Set up Forms to Send to Employees Automatically

Setting up forms to send to your employees automatically will always be done under the form's "Settings." To get there from the Admin view, click Tools > Forms > Manage Forms Settings on the drop-down menu of the individual form.

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There are some differences between setting up carrier forms and HR forms to send automatically. We'll cover the following in this article:
Set up carrier forms to send automatically
 
For carrier forms, Maxwell has done the work upfront to match the form to related products in your portal. This means "Auto-Sending" will be turned on by default most of the time, for conditions that apply to that particular form. While we recommend that you leave it on so that your forms are sent automatically, you can turn it off.
 
"Auto-Sending" will be turned off if at least one or more of the related products has an EDI connection.
 
If "Auto-Sending" is on, you'll see different actions an employee can take for the form to be sent to them automatically, with defaults to what we believe makes the most sense for the form. It also shows which related products those actions must be taken on for the form to send. You can customize which products the form will send for, but all will be on my default.

 
In the above example, the Cigna Sample Enrollment Form will automatically send to any employee who enrolls in the the HSA or the HMO. However, it will not send to employees who enroll in the PPO.
 
There are several different actions that employees can take to trigger a carrier form to automatically send to them. It's rare for a form to include all actions, as carrier forms are usually created with one or two actions in mind (i.e. "Enrollment Forms" or "Enrollment/Waiver Forms"). For all actions turned "on," the form will send to the employee when they click Submit Enrollment in the shopping experience, where they will also be prompted to sign forms. 
  • Enroll. An employee will be sent this form if they confirm to enroll in a related product for the first time.
    • If an employee checks out in the member experience but makes no changes to the previous year’s products, they will not receive a form. Example: An employee has a 2016 medical product A and has been set up to be auto-selected for 2017 medical plan A. If the employee logs in and does not make a change to medical plan A and clicks Submit Enrollment, they will not receive a form.
  • Waive. An employee will be sent this form if they confirm to waive a related product. For medical products only, the form will also send if there are two or more carriers and the employee decides to enroll in one product and ignore the other.
    • For example, if a Kaiser Waiver Form is set up with the waive auto-send action for the Kaiser HMO product, and the employee decides to enroll in an Aetna HMO product instead, the Kaiser Waiver Form will send to the employee.
  • Add a dependent to their existing coverage. An employee will be sent a form automatically if they add a dependent to a related product they’re already enrolled in. Example: an employee gets married and adds a spouse to their coverage.
  • Remove a dependent from their coverage. An employee will be sent a form automatically if they remove a dependent from a related product they’re already enrolled in. Example: an employee gets divorced and removes spouse from their coverage.
  • Change coverage amount or contribution amount. An employee will be sent a form automatically if they change their coverage or contribution amount of a related product they’re already enrolled in. This includes: changes to life insurance volumes, voluntary disability benefit amounts, and mid-year changes to any financial product contributions.
  • Change selection from one plan to another (ex: HMO to PPO). An employee will be sent a change form automatically if they're enrolled in a plan and switch to another plan under the same vendor. This action will only display for medical, dental, and vision forms that are change forms or an enrollment or waive form with one of the following reasons: “plan change”, “change of coverage.”

For all Evidence of Insurability (EOI) forms, there are different auto-send actions that will be defaulted, which are a bit different from the above:

  • Enroll in a voluntary product in a way that requires EOI. This replaces the "Enroll" condition listed above. If an employee or their spouse has enrolled in a voluntary and has requested a coverage amount over the Guaranteed Issue (GI), the EOI form will send to the employee.
  • Change coverage amount or contribution amount in a way that requires EOI. This replaces the "Change coverage amount or contribution amount" condition listed above. If an employee or their spouse changes their coverage amount on the voluntary product from at or below the GI, to above the GI, the EOI form will send to the employee.

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NOTE: This EOI functionality will only work for standalone EOI forms. For example, if you have statement of health/EOI questions embedded into a carrier enrollment form, that form will be set up as an enrollment form and not an EOI form. So, the form will be sent whenever an employee enrolls in that product—regardless of whether or not they elect above GI.
 
If your company does not offer any of the products that are related to a carrier form, "Auto-Sending" will not be available and you’ll see it turned off under “Settings.” You should check with your Advisor to make sure this is the right form.

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Set up HR forms to send automatically

Master Administrators have the ability to set up forms to send to new hires, rehires, and employees in open enrollment automatically in the new forms system. All you have to do is head to the "Settings" of your HR form and turn "Auto-Sending" on. Unlike carrier forms, this is not turned on by default, so you'll need to make sure to do this one step to get started.

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New Hire/Rehires:

You'll want this turned on for forms that are common to onboarding such as W-4s and I-9s. Once this setting is turned on, employees either added to Maxwell as new hires for the first time or rehired in Maxwell, will be sent the form after they log in and complete their personal information. This ensures the information they entered into Maxwell is automatically populated on the form, so they don’t have to do it twice.

Open Enrollment:
You'll want this turned on for notices that need to be signed off on each year that aren't related to a particular carrier or enrollment. Once this setting is turned on, employees who are in open enrollment will be automatically sent this form the day that open enrollment starts (at 3am ET).

For forms related to both new hire/rehire and open enrollment, employees will also be sent an email notification letting them know they have forms to sign. (This email is designed by Maxwell and cannot be customized, but you can see a copy of it here.)

They’ll find their form waiting for them in the “Forms” tab, where they’ll sign it electronically using an intuitive DocuSign interface ( learn more about the employee form signing experience here).

Note on Standard Administrators  

For Standard Administrators, the auto-send conditions will be view only.

 

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Turn "Auto-Sending" off and on

To turn "Auto-Sending" off and on, simply click the toggle. Notice you can decide to leave it on for one action, but turn it off for another.

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This can come in handy for a few situations: 

  • Say you want an Enrollment/Waiver Form to send to an employee automatically only when an employee enrolls, and not when they waive? You can turn “auto-sending” off just for the “waive” action.
  • Similarly, you may have two forms: an Enrollment/Change Form and a Change Form. You only want to use the Enrollment/Change Form for enrollments. On the Enrollment/Change Form, you can turn "auto-sending" off for the "change" action
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