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. Check out the full list of life events and change reasons available in Maxwell here.

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 employee and dependent information straight from the employee’s profile.

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Making a quick edit to the employee's DOB

B) Or, if you need to make an update to benefits or multiple profile updates, you can do it all at once by clicking Make Changes and continuing on with a correction. You’ll also 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.

FAQs

  1. I need to make an adjustment to a benefit that an employee was previously enrolled in, I don't see the ability to do that from the "Make Changes" view, what is the best way to get that updated?
    If you need to edit details for a past benefit, including editing the effective date, termination date, or past benefits coverage details, you can do that directly from the "Benefits" tab on the employee's profile.

    For terminated benefits, you can adjust either the effective date or end date of the benefit:

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    For past enrollments, you can select to "Edit Benefit" to adjust coverage details:

    EditPastBenefits.gif
    Please note: If you adjust voluntary benefit plan details on a past benefit, all amounts will appear as automatically approved. No evidence of insurability approval will be triggered on the past benefit.  

  2. 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.

  3. 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.
  4. 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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  5. 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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