Coinsurance physician s office visit, primary doctor s office, specialist s office, routine adult physicals, laboratory services, inpatient hospital, description for preauthorization treatment, outpatient hospital, emergency room visit, definition of true emergency, maternity care, well-baby care/immunizations, well-child care, chiropractic care, physical therapy, prescription drug coverage, mental health treatment, substance abuse treatment and separate out-of-area benefits. Two sections in this area Physician s office visit and Primary doctor s office allow the choices, if covered, to enter a set co-pay amount, a set percentage or a predetermined text definition of the payment. A freeform textbox is provided to enter a predetermined text definition. After these selections are made you can apply a co-pay amount - $, percentage - % or text in both sections. To apply your copay $, %, or text to sections below, select the button provided. This will open a window explaining your choices and where it will be applied in the following sections. You can choose to accept or cancel this setup. If you accept, you will still have the ability to make changes in any section. For example, the copay for the Emergency room visit can be changed by itself.
Page 18 Benefits Guide June 22, 2012 Additional Provisions special conditions that were not part of the template Select the Edit icon to edit an existing provision or select the add link to open the Additional Provisions screen, allowing you to enter a new provision. The fields that need to be filled in are: Provision (150 char. max.) and Description (750 char. max.). Additional Plan Highlights freeform text area which allows you to include additional information about the plan in the Headline and Body textboxes Footer (e.g., Disclaimers & Exclusions) it s recommended that you include a generic footer You also have the option to override the Benefits Summary Chart with your own text. NOTE: If you wish to display information about this plan on the Highlights page, Plan Comparison Chart or Plan Tour, you must also enter it below:
EbixBenergy Page 19 As a standard convention, Benergy displays the percentage of usual & customary charges that the plan pays (e.g., 70%). If you prefer to display the percentage that the employee pays, a checkbox is provided to modify how the information displayed. Information completed in Benefit Summary is used on the highlights and plan comparison tool pages. NOTE: If the value of an item is zero, you must indicate "0" in the space provided. Rows left blank will not appear in Benergy.
Page 20 Benefits Guide June 22, 2012 o Eligibility User Groups set up the eligibility of the plan for all or specific user groups. The system default is all user groups. Employees will only see the content that applies to the user group to which they are assigned. If you do not want to associate the plan with All User Groups, uncheck the All User Groups checkbox and select the individual User Group(s) with which you want the plan to be associated. Eligibility table You also have the option, to override the Eligibility Chart and add/edit your own text. Be careful if you activate the Highlights page or a plan tour. Build the plan s eligibility table by completing the information requested. If a group is not eligible for coverage, leave the space blank and it will not appear in the employee view. After selecting an employee group, you can enter a definition for the group.
EbixBenergy Page 21 Eligible Dependents Mark the checkboxes to select dependent groups and optional eligibility conditions. The two partner groups include: Spouse and Domestic Partner. The two dependent children groups include: Dependent children and Children of domestic partner. For the dependent children groups, select from dropdown menus for age definitions. - age, the end of the month they turn or the end of the year they turn - Numeric age, 15 30 - Numeric age, 15 30 if a full time student When can an employee participate? Select from the dropdown menu or enter the description in the freeform textbox provided. The dropdown menu includes first day of employment, first day of month following employment, first of the month after # days of employment (where # = 30, 60 or 90 days of employment) and other. If other is selected, enter the information to define when an employee can participate in the Benefit program.
Page 22 Benefits Guide June 22, 2012 o Contributions select the tiers to be used and enter the amounts for employee contributions at each tier level and indicate if the contribution is made per pay period or monthly. NOTE: If the template does not fit your needs, simply check the box provided to Override the Contributions Chart provided and add/edit your own text. Be careful if you activate the Highlight page or plan comparison tool.
EbixBenergy Page 23 o Legal Summaries You can add a Legal Summary of your own, upload a file, add content or link to a web address to be used. Typically a PDF file is loaded in this section. To add your own Legal Summary, select the add link, under the Add Legal Summaries section. This will open a window allowing you to enter a Title, browse to and upload a file, type into a freeform textbox the information you want use or provide a web address where the detail for your legal summary can be found.
Page 24 Benefits Guide June 22, 2012 The Summary Plan Description (SPD) must meet a number of Department of Labor (DOL) requirements including: - deadline to provide the SPD to employees - ways to notify employees - SPD s contents - style and format of the SPD Under the required information wrapper link, the portal provides additional links directly to the DOL website defining these requirements. Not all SPD s and insurance certificates contain all the legally required information necessary for compliance. To help your legal summary comply, you may wrap such information around it in Benergy. If adding a summary plan description or insurance certificate, you have the option to post a required information wrapper containing pre-formatted required information. The sample language in Benergy is not intended to provide legal advice. It should be reviewed and edited by your organization s legal counsel. Uploading a file to the Benergy system The Benergy system allows users to upload files into the system. These files are limited up to 16 MB, prompting the user to select OK or Cancel before continuing to replace the current file. The following file types can be used for uploading documents into the system.
EbixBenergy Page 25 o Frequently Asked Questions (FAQs) Benergy allows you several options to make FAQs available on your portal. The Creator Library, EbixBenergy Library and Custom FAQs are sources of questions and answers that can be selected to include on your portal. Select the FAQs you want to include on your portal, then select the here link if you want to arrange the order in which they will be displayed or if you want to change the order. EbixBenergy Library in the EbixBenergy Library you can select All EbixBenergy Library FAQs or specific FAQs from a list of existing questions in the EbixBenergy Library. The EbixBenergy Library consists of a preset list of FAQs based on template selected. Creator Library the Creator Library is a compiled list of questions and answers that the site creator has added, based on the needs of your business. You can choose to allow this to display on your portal by selecting the checkbox.
Page 26 Benefits Guide June 22, 2012 Custom FAQs Benergy allows you the option to add your own FAQs. Under the Add FAQs section at the bottom of the page is the add link which opens a blank page for you to add your own questions and answers relevant to your organization. The question area has a 250 character maximum and the answer area has a 5,000 character count maximum. When you select the SAVE button on the Additional FAQs window, the system will add your new FAQ with a screen refresh to the list. Once on the list, the three links to the right of the newly added item allow you to add it to the Library, Edit or Delete your entry. After you select the Library button, it will be added to your Creator Library and will be moved up to the list with a screen refresh. o Plan Tips include the plan tips you want from Benergy by checking them off individually. To view a plan tip, simply select the link.
EbixBenergy Page 27 o Supporting Information add your own supporting information about the plan and specify the order in which they should appear on your portal. This may include memos, announcements, and notes regarding plan specifics that provide a link to such information. Links may be utilized here and you have the option to add the item to your Creator Library for future use for other portals. To add supporting information, select the add link under the Add Supporting Information section.
Page 28 Benefits Guide June 22, 2012 o Plan Tours include multimedia plan tours from Benergy that contain plan specific Benefits summary, eligibility, contributions and contact content. A See warning link explains that the Plan Tour displays information that has been entered in the Benefits Summary, Eligibility and Contributions templates but not in the override area of these same templates. NOTE: Certain plan tours are available in Spanish. This is where you can make them available. Select the plan tours you want included on your portal by marking the related checkboxes.
EbixBenergy Page 29 o Contacts use this page to select contacts you would like to make available on your portal. Include contacts from the Creator Library and/or add your own. Once the contact has been added to your portal, you can add it to the Library, Edit or Delete it from the contact list. When you select the add link to add a contact to your list, a form will open, allowing you to enter the following information (see below): Name/Title, Contact for information about, Address, Phone Numbers, Website Address, Email Address and Other Info specific to this contact. When you select the Save button, the contact will be added to the contact list.
Page 30 Benefits Guide June 22, 2012 o Forms you may include forms that you would like to make available from the Creator Library or upload your own forms. You may also arrange the order that they will display on the portal by selecting the here link. We recommend that you build out your Creator Library. To add your own form, select the add link at the bottom of the Forms page. A forms window will open, allowing you to select a file from your own system or network or enter a Web address where the form is located. When form information is added, select the SAVE button. The screen will refresh and the new form will be added to the Add Forms list at the bottom of the page. If you choose not to add a form, simply use the Close Window button at the bottom of the page.
EbixBenergy Page 31 o Links use this page to include links from the Creator Library and/or add your own in the same way as explained in the Forms section. Link to forms, directories or guides that may be helpful to your employees. You may also arrange the order that they will display on the portal by selecting the here link. o Highlights you can choose to display a Highlights page for each plan. The Highlights page will contain selected Benefits Summary, Eligibility and Contributions information. You have the option to add your own introduction to the Highlights page. On the employee view, the Highlights page will appear as the first item under plan details, immediately above the Benefits Summary.
Page 32 Benefits Guide June 22, 2012 o Plan Done once you ve finished setting up a plan, the system will bring you to the Plan Done screen. You ll now have the option to add the plan to the Creator Library and/or add another Plan.
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