Change an Employee's Information or Coverage

Either the employee or the Administrator can request a change to employee’s information or benefits in Maxwell. You can make a change due to a life event (for example, marriage or birth/adoption of a child), or to make a correction.

In this article, we’ll review a few different workflows on how to make changes in Maxwell. We’ll also review the list of life events and change reasons available.

For a quick two-minute walk-through of how changes and life events work in Maxwell, check out this video:


Change workflows
The employee requests a change:

The Administrator requests a change and has the employee review and update their profile and benefits:

The Administrator requests a change and makes the updates on the employee’s behalf:

The Administrator makes a quick correction:

Sometimes, you just need to make a quick correction and be on your way. There are a few different ways you can do this:

A) You can find what you need to correct and edit straight from the employee’s profile, whether it's an update to benefits coverage or profile information.

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Making a quick edit to the employee's DOB

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Making a quick edit to the employee's coverage

B) Or, if you need to make a few updates, you can do it all at once by clicking Make Changes and continuing on with a correction. You’ll want to use this method if you plan to notify the employee by email that these changes have been made, as that is built into this workflow.

Note: These updates will feed over on the next weekly EDI feed after they’re approved.

About the List of Life Events and Change Reasons Available in Maxwell

When an Administrator or an employee initiates a life event in Maxwell, they will choose from a list of events or change reasons.

Because the life events and change reasons accepted by each carrier are different, the list is not intended to be exhaustive. It does not contain examples for every reason out there, but it covers the most common ones. Also, each carrier has different names for change reasons, or life events, the terminology used in Maxwell (e.g. “Birth or Adoption of Child”) may not match up exactly with the terminology that the carrier uses (e.g. “Change in Number of Dependents”). You should be able to cross-reference between Maxwell and the carrier and find a match.  If you can’t find an exact match, we can’t customize what the change reason or life event specifically for your portal, or specifically for different carriers.

  • Birth or Adoption of Child
    Employees who have a baby or adopt a child can typically add their child to their insurance plans.
  • Change in Domestic Partnership Status
    If an employee needs to add a domestic partner to their plan or remove a domestic partner from coverage. You can also use this life event if an employee loses coverage due to the end of a domestic partnership, and they now have the ability to enroll in new coverage.
  • Change of Address
    If an employee moves to a new area, they may need to make changes to their benefits coverage. This can also be used to record a move that doesn’t require a change to benefits coverage.
  • Change of Compensation (available to Administrators only)
    A change in compensation likely won’t result in an employee’s ability to enroll in new coverage or change their existing coverage. But you may use this QLE to record that a change of compensation occurred. Keep in mind that when you process this QLE, you’ll need to update any salary-based products for the new rates to display correctly.
  • Change to Contribution Amount
    Employees should use this change reason if they want to change the contribution amount to their financial products.
  • Change to Spousal Coverage
  • Child Custody Change
  • Death of Spouse or Dependent
  • Dependent Age Off(available to Administrators only)
    If an employee’s child leaves the plan due to “aging off” at age 26, an employee can change their coverage accordingly.
  • Dependent Employment Status Change
  • Dependent Loss/Gain of Coverage
  • Dependent Newly Eligible for Medicare, Medicaid, or State Program
  • Divorce
    If an employee loses coverage due to a divorce, they can typically enroll in new coverage. You should also use this life event if an employee wants to remove a dependent spouse from their coverage.
  • Eligible for Medicaid
    If an employee would like to enroll in Medicaid, this life event can be used to document their cancellation of coverage with their employer.
  • Eligible for Medicare
    If an employee would like to enroll in Medicare, this life event can be used to document their cancellation of coverage with their employer.
  • Employee Loss/Gain of Coverage
    Use this life event if an employee was previously covered by a plan outside of the employer, but has lost that coverage and now needs to come on the employer's coverage. Examples include an employee who was covered by a parent’s plan, but has aged off of it or an employee who was covered by a spouse's plan but has had that coverage terminated.
  • Family and Medical Leave Act
  • Full-time to Part-time (available to Administrators only)
    If using this life event, you likely have at least two groups set up. One for full-time employees and one for part-time employees. Follow these directions for processing a change that results in an eligibility group change.
  • Group Change (available to Administrators only)
    Follow these directions for processing a change that results in an eligibility group change.
  • Leave of Absence (available to Administrators only)
    Use this life event when an employee has a reduction of hours that is not an FMLA leave (for example, a sabbatical or administrative leave). Please note that this does not put the employee in an "on leave" status, Maxwell only has two statuses "active" and "inactive."
  • Legal Separation
    Like divorce, if an employee loses coverage due to a legal separation, they can typically enroll in new coverage.
  • Loss of Medicare or Medicaid Coverage due to Salary increase
  • Marriage
    Employees who get married can typically add their spouse to their insurance plan, or cancel their coverage if they’d like to enroll in their spouse’s plan.
  • Military Leave (available to Administrators only)
  • Mistaken or Missing Personal Information (available to employees only)
    Employees can use this reason to make a change to their information. Please note that this will allow them to make changes to their benefits coverage, but those changes won’t go into effect until you review and approve them. You’ll have the opportunity to deny any changes that you don’t want to be applied right in the workflow.
  • New Hire (BambooHR Integration Only) (available to Administrators only)
    Use this life event only if you have the BambooHR integration set up in Maxwell. Read about how you would use this to add new hires that sync into Maxwell from BambooHR.
  • Part-time to Full-time (available to Administrators only)
    If using this life event, you likely have at least two groups set up. One for full-time employees and one for part-time employees. Follow these directions for processing a change that results in an eligibility group change.
  • Re-hire (available to Administrators only)
    Use this QLE to record taking an inactive employee in Maxwell out of their inactive state due to being re-hired.
  • Spouse Loss/Gain Insurance Eligibility

FAQs

  1. I’m reviewing a life event and see waived benefits as a change in the “Review Updates” section, but my employee didn’t waive anything new. Why are these displaying?
    With the release of the new life event workflow in May 2019, benefits that an employee chose not to enroll in, but did not take action to waive, are listed as “waived” benefits in the system. This is now consistent with the logic for annual open enrollments and new hires. For employees who existed before this change, these passively waived benefits will display on the Administrator side in the “Review Updates” section the first time that they update their benefits. However, they should not display for any events after that one.

  2. I'm reviewing a life event and see that another benefit is showing up as added/changed/termed/waived that wasn't touched as part of the event. What's going on?
    This is probably because you have two benefits that are set up to be linked together. Your Advisor may have set this up to create an intuitive experience and to ensure that plan rules are followed correctly. For example, your Advisor may have set up the HSA benefit to be linked to the HDHP benefit, because the plan rules state that an employee should be automatically enrolled in the HSA if they're enrolled in the HDHP. That's why on the "Review Updates" screen, you'll see both the HDHP and HSA listed as "changed," even if the change was made only to the HDHP (for example, to add a dependent to the plan).

    If you don't think this is because benefits are linked together, it may be because you made multiple changes within a 15 minute window. For example, if you made changes due to a correction and then, within 15 minutes, made more changes due to a life event, you'll see the changes that happened due to the correction on the "Review Updates" screen for the life event. You can ignore these, as the changes have already been made in the system.

  3. I want to make changes to the employee's information that are unrelated to the life event that they're in. Can I do that?
    You can do that, but you should be aware that any changes you make to the employee's profile or benefits while they're in a life event will appear to be made due to the event when you review on the "Review Updates" screen. You should wait until after the current event has ended to make additional changes if you don't want them grouped under that life event. In the below example, I'm fixing the employee's DOB during a life event for birth of a child. Later when I go to review the event, I'll see the DOB update listed.

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  4. I want to cancel a life event. How do I do that?
    If you or the employee have started a life event that you don't want to follow through with, you can click View Event Details and Approve All Updates on the employee's profile, as long as you nor the employee made any changes yet. (You should make sure that it says "NO CHANGES" on the "Review Updates" screen.)

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    If you or the employee have made changes, you can deny the benefit changes and manually update the profile changes before clicking on Approve All Updates to end the event.
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