About Change Report

A Change Report shows changes made to employee demographic and product information during a certain time period.

In this article:

When you’ll want to use a Change Report

A change report is especially helpful when you need to:

  • Submit employee information and elections to carriers:
    • After an annual Open Enrollment
    • After you hire or terminate many people at the same time
    • To report changes to information on a regular basis
  • Review any changes in employee contributions to financial products month-to-month
  • Review specifics about information changed due to qualifying life events
Running a Change Report
Take the following steps to run a Change Report:
  1. Navigate to the Admin view and click Tools > Reports > Change Report
  2. Enter the “Initial Date” and “Final Date,” which defines the time period for which you’d like to see changes. Note:
    • The dates are based on your local browser time.
    • The best practice for getting the information you need is to enter the day before you’re looking to track information as the “Initial Date” and the day after you’re looking to track information for the “Final Date.”
    • You cannot run the report for data before 6/15/17.
  3. Click Export Data. The Change Report will download to your local computer instantly. A version will also be saved under “Change Report Results,” so you can download it again in the future.
Reading a Change Report
 
The Change Report is an XLS file and has three tabs:
  1. Demographic Changes
  2. Product Changes
  3. Consolidated Changes

Only changes to the most important demographic and product information that’s stored in Maxwell Health will display on the report as a change. See a sample Change Report here.

Demographic Changes
 
The “Demographic Changes” tab shows only changes to demographic information.
The “Change Type” column will display either “ADD,” “CHANGE,” or “TERM.”
  • ADD means this is a new individual who’s been added to Maxwell (a new hire or dependent)
    • All the fields for that row (other than the identifier fields) will be highlighted yellow
  • CHANGE means there’s been a change in information to an existing individual (employee or dependent) in Maxwell
    • The fields that have been changed will be highlighted in yellow, with the initial and final information provided. In the example below, “jhalpert@dundermifflin.com” was Jim’s email on the “Initial Date” and “jhalpert@dunder.com” was Jim’s email on the Final Date.
  • TERM means the employee has been terminated
    • Note: Deleting an employee or a dependent from Maxwell will not display as a change on this tab. However, if a dependent is deleted and they were enrolled in a product, they will display as a change on the “Product Changes” and “Consolidated Changes” tabs. 
Note about custom fields: There will be columns for “Employer Custom Field 1,” “Employer Custom Field 2,” etc. If the portal doesn't have custom fields, those columns will never be populated with data. If the portal does have custom fields, the field will first state the name of the custom field, then the value. 

 

Product Changes

The “Product Changes” tab shows only changes to product information. The rows are listed by employee and product in order of product category (medical, dental, vision, etc.), so there may be multiple rows for one employee. 
 
Like the “Demographic Changes” tab, the “Change Type” column will display either “ADD,” “CHANGE,” or “TERM.”
  • ADD means that this individual has newly confirmed to enroll or has been enrolled in this product (the product was processed).
    • Ex: Creed has confirmed to enroll in the VSP vision and BCBS medical products:
    • Ex: Creed previously waived the dental product, but has now confirmed to enroll in it:
  • CHANGE means this is a change to information within a product. This does not include changing enrollment from one product (ex: HMO) to another product (ex: PPO).
    For all changes, the fields that have been changed are highlighted in yellow, with the initial and final information provided. Some common examples of a change are:
    • Change in coverage level. Ex: Jim has added his spouse, Pam, to his VSP Vision plan, and checked out.
    • Change in product status. Ex: From “confirmed → enrolled” or “enrolled → confirmed." Note:
      • To best capture changes for an annual Open Enrollment, enter the day before your Open Enrollment Start Date as the “Initial Date,” and the day after you process products as the “Final Date.” Otherwise, the report will display changes that you may not want to see.
        • Ex: if you enter in an “Initial Date” during shopping and a “Final Date” once you’re done processing, you may pull a product that does not change other than the fact that you’ve processed it. That’s because the report picks up a product status change of “confirmed--> enrolled.”
        • Ex: if you enter in an “Initial Date” before shopping begins and a “Final Date” before you’ve processed the product, a product that the employee is renewing will display on the report as a “CHANGE.” That’s because the report picks up a product status change of “enrolled-->confirmed."
          • If you’re looking to remove the renewal products from the “Product Changes” tab of the Change Report before you process those products, take the following steps:
            • To filter out confirmed to enroll renewals: filter the “Product Status” column to = “enrolled-->confirmed” then the “Product Intent” column to = “enroll." Make sure there are no other changes in the row before removing it.
            • To filter out confirmed to waive renewals: filter the “Product Status” column to = “waived-->confirmed” then the “Product Intent” column to = “waive." Make sure there are no other changes in the row before removing it.
      • So that only pending elections in their final state display on the report, the Change Report does not display any changes from a “selected” status. The intent of the Change Report is not to monitor employee progress through Open Enrollment, as that information can change and therefore should not be submitted to carriers. Instead, we recommend using the Dashboard and the “Open Enrollment - Enrollment Status” report to monitor employee progress through OE (learn more here).
  • TERM can mean a few different things:
    • A previously enrolled product has been terminated due to one of the following reasons:
      • Employee termination or individual product termination from the employee profile
      • The product has expired (for example, if the “Product End” date has passed because the employee decided to enroll in a different product)
    • The employee actively waived the individual product or product category (i.e. all medical products)
      • Ex: the employee has confirmed to waive a product they were previously enrolled in
      • This will display as a term with the “Product Status” = “-->confirmed” or “-->enrolled” even if the employee is waiving a product they weren’t previously enrolled in
      • Note: The “Product Status” and “Product Intent” will continue to display as “enrolled” and “enroll” for a termination, as there is no “terminated” status or intent.
 

Consolidated Changes

The “Consolidated Changes” tab shows a full file of demographic and product changes and is great to send right to a carrier. This is the same information displayed on the “Demographic Changes” and “Product Changes” tabs consolidated with only the final information displaying as highlighted.

Ex: Jim’s demographic changes and product changes are displayed on the "Consolidated Changes" tab:

Note: 
New dependents added to the system are not displayed on this tab, however, they will displayed in the “Covered Individuals” column if added to products.

On this tab, for any ADDs, all fields that are filled in for an employee will be highlighted other than those fields which do not highlight:
Product Type
Vendor Name
Product Name
Product Start Date
Product End Date
  
General items to understand
  • After a change is made, it may take up to 10 minutes for it to display on a Change Report
  • Only employees/products with ADDs, TERMs, or CHANGEs in the time period you selected will displayed on the report. This report is not a full census export that only highlights changes.
  • ADDs, TERMs, and CHANGEs will display if they were entered into the Maxwell system in the date range provided. They will not display based on the DOH, date of termination, or change date provided when entered.
  • The columns labeled “Identifier Field” will never display as changes (with the fields highlighted and initial and final values), as these columns are there to associate the information in the row.
  • So that changes to rates or descriptions do not pull up false positives on the report, the following fields will show updated values, but they will not be highlighted, nor will they trigger a change if they alone are changed:
    • Product Type
    • Vendor Name
    • Product Name
    • Product Start Date
    • Product End Date
  • While we are able to surface changes based on qualifying life events, at this time, we cannot display the “Change Reason” (i.e. “marriage”) for that change.
  • The Change Report does not display the user who made the changes in Maxwell.
  • If multiple changes were made to one set of information within the time period you specify, each instance will not be shown on the Change Report.
    • For example, you run a Change Report with an “Initial Date” of 7/1/17 and a “Final Date” of 7/15/17. The employee’s address changes in Maxwell on 7/5/17, 7/6/17, and 7/10/17. On the “Demographic Changes” tab, the report will show the address field highlighted with only the address on 7/1/17 (the initial value) and 7/10/17 (the final value).
    • If you add a new hire AND change their information in the same day, this will be represented as an “ADD” in the Change Report.
  • You cannot run the Change Report to get data from before June 15, 2017

Administrator permissions

Both Master and Standard Administrators can run the Change Report. For Standard Administrators, there are restrictions in place to prevent them from seeing changes to information they don’t have access to.

  • If a Standard Administrator runs a Change Report, they’ll only see rows of data for employees in the eligibility groups they have access to
  • If a Standard Administrator runs a Change Report and they have access to the eligibility group, but do not have salary permissions, they’ll see “RESTRICTED” in the “Employee Annual Salary” field
  • Standard Administrators can only see “Change Report Results” for the reports that they themselves have exported
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