We know it’s important for your annual Open Enrollment (OE) to be successful. This article lets you know what to expect for OE in Maxwell, including:
- Preparing for Open Enrollment
- Set up and Kick Off Your Open Enrollment
- Monitoring Open Enrollment
- Ending & Closing out Open Enrollment
You’ll prepare for your Open Enrollment in Maxwell in five steps listed below. As you get closer to your company’s Open Enrollment, visit this article for more details on all these steps.
- Provide your Advisor with OE details
Well before the plan effective date, your Advisor will talk with you about the benefits package your company is offering this year, as well as when your OE period will be (the period of time your employees can enroll in their benefits), and more. Your Advisor will use this information to set up your OE in Maxwell.
- Prepare your employees for an annual OE in Maxwell
It’s a great idea to prepare your employees ahead of time. A few weeks before your OE begins, start creating awareness by telling your employees details about what you’ll be offering and introducing/re-familiarizing them with Maxwell (ex: by sending them the link to this video).
- Set up your Open Enrollment in Maxwell
Once you and your Advisor have prepared for Open Enrollment (OE), and your Advisor has let you know that they’ve completed your implementation or renewal on Maxwell, it’s time to set up your OE. Either you or your Advisor will take this step. When your OE gets closer, visit this article for more details on these steps.
- Review your portal settings
Just before your OE begins, make sure your settings are setup to make life easier for you and your employees during annual OE.
- Let your employees know that OE is here
Once your Advisor lets you know that OE setup is complete, you’re ready to send emails to your employees letting them know they can log into Maxwell and shop for benefits! We recommend sending this email on the OE start date, when the products will be available for shopping. You can send the email straight from the OE widget on the Dashboard.
After your OE has been kicked off and your employees have started shopping, you can monitor their progress right in Maxwell. When you’re in the middle of your annual OE, view this article for all the details on the below steps.
- Monitor employee progress on the Dashboard
The Dashboard is the best place to view your employees’ progress at a high level. You’ll see how many employees haven’t started, how many are in progress, and how many have checked out of shopping. See this article for the details on each status.
- Get a detailed report of employee progress
To get a more detailed view of where employees are in the process, run the “Open Enrollment - Enrollment Status” report (see a sample report here). This report will tell you whether or not employees have logged in, their OE dates, and the status of their products.
- Send reminder emails to employees
You may find your employees will need some nudging to complete their OE. Send employees in the “Not Started” and “In Progress” status reminder emails straight from the Dashboard. We recommend using or customizing the “Open Enrollment Reminder” email template.
- Extend Open Enrollment
If you have employees who are not going to complete their enrollment in time, you do have the option of extending your Open Enrollment period. Follow these steps!
- End your OE in Maxwell
- Submit employee elections to carriers
How you’ll do this depends on the carrier, as they vary in the format they accept election information. Typically, you’ll submit information by EDI connection, enrollment forms, carrier web-based enrollment portals, or carrier reports/spreadsheets. See this article for more information on each.
- Process elections in Maxwell
Once you’ve submitted everything to the carriers and they’ve confirmed the enrollment information, you’ll need to process your employee’s elections in Maxwell. This is the final step! You’ll use the “Bulk Process” tool to process eligible products for all your employees who went through annual OE. This action changes the eligible product to an enrolled or waived product, depending on the employee’s intent. Follow these steps to process your annual OE.
- Review your portal settings
Just as you changed your settings in preparation for OE, you’ll want to make sure to change them back to suit ongoing enrollments once OE is over.
- Post OE corrections and changes
As your annual OE comes to a close, you may find that you have a few changes or corrections to make to employee elections. Read more about how to make those changes here.