About the Enrollment Change Report

The Enrollment Change Report shows changes to employee coverage based on when those changes are effective. This article will review:

When to use the Enrollment Change Report

If you don’t use EDI connections or forms as your method for reporting elections over to the carrier, the Enrollment Change Report is what you’ll want to use to report changes to coverage that happened during your company's annual open enrollment.

This report will pull all the coverage changes out of the Maxwell system so you can report them to the various carrier for each offered plan. Most carriers offer a web-based enrollment portal, so you can pull the Enrollment Change Report out of Maxwell and take that information to input into the carrier’s portal.

If you need to identify demographic updates or midyear changes based on when they were entered into Maxwell, you’ll want to use the System Change Report.

How to run the Enrollment Change Report

Take the following steps to run the Enrollment Change Report:

  1. Once you’ve ended your open enrollment in Maxwell, click Download Report > Enrollment Change Report.

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    You'll be directed to the Reports Library where you can adjust the filters and download the report. 
    If you have multiple effective dates for the benefits that were included in your open enrollment, you should run the report twice (once for each effective date).
  2. The Enrollment Change Report will always be available in the administrative view under Tools > Reports > Reports Library.

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    To run the report from this view, take the following steps:

    • Enter the effective date for the new plan year. The report will compare enrollments effective on this date to enrollments effective the day before. For example, if the benefits offered during open enrollment are effective on 1/1/2020, enter 1/1/2020 as the effective date and the report will show you any coverage changes between 12/31/2019 and 1/1/2020.

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    • Use filters to target the information you’re looking for.

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      A few tips for using filters effectively:

      • Benefit Types: A “medical” benefit type will include all the plans grouped under it, including HMO, PPO, HDHP, etc. All benefit types will be selected by default.

      • Change Actions: This allows you to filter based on the change action that occurred. There are four choices:

        • Added Coverage: When the employee is newly enrolled in a benefit type (example: enrolling in medical coverage for the first time).

        • Changed Coverage: When the employee continues to be enrolled in a benefit type, but there has been a change to their coverage. You can further filter out the specific types of changes (see “Change Types”).

        • Termed Coverage: When the employee has dropped coverage of a benefit type they were previously enrolled in. This could be because the benefit is no longer offered, or because the employee decided not to continue coverage (waived coverage).

        • Waived Coverage: When the employee has waived a benefit type that was offered to them for the first time, or the employee is continuing to waive a benefit type that was previously waived. You may not need this information on the report, so it’s not included on default.

      • Change Types: This allows you to filter based on the types of changes to coverage. All change types will be selected by default. There are six choices:

        • Changed Product example: Employee changed coverage from the HMO to the PPO. (Aetna HMO → Kaiser PPO)

        • Changed Coverage Level example: Employee was only covering themselves before and has now added their spouse to their benefit. (ee → ee+sp)

        • Changed Covered Individuals example: Employee was only covering themselves before and has now added their spouse to their benefit. Displays the names of the new covered individuals. (Max Marlin → Max Marlin, Sunny Marlin)

        • Changed Coverage Amounts example:
          • Employee has changed the amount of their coverage for volume-based benefits, or they’ve changed their contribution amount towards a financial benefit. ($100,000 → $110,000)
          • Note: This report only displays coverage volumes that have been approved (the “Employee Volume” columns are comparing the approved amounts from the previous coverage period to the approved amounts in the new coverage period). To identify coverage volumes that are pending evidence of insurability, run the Pending Elections Report.

        • Changed Employee Cost example:
          • Most of the time, this will mean the employee’s deduction (per pay period cost) for a benefit has changed ($89.10 → $95.12). The benefits administrator also has the option to include additional columns that show a more detailed cost breakdown by role (if rates have changed for an employee, but not a spouse, or to reflect cost changes if only one member increases their volume).
          • This could be due to an increase in coverage or simply a rate change from year-to-year.
          • The report will only compare costs associated with approved coverage amounts to each other.
          • If you’re not using the report to update your payroll system, you may want to uncheck this filter to avoid showing information that could be irrelevant to your task at hand.

        • Changed Employer Cost example: The employer’s per pay period cost for a benefit has changed. ($89.10 → $95.12) The report will only compare costs associated with approved coverage amounts to each other.

      • Display Previous Values: If you uncheck this box, the previous values will not display with the cell. Here’s an example:

        Display Previous Value = Yes:
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        Here, you can clearly see the coverage level went from “ee” to “ee+sp+ch”

        Display Previous Value = Unchecked:
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        Only the values from the new enrollment are displayed
  3. You can also narrow in on the information displayed on the report by limiting the columns that display.  

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    There are some columns you cannot prevent from showing on the report because they are required to detect if there have been any changes and would be too confusing to leave out of the report.

    You can control the columns that display for the following information:

    • Personal Info: The demographic information that will pull on the report represents the information that is currently in Maxwell on the day that you downloaded the report. First Name, Last Name, SSN, DOB, Email, and Gender are included by default, but all employee demographic information is available to include.

    • Employment info: The employment information that will pull on the report represents the information that is currently in Maxwell on the day that you downloaded the report. Employee Eligibility Group and Employee Employment Status are included by default, but all employee employment information is available to include.

    • Product fields: These fields give you more information about the benefits details. Not every product field can be deselected as some of them are crucial to detect changes. The value that’s displayed depends on the field. Here’s some information on what to expect:

      Product fields that will display the new value that is effective on the date entered to download the report (unless it’s a “TERM” change, in which case they’ll display values based on the previous coverage).

      Product fields that will display changes that have been made. If there are no changes, they will display either the new or previous value, depending on the change action.

      Enrollment Status
      Product Effective Date
      Product End Date
      PCP/PCD Name
      PCP/PCD Number
      Salary Basis
      Deduction Code

      Product Name
      Vendor Name
      Coverage Level
      Covered Individuals
      Spousal Surcharge
      Employee Smoking
      Spouse Smoking
      Employee Wellness
      Spouse Wellness
      Volumes
      Contribution Amounts
      Commuter Amounts
      Per Pay Period Costs
      Life or Critical Illness Costs

    • Custom fields: If applicable, the custom field information that will pull on the report represents the information that is currently in Maxwell on the day that you downloaded the report. These fields are included by default.

  4. Once you’ve prepared the report filters and column selections, you can save them as a custom report to use again in the future. Just click Save as Custom Report and follow the instructions. Then, when you’re ready to download, click Download Report.

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    • You can choose to save your report to “Report Downloads” so it’s available to download later. You can rename your report so you’ll recognize it in the future.
    • Click Download and the report will download to your computer in seconds. The report will be in a .xlsx (Excel) format.

How to interpret the Enrollment Change Report

Each row of the report represents a change to a benefit type—whether it be added coverage (“ADD”), changed coverage (“CHANGE”), termed coverage (“TERM”), or waived coverage (“WAIVE”). 

The report is organized in alphabetical order by the employee’s last name. There will be multiple rows for the employee, one for each benefit type that has changed. If an employee has not experienced any changes to their benefits (within the confines of the filters and columns you have selected), they will not display on this report.

The only cells that will be highlighted will be associated with a “CHANGE” change action. That way, you can see exactly what coverage information has changed.

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This is how I know that the employee changed their coverage level for this benefit type

Now is when you may want to do some further filtering to your report. Here are some common filters you may want to apply at this point:

  • Filter by “Change Action”. Example: you only want to see employees who have dropped coverage, filter “Change Action” to “TERM” only.
  • Filter by “Enrollment Status”. Example: you only want to see employees who have waived their previous coverage, filter “Change Action” to “TERM” only and “Enrollment Status” to “Waived” only.
  • Narrow in on the types of changes that occurred to benefits. Example: if you want to only see coverage level changes, filter the column “Change in Coverage Level?” to “Yes.”

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What to look out for

There are some things you’ll want to look out for when interpreting the Enrollment Change Report.

Notes on waivers

  • If the employee actively waives or ignores the entire benefit type, only one row will display for that benefit type with a change type of “WAIVE” and an enrollment status of “Waived.”
  • If the employee enrolls in one benefit (ex: the medical HMO) and ignores the other benefit (ex: the medical PPO) within the same benefit type, the medical HMO will display on the report as the new coverage, but the medical PPO will not display the report.
  • If the employee does not have any previous coverage for the benefit type and enrolls in one benefit (ex: the medical HMO) and actively waives or ignores another benefit within the same benefit type (ex: the medical PPO), the report will only display the HMO as an “ADD” (the waiver will not display).
  • Similarly, if the employee was previously enrolled in the HMO and are keeping their enrollment in the HMO but have changed something about their coverage, and are waiving the PPO, the report will only display the HMO as a “CHANGE” (the waiver will not display).

Administrator permissions

  • Standard Administrators can only view employee data within the eligibility group they have access to. They will not be able to select eligibility groups they don’t have access to, and those employees won’t show up on the report.
  • If salary information is restricted from a Standard Administrator, and they run a report with a salary field, that field will say “RESTRICTED.”
  • A Master Administrator can view, download, and delete all reports listed in “Report Downloads” or “Report Results.” A Standard Administrator can only view and download the reports they’ve downloaded.
  • Any Custom Reports created in the Reports Library are visible to both Master and Standard Administrators. Standard Administrators will still be limited by the eligibility groups and salaries that they're allowed to see when they view filters and download the Custom Report.

FAQ

  1. If an employee was enrolled in a benefit type in the previous coverage period, and they choose to waive the benefit type for the new coverage period, will this show as a TERM or a WAIVE? 
    • This will display as a “TERM.” Anytime an employee was previously enrolled in a benefit and is no longer enrolled in that benefit for the new coverage period for any reason, the report will show a “TERM.”

  2. Why is the “Product Name” field highlighted if the benefit did not change?
    • Products are renamed in Maxwell from year-to-year, so while the benefit did not change, the “Product Name” field may be highlighted (example: “Dental Enhanced 2019 → Dental Enhanced 2020”). Please note that a change in product name itself will not cause the product to display on the report (the cell will just display as highlighted if another change causes the column “Product Name” to display).

  3. What is the best way to filter the report to see only employees who changed from one benefit to another?
    • Before you download the Enrollment Change Report, filter the “Change Action” to “Change Coverage” and the “Change Type” to “Changed Benefit.” Once you’ve downloaded the report, filter the “Change in Product?” column to “Yes.”
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