BeneBridge : Benefits Management System Enrollment Guide Version 11.22.13
Contents Introduction Pre-Enrollment Uploading Employee Census, Payroll Deduction, and Dependent Census Files... 3 Adding a New Member... 4 Getting Acquainted with the BeneBridge User Interface Logging In... 8 System Announcements... 9 System Navigation... 10 Checking the Status of an Association s Enrollment Process... 12 Member Directory... 13 Location Member Directory... 15 Color Coding Schema... 17 Enrollment Assistant Step 1 - Review/Update Personal Information... 20 Step 2 - Review/Update Current Benefits... 22 Step 3 - View Other Available Benefit Info then Enroll For or Delcine Benefit... 25 Step 4 - Complete Acknowledgments and Statements... 26 Step 5 - Review Completed Changes... 27 Dynamic Reports Accessing Standard Reports... 29 Generating Custom Reports... 30 FAQs Frequently Asked Questions... 34
Introduction The BeneBridge Benefits Management System is designed to help facilitate the enrollment of new & existing employees, as well as provide assistance for the ongoing administration of your company s benefits. This enrollment manual is intended to help guide you through the process of Logging In, Selecting an existing Member to modify their information and selected benefits, and completing the open enrollment process. As with many systems, there are a number of features that may or may not be available to you. This is based on your Security Level that is assigned to your login account. You may notice as you go through this manual, that some options (discussed or not) may not be displayed on your screen. If you find that there are features that you would like to have to help with your enrollment, please contact Bay Bridge Administrators at enrollment@ bbadmin.com to request access to additional options. We will review your request & contact you if and when your security rights have been changed. As changes are made to the BeneBridge system, this guide will be updated and published on the BeneBridge website under the Help Me section. Please check regularly to see if you have the most current copy at the following web address https://secure.benebridge.com/brochures/common/benebridge_enroller_guide -1-
Pre-Enrollment -2-
Uploading Employee Census, Payroll Deduction, and Dependent Census Files Many of the organizations that utilize BeneBridge have in excess of 500 employees/members. Even if your organization only has 50 members, manually entering the demographic, dependent, and current benefit information for each member could be a daunting task. For your convenience, BeneBridge has been built to accept census and payroll deduction files that are formatted using our Standard File Layout. Detailed information on this layout format and the process of uploading the files can be found at http://bbadmin. com/forms/employer/bba_standard_file_layout.pdf -3-
Adding a New Member It is strongly recommended you add the bulk of your association s members via an employee census file discussed in the Pre-Enrollment section at the beginning of this manual. If you are still unclear about this or require assistance please email benebridge@bbadmin.com. However, whether due to a incomplete employee census file or a recent new hire, the occasion does arise where it is far more convenient to quickly add one ore two members separately as opposed to creating and uploading a new employee census file. Luckily, BeneBridge makes this a simple process with the Add New Member link in the menu area under the Benefits Admin navigation tab (circled in Figure 3.6 below) Figure 3.6 - Adding New Member: Demographic Information An example of the page you see after clicking on the Add New Member link is shown above. The information entered on this page will be used for benefit applications in future enrollments. You will only need to enter this information once, so be as detailed and precise as possible. All fields with a blue asterisk * are required. You will not be able to save the new member in the database until relevant information is entered into all of the required fields. In the first section on the page (seen in Figure 3.6), you are asked to enter the new member s basic demographic information. While the E-Mail field is not required, you can see I still entered Chris email address as it can be very helpful to both you and the new member. BeneBridge uses the email address on file to send Forgot Password emails as well as automatically sending a copy of the member s new SRA upon completing the enrollment process. It is very important you enter the correct Birth Date, Birth Place, Gender, and Martial Status as these are commonly used as rating and eligibility factors for certain benefits. It is also important to make sure the Address Line 1 correctly reflects the new members residential address as this is the address that policies and cards will be mailed to.
Figure 3.7 - Adding New Member: Employment Information The next section on this page is titled Employment Information and is shown in the above Figure 3.7. Again, it is very important to accurately enter the Employment Start Date, Employment Class, Full Time status, and Annual Income as these are used as rating and eligibility factors for some benefits. For the Annual Income field, make sure you are in fact entering their annual salary and not their monthly or hourly pay. Also, notice that I have assigned this new member to Smarter, Inc s Downtown Office (even though Location is not a required field) as it will allow us to use the previously discussed Location Member Directory. Figure 3.8 - Adding New Member: Optional Defaults for Applications The third and final section on this page, Optional Defaults for Applications, is well, entirely optional. However, entering the requested information here will prevent you from having to enter multiple times during the enrollment process when a benefit application requires it. It is best practice to use the Comments field to enter any pertinent information about the new member that will assist in the enrollment or issuing of benefits. Once you have verified all of the information you entered in the three sections on this page, click the [Save New Member Info] button circled in Figure 3.8. At this point, the member will be saved into the database and can access BeneBridge at anytime using the default login credientals below. The new member s User Name defaults to: (in all lower-case) 1st letter of the employees First Name Followed by, the first 4 letters of the member s Last Name Followed by, the last 4 digits of the member s SSN The member s Password defaults to the member s full SSN
The next screen that comes up will prompt the new member to set their PIN. This PIN will allow them the member to authorize any adds/changes/deletes to benefits, or acknowledge anything necessary in BeneBridge, without having to physically sign the document. Because of this, it is very important that you make sure the member reads the entire page before moving on. After the employee has read and understands the PIN disclosure, enter and then confirm the PIN in the designated boxes shown below in Figure 3.9. Figure 3.9 - Enter PIN PINs need to be at least (4) characters long and contain at least one numeric character (alpha/numeric PINs are acceptable). If the employee isn t available to choose their own PIN at the time, it is suggested that you use the last (4) digits of the members SSN followed by the last (2) digits of their birth year. The PIN number can be changed at any point later on at the employees discretion. Once the new member has entered and confirmed their new PIN, click the [Save] button circled in Figure 3.9. If the newly added member is a New Hire (employment began within the past 30 days) AND the group is currently in Open If the group current IS in Open Enrollment, then you will be directed to the Enrollment Assistant set to enroll in Next Year Benefits. If the group currently IS NOT in Open Enrollment, then you will be directed to the Enrollment Assistant set to enroll in Current Year Benefits. In the latter scenario, you will be taken back to the Enrollment Assistant set to enroll in Next Year Benefits after you complete enrollment for Current Year Benefits.
Getting Acquainted with the BeneBridge User Interface -7-
Logging In Using your favorite browser, navigate to http://www.benebridge.com. You will be presented with a Log In page in which you will enter your unique User Name & Password. (see figure below) For security reasons, the password you enter will not be displayed. Once you have entered in your login credentials, click on the [Login] button below the password field. You will be directed to the home page of your default organization. If you have been set up to enroll for more than one organization, you will have the ability to switch between any of the groups you have been granted access to from the home page via a dynamic drop-down list located towards the bottom of the screen. The User Name defaults to: (in all lower-case) 1st letter of the employees First Name Followed by, the first 3 letters of the employees Last Name Followed by, the last 4 digits of the employees SSN The Password defaults to the employees full SSN -8-
System Announcements Any changes to the system or other important information will be displayed towards the top of the screen in a light blue box once you ve logged in. Each announcement will have a Thanks, I ve read it link towards the bottom of the announcement box (see Figure 2.2 below). The announcement will appear on every page of BeneBridge until you have acknowledged the announcement by clicking this link. Figure 2.2 - System Announcements -9-
System Navigation When you first log in to the BeneBridge system, you will be directed to the home page of your default organization. If you have been assigned as an enroller/administrator for multiple groups you will be able to access these groups from the drop-down menu towards the bottom of the page (see Figure 2.3 below). Simply click anywhere in the white box, select your desired group, and click the [Switch] button; you will be directed to the home page of the designated group. Figure 2.3 - Switching Associations An example of the home screen can be seen in Figure 2.4 below. There are four primary areas to the BeneBridge User Interface: 1. Current User/Admin Bar 2. Navigation Bar 3. Menu 4. Content Area Figure 2.4 - Navigating BeneBridge -10-
Current User/Admin Bar (number 1 in Figure 2.4 above) Upon logging in, provided you have been granted administrator/enroller privileges, this bar will list yourself as both the Current Admin and Current User. Later on, as we discuss enrolling members in benefits and updating personal information you will see that the Current User switches to list the employee you are currently working with. The Current Admin should always list yourself, provided you have been given administrator privileges. This bar is present on every page throughout BeneBridge and will serve as a helpful reminder as to which member you have selected to edit. Navigation Bar (number 2 in Figure 2.4 above) You will be presented with two navigation tabs here Home and Benefits Admin. The menu (number 3 in Figure 2.4 above) will change depending on what you have selected here. Note that the currently selected tab is denoted by a beige background and green text (the Home tab in Figure 2.4). Menu (number 3 in Figure 2.4 above) This is a dynamic menu on the left side of the page and will change depending on which Navigation Tab (number 2 in Figure 2.4 above) you have selected. The Home Navigation Tab will present you with Association-wide benefit information, specific benefit information on the Current User (number 1 in Figure 2.4), as well contact information for the current association and other helpful content such as BeneBridge Frequently Asked Questions. The Benefits Admin Navigation Tab will present you with the Member Directory, the ability to generate status updates on the enrollment process, and dynamic reports. The Member Search feature will appear at the bottom of the side menu regardless of what tab you have selected. To search for a member, simply type in the desired member s full or partial SSN, First Name, or Last Name and click the [Search] button below. Content Area (number 4 in Figure 2.4 above) This area will change based on the menu option you have selected (number 3 in Figure 2.4). It will present everything from the home page to the enrollment assistant. -11-
Checking the Status of an Association s Enrollment Process Figure 2.5- Checking the Enrollment Process Enrollment Status This is a very handy feature, frequently used by many of our Enrollers throughout the Enrollment Process. You can access it by clicking on the Enrollment Status link in the menu of the Benefits Admin navigation tab (see Figure 2.5 above). This resulting screen that is displayed will provide you with an update for the Member Status along with a Summary of Benefit Elections. The Member Status table shows you a break down on the number of members who have Completed Enrollment, have Started Enrollment, and have Not Started enrollment. The Summary of Benefit Elections table is going to break down each benefit by the number of members who have Not Started, No Change, Dropped, Added, the benefit along with the number of Total Active and Total Benefits. Incomplete Enrollments This feature can be accessed from the side menu of the Benefits Admin tab (Figure 2.5 above). After clicking on the Incomplete Enrollments link, you will be presented with a table listing every employee who has either not started or started but not completed the enrollment process. The table will include a helpful link labeled Show next to each employees name that will take you to the Enrollment Assistant page (discussed in detail later in the manual) to complete the employee s benefit enrollment. Please note the members are listed in alphabetical order by Last Name and only 40 entries are listed on one page at a time. If there are more than 40 members who have not completed enrollment, you will need to click the Next link at the bottom of the page to view additional entries. Recent Activity To view a running list of everyone that has started or completed the enrollment process, click on the Recent Activity link in the side menu of the Benefits Admin tab (Figure 2.5 above). This list is reset every open enrollment period. -12-
Member Directory You can access the association s Member Directory by clicking on the Member Directory link under the Benefits Admin navigation tab. An example of the page you will see is show below in Figure 2.6. Figure 2.6 - Member Directory From this page, you can access a member in one of two ways. - You can select the first letter of their last name (i.e.; P as in Poorte). - Or by selecting the first number of the last four digits o the employee s SSN (i.e.; 4 as in XXX-XX-4XXX) After selecting either a letter or a number in the index area (circled in Figure 2.6 above), you will be presented with a list of members for this employer that meet the selected filtering criteria. In Figure 2.7 on the next page, we have selected the letter P and are now presented with a list of members whose last names start with P. If you had chosen a number instead, then you have been presented with a list of members whose last four digits of their SSN starts with the number you selected. -13-
Figure 2.7 - Member Directory for Letter P As an example, let s take a closer look at the member, Gladys Poorte. Notice, we could have accessed her record by selecting the number 4 from the index area because the last four digits of her SSN are 4655. For Gladys, along with every other member listed on this page, we are presented with two links: - The Change Status link will take you to a page where you can edit Gladys employment and COBRA statuses. - You can also click on the member s name, in this case the text that reads Poorte, Gladys -- XXX-XX-4655. The destination page for the name links is determined by the groups Open Enrollment status. If the group IS currently in Open Enrollment, you will be taken to the Enrollment Assistant page for the selected employee. This will allow you to verify/update the employee s personal information and choose/modify/delete benefits according to the employee s wish. The Enrollment Assistant will be broken down by step later on in the manual (see the section titled Enrollment Assistant ) If the group IS NOT currently in Open Enrollment, you will be directed to the Member Information screen for the selected employee. This will allow you to verify/update the employee s personal information for accuracy (Name, Address, SSN, Salary, Employment Status, Add/Remove a Dependent, etc.). This page will be discussed in detail later on in this section (see the sub-section titled Updating Member Info Outside of OE ) -14-
Location Member Directory The previous section discusses accessing members through a directory sorted by Last Name or SSN. BeneBridge conveniently offers a second directory for you to look up members that is sorted by Location. The Location Member Directory is sorted by what office/campus the employee is associated with. This becomes particularly useful in the case of school districts and large corporations with multiple offices and will allow them to not only sort their entire member database by location, but also run benefit election reports based on location which we will discuss in a later section titled Dynamic Reports. To take advantage of this feature, it is strongly recommended you include the employee s location in the employee census file you send prior to enrollment. For more information on this please see the section at the beginning of this manual titled Pre-Enrollment. If you did not include location in the employee census file but would like to use this feature, please email support@benebridge.com for assistance. To access the Location Directory simply click on the link in the menu area titled Location Directory under the Benefits Admin navigation tab. An example of the Location Member Directory is seen in Figure 2.8 below. Figure 2.8 - Location Directory As you can see our sample association, Smarter, Inc., has three locations: South Campus, North Campus, and Downtown Office. Clicking on any one of these three links will take us to a list of members associated with the selected location. We will show you what this screen looks like on the next page in Figure 2.9. -15-
Figure 2.9 - Location, Downtown Office As you can see, the Location Member Directory looks very similar to the Member Directory from the previous section. It functions very similar as well, with one major exception, the links to Change Status are only visible in the Member Directory The Member s Name is a link and functions exactly as it does in the Member Directory in that the destination page for the name links is determined by the group s Open Enrollment status. If the group IS currently in Open Enrollment, you will be taken to the Enrollment Assistant page for the selected employee. This will allow you to verify/update the employee s personal information and choose/modify/delete benefits according to the employee s wish. The Enrollment Assistant will be broken down in detail by step later on in the manual (see the section titled Enrollment Assistant ) If the group IS NOT currently in Open Enrollment, you will be directed to the Member Information screen for the selected employee. This will allow you to verify/update the employee s personal information for accuracy (Name, Address, SSN, Salary, Employment Status, Add/Remove a Dependent, etc.). This page will be discuss in detail later on in this section (see the sub-section titled Updating Member Info Outside of OE ) -16-
Color Coding Schema You will notice as you progress through the enrollment process, the employee names in both the Member Directory and Location Directory pages will change colors. This helps our Enrollers visually identify the current completion status for every member. Figure 2.10 - Color Coding Schema As you can see in Figure 2.10 above, member Poorte is Blue, Piliero is Yellow/Orange, and Public is Green. Use the table on the next page to identify what these colors indicate about a specific member s enrollment status. -17-
Color Meaning Any employee name that appears in Blue, on the Member Directory page, signifies that their enrollment has not been started. In fact, no one has clicked on that link since the Enrollment process began. If this is a NEW employee, then their personal information has not been verified & no benefits have been selected. Blue If this is an Existing employee, then their current Personal information has not been confirmed & all benefits from the previous year are exactly the same, and will carry over to the next year. ** Note ** If there is a carrier change for any of the available coverages (e.g. Vision &/or Dental), and a replacement coverage has not been selected, then the employee will lose those coverages altogether Any employee name that appears in Yellow/Orange, on the Member Directory page, signifies that their enrollment has been started, but not finalized. Any adds/changes/deletes will be processed once the enrollment is over even if the employee never Finished their own enrollment. Yellow/Orange However since the employee never finished their enrollment, the selected options may not be correct! ** Note ** If there is a carrier change for any of the available coverages (e.g. Vision &/or Dental), and a replacement coverage has not been selected, then the employee will lose those coverages altogether. Any employee name that appears in Green, on the Member Directory page, signifies that their enrollment process is finished! Green Personal information has been verified for accuracy & completeness. Benefits have been added/changed/deleted, and an updated SRA (Salary Reduction Agreement) is available for printing. When the employee finishes their enrollment, it is understood that they are in total agreement with the selections & information in the BeneBridge system. -18-
Enrollment Assistant -19-
To begin an enrollment, go to the Member/Location Directory and click on the name of the employee you wish to enroll. If the employee has not set a Personal Identification Number (PIN) yet, you will be forced to set your PIN before the employee is able to enroll in any benefits. Their PIN will serve as your electronic signature throughout the enrollment process. To set your PIN, simply enter your desired combination into both boxes shown below and click the [Save] button. At this point you will be directed to the Step 1 of the Enrollment Assistant. Step 1 - Review/Update Personal Information Figure 3.1 Review/Update Personal Information -20-
Review/Update Member Information You should review this information to ensure that everything is correct. If anything needs to be changed, click on the link titled Update Member Info. You will then be taken to a page where you can edit this member s personal information. When you have verified the changes are correct, click the [Save] button and you will be presented with remaining Steps 2-5 of the enrollment assistant. It is important to enter all the information correctly and to include the employee s E-mail address (if they have one)! Much of this information is used as rating and eligibility factors for benefits. Additionally, if the employee ever forgets their password to log into BeneBridge, they can request that it be sent to the E-mail address from the log in screen. Change Login Information From the Review Member Info page you can also change the login info for this member. To change their User Name or Password, simply click on the Change Login Info link next to Update Member Info. On the screen that pops up you will be prompted to enter a new User Name and Password. Please note, the User Name and Password can only contain alphanumeric characters. The Password must been at least 6 characters long while the User Name has no length requirements. Once you have verified the information is correct, click the [Save] button at the bottom of the screen to save the changes and be directed back to the Review Member Info page. Review/Update Dependent Information You can modify the dependent information from the Dependent Information section towards the bottom of the Review Member Info screen. The information entered here will be used for any benefit applications you have elected to extend coverage to a dependent. To edit or delete an existing dependent, simply click on the appropriate link under the Action column in the row of the desired dependent. To add a new dependent, click on the Add New Dependent link below the table. Be sure to fill out as much information is possible. If the dependent is disabled or a full-time student it is important you correctly provide that information, as it is used for rating and eligibility factors for some benefits. Also, be sure to enter the dependent s address if it differs from the member s. Once you confirm you have entered all the necessary information for the dependent click the [Save] button towards the bottom of the screen to save the new information to the database and be directed back to the Review Member Info page. Completing Step 1 Once you have verified all the information on this page is correct and up to date, click the [Finish] Button towards the bottom of the page. This completes the first step, you will be taken to the Enrollment Assistant page and a green Complete will appear in the Status column for Step 1. -21-
Step 2 - Review/Update Current Benefits Figure 3.4 - Step 2: Not Started The Step 2 table in Figure 3.4 above will show you all of the benefits (if any) that the member is currently enrolled in. To complete Step 2, you must elect to either Keep the benefit as is, Change some aspect of the benefit, or Drop the benefit from your elections for each benefit listed in the table. You may also click View Info link to see information about that benefit to help make your determination. If you want to keep all of the current benefits AS IS, you can simply click the Keep Remaining Benefits link below the table to complete step 2. In this example, we will elect to Keep the Health Insurance benefit. This will cause the page to be refreshed and a green Complete to appear in the status column for the Health Insurance benefit. The Enrollment Result column for the benefit will be updated to No Change. To demonstrate what happens when a member wants to change their coverage, we ll click the Change link for the Vision Plan benefit. An example of the web-page that will be displayed is on the following page (Figure 3.5). -22-
Figure 3.5 - Editing Currently Elected Benefits In this example, the member Gladys Poorte is changing her coverage from Employee + 1 to Individual. The first step is to select Individual from the drop menu next to the number 1 in Figure 3.5. Next, ensure that the checkbox denoting coverage for her child is unchecked (number 2 in Figure 3.5). Then, click the Update Premium link next to number 3 and verify the premium in the blue box to the right has changed. Health questions related to underwriting the product, if there are any (as you can see there are no health questions for our Vision Plan example), will be listed under the Dependent Section and must be answered for all persons applying for coverage! If answering Yes to any of the health questions, please fill in relevant information in the box provided under that question. Once satisfied with the changes, click on the [Next- Validate and Sign] button next to number 4 in Figure 3.5 and you will be directed to the verification page. Verify all information is correct, have the member enter their PIN to digitally sign the application and then click the [Sign and Save It] button to return to the Enrollment Assistant. An example of this screen is shown on the next page in Figure 3.6. -23-
Figure 3.6 - Completed Step 2 As you can see, the status for both benefits in Step 2 has changed to Complete. Also, notice the note in the Enrollment Actions column for the Vision benefit. Any further changes to the Vision benefit must be made from the Step 5 table. Looking ahead to Step 5 Review Completed Changes at the bottom of the page, see that the changed Vision benefit is displayed with its new coverage options and deduction amount. This completes the second step of the Enrollment Assistant. -24-
Step 3 - View Other Available Benefit Info then Enroll For or Delcine Benefit Figure 3.7 - Step 3: Not Started You will perform similar tasks in Step 3 as you did in Step 2. The primary difference being, instead of working with benefits that this member already has in force, you will be making choices about benefits the association has available but the employee has not yet taken. You must Decline or Enroll for each of the products the organization has made available in Step 3. Please note that any benefit you have dropped in Step 2 and is still eligible to enroll for will appear here in Step 3 which you will have to Decline in order to complete the enrollment process. If you want to add the benefit back, click on the Change link next to the respective benefit in Step 2. For this example, we will Decline the Dental benefit, Enroll for the Accident benefit, and Decline the Term Life benefit. To do so simply click the Decline link in the Enrollment Actions column for the Ameritas Dental Plan 1 and Leaders Life - Term to 100 Life benefits. Each time you click decline, it will cause the page to refresh, Decline to appear in Enrollment Result column and Complete to appear in the Status column of the respective benefit. To enroll in the Accident plan, simply click the * Enroll for Humana Accident link in the Enrollment Actions column. This will direct you to the Humana Accident application page much like the Ameritas Vision application page from Step 2. Once you have completed the application and verified all required fields have been filled out, paying close attention to the underwritting questions, you can click the [Next - Validate and Sign] button. You will again be directed to the verification page. Confirm that all information is correct, have the member enter their PIN to digitally sign the application and click the [Sign and Save It] button to return to the Enrollment Assistant where you will find the status of the Accident benefit has changed to Complete. Note that we could have enrolled for the Accident Plan and then clicked the Decline Remaining Benefits link below the Step 3 table. This would of effectively accomplished the same thing and saved you one mouse click. You will complete Step 3 by Declining or Enrolling For all of the available benefits listed in the table. -25-
Step 4 - Complete Acknowledgments and Statements Figure 3.8 - Step 4: Not Started Step 4 of the Enrollment Assistant hosts any Acknowledgments or Statements the organization requires their employees to sign. In the above example, the required acknowledgment is a HIPPA Notification but this could be any number of things from Retirement notifications to Underwriting policies. To complete this step simply click on the * Complete... link under the Enrollment Actions column and have the member enter their PIN and click the [Save] button. You will be directed back to the Enrollment Assistant where the status for the respective notification will be marked Complete. You will need to do this for every notification listed in table before you can finish the enrollment. -26-
Step 5 - Review Completed Changes Figure 3.8 - Step 5: Completing the Enrollment Assistant Step 5 of the Enrollment Assistant provides a chance to verify any changes you have made throughout the current enrollment process. Anything you have Changed or Enrolled For in Steps 1-4 will appear here. In the Enrollment Actions column, you are given the opportunity to View Info for each benefit and the coverages you have elected, Change the benefit further, and Drop the changes you have elected. Take a look at the Next Yr Amt column, it will display what the next plan year s monthly rates will be given the changes you have made. Also pay attention to the Issuable Status Column. If you have answered Yes to any of the underwriting questions on the benefit s application, the circle in this column will likely appear Yellow for Pending or even Red for Declined. The member will be notified by mail if any Pending benefits are declined by underwriting. Since all of the required items in Steps 1-5 of the Enrollment Assistant have now been marked as Complete, two new options will appear at the bottom of the page. A new link is shown that allows you to view and/or print the updated Salary Reduction Agreement, and a new button [Finish] has been added to let you indicate you have verified everything is correct and you would like to submit the changes. Clicking this button closes the Enrollment Assistant, emails a copy of the SRA to the member s email address on file, and takes you to the Congratulations page. This completes benefit enrollment for Gladys Poorte. In the next section, we will see how BeneBridge provides the functionality to generate useful reports throughout the enrollment process. -27-
Dynamic Reports -28-
Accessing Standard Reports BeneBridge has a robust report generator built into the system for your convenience. To access this feature, click on the Reports Directory link in the menu area under the Benefits Admin navigation tab. A sample of the page you will see is shown below in Figure 4.1. Figure 4.1 - Reports Listing You will be presented with two tables. The first table will list any custom reports the organization has generated in the past and the second table will list the standard reports that we found were both useful and universal enough to include for every organization in the BeneBridge environment. When you generate a report from either table you are creating an Excel file (CSV format) that is saved to your local hard drive or network drive. Some of the advantages to these reports are that you can sort, and modify it s format/layout anyway you d like and you can share this type of report easily with others that are in need of the information. Because BeneBridge is a constantly changing database (especially during open enrollment), a report that you generate may be out of date very quickly. Further, it is easy to make a mistake modifying the generated Excel file. For these reasons, BeneBridge has been designed so you can easily re-generate any report at any time. When first visiting this web-page, browse through the list of standard reports and their descriptions to see if any of them meet your needs. If they do, simply click the Generate link to the left of the report description and your browser will automatically be prompted to download a CSV version of the report. -29-
Generating Custom Reports If your report generating needs are not met with any of our standard reports, you have the option of creating your own custom report with the ability to include any of the hundreds of available variables. This can be very useful when an organization wants to report very specific information or if your goal is to update an organization s own database system with a wide range of specific variables (e.g. payroll deduction codes and their corresponding employer contributions). The first step is to choose one of the three report format options: New Benefit Report - Focuses primarily on the benefits that an employee/member has selected and various detailed information corresponding to those benefits. Examples include Deduction Codes, Tax-Sheltered Status, Enroll Status, Employee Contribution, Employer Contribution, etc. This format allows you to run queries based on Employee Status, Hire/Term dates, Location as well as Benefit Status, Name, Enroll Result, Sheltered Status, etc. New Member Report - Focuses on the detailed information about each employee/member such as their Name, SSN, Address, Date of Hire, Annual Income, Gender, etc. This format allows you to run queries based on Employee Status, Hire/Term dates, and Location. New Dependent Report - Focuses on the data for an employee s dependent(s). Available variables include Name, Gender, Student Status, Relationship to Member, Handicap Status, etc. This format allows you to run queries based on Employee Status, Hire/Term dates, and Location. Because the employee/member is a key piece for all the information that is stored in BeneBridge, both the Benefit Report and Dependent Report will include many of the variable options found in the Member Report as well. Once you have chosen your desired report format, click the respective link which will take you to the Setup New Report web-page. Below we will walk you through setting up a report that will generate the information to compare the current and next plan year s employer contribution for every benefit of every full-time employee who offices at the 360 Office location. Since this is a report that focuses on benefits, we will want to click the New Benefit Report link. Figure 4.2 - Naming your custom report and selecting the appropriate variables -30-
The first few steps to setting up your new custom report are exampled above in Figure 4.2. Give the report a name and detailed description. You want the description to be informative enough that you can tell exactly what it does from the Reports Directory screen. The Report Focus radio button will change the variables in the Available Fields list that is below the description. Since our desired report focuses on Benefits we will leave it as it is. The next step is to select the fields/variables you would like include in your report. The available fields are divided up into three categories; All of the fields associated with benefits has a benefit. before the title of the field, fields associated with Members have member. preceding the field name and fields dealing with dependents have dependent. before the field s title. To include fields in the report, scroll through the Available Fields list until you find a field you want to include, highlight the field, then click the [Include Field(s) ->] button to the right. This will remove the field from the Available Fields list and place it in the Included Fields list. Repeat this step for all of the fields you want to include. For this report we only want to include the Benefit Name (benefit.nice_ben_name), the Employer Contribution Amount for the current plan year (benefit.cur_amount_em), and the Employer Contribution Amount for the next plan year (benefit.next_amount_em). The top-to-bottom order of the fields in the Included Fields list directly translates to the left-to-right order the fields will be displayed in the CSV file that is generated. You can arrange the fields to your discretion using the four Field Order buttons to the right of the Included Fields list. Figure 4.3 - Setting the Report Query Criteria -31-
The next step is to set the query criteria for the report and is previewed in Figure 4.3 at the bottom of the previous page. Here we are able to tell the report generator to only include certain records in the report based on the parameters we set. Since we only want to include members located at the 360 Office we will select 360 Office from the drop down list to the right of Member Location. We also only want to include full time employees in this report; to do this select Yes from the drop down list next to Member Full Time?. For our example report, we will leave the rest of the criteria fields blank as it will default to include all records. However, there are many other criteria options available here that you may find helpful in your custom report. Once you have verified you have given the report a Name and detailed Description, included all of the desired fields and correctly set the query criteria click the [Save] button towards the bottom of the page. This will take you back to the Reports Directory screen. To generate the report you just created, find the new report in the custom reports table and click the Generate to the right (number 1 in Figure 4.4 below). Figure 4.4 - Generate your newly created report -32-
FAQs -33-
Frequently Asked Questions Q: What do the colors Red, Orange/Yellow & Green represent on the Members Directory screen? A: The colors identify the status of the employee s enrollment within the BeneBridge system. Please see the section titled Color Coding Schema for detailed information Q: What if an employee forgets their User Name, Password, or PIN number? A: If the employee s email address has previously been entered in on their Member Info then they can use the Forgot Password link on the login page. To use this feature: Click the Help, I ve forgotten my Password! link below the [Login] and [Cancel] buttons Enter either their User Name or Email Address Click on the [Submit Password Request] button. Follow the directions in the e-mail they will shortly receive to reset the password. If the employee does not have an email address associated with their BeneBridge account then they will need to email support@benebridge.com to have their password reset. Q: An employee has changed his or her name, address, salary, etc. What do I do? A: Find the member (using their original name) in the Member Directory, and click on their name. At the bottom of the screen click the link Update Member Info link which will take you to the screen to edit their personal information. Make all the necessary changes & when finished click the [Save] button at the bottom of the screen. Q: What are some of the more common Enrollment mistakes? A: While BeneBridge has logic programmed in to check for invalid data, it can t account for everything. Some of the things you should double check before you complete the enrollments for the employee are as follows: Misspelled employee name Incorrect SSN Incorrect Birth Date Incorrect Hire Date Incorrect Salary Wrong Contract State Wrong Payroll Type. Invalid characters in e-mail address Trying to enroll en employee 31 days (or later) after their hire date. Wrong Gender for the employee &/or their dependents. Wrong Coverage Effective Date. Missing or inaccurate information in Benefit Application Information screens -34-