[MyOEBB] MyOEBB Open Enrollment Timeline-Revised
MyOEBB system updates
myoebb at listsmart.osl.state.or.us
Thu Jun 28 13:53:54 PDT 2012
Hello,
First, let me say "Thank You" for a successful MyOEBB EE Plan Management period. Next I'd like to let entities know what OEBB will be doing over the next several months preceding, during and following Open Enrollment.
Open Enrollment System Changes OEBB will add a few system enhancements to MyOEBB Member and Administrative Modules.
* The first enhancement will be a new look to our MyOEBB Member Module homepage. We are still working out the details on one of the changes and Denise Hall will be sending out more information over the next couple of weeks explaining this enhancement and why it is being made.
* The next system enhancement is a more user-friendly approach to updating optional benefits like life and AD&D in MyOEBB. Members will be able to update the spouse/partner or child plans prior to updating their employee plan with simple increase and decrease buttons. The MyOEBB system will analyze the enrollments at the final save on the benefit summary.
* Lastly, OEBB will continue to ask employees to verify their dependents on the DEV screen. If a member marked a dependent as "YES" last year that "YES" will still show but the employee will have to check mark they read and understand the definitions of eligible dependents with each pass through the MyOEBB Member Module. OEBB will have a history of each checkmark instance during this open enrollment.
The week of July 9th OEBB will transmit all 2012-13 group plan choices to the carriers to enable them to set up groups in their systems which allow the carriers' to accept electronic files containing members' new plan choices once open enrollment is complete.
Tuesday, July 10th OEBB will pull live data out of the MyOEBB system for our Open Enrollment Mail Out. This data pull will consist of the group plans each entity has selected along with your employees in our system. To ensure that employees receive the correct mailing, you may want to review your employee addresses and make sure employees are coded in the correct employment groups. This mailing will consist of a cover letter explaining open enrollment along with the employee's group plan choices, OEBB plan comparisons booklet based on region, OEBB literature pertaining to system processes and plan changes and marketing materials from the medical, dental, vision, life, disability and AD&D carriers. OEBB anticipates this mailing (both USPS and via email) to go out to all OEBB members on Wednesday, August 1st.
Wednesday, July 25th OEBB will mail postcards to all members as a "Heads Up" reminder that open enrollment is coming up
Wednesday, August 1st OEBB will mail the Open Enrollment packet to those members requesting USPS and email members requesting electronic communications. You can expect the USPS mailing to reach your employees by Monday, August 6th. Electronic communications will reach members on August 1st.
Friday, August 3rd and Tuesday, August 14th OEBB will bring MyOEBB Administrative and Member Modules down to perform open enrollment maintenance. The MyOEBB systems will be unavailable during each of these two days. During this time, OEBB will be moving employees over to their 2012-13 plans and mass enrolling groups in Basic Life, Basic AD&D, Mandatory Short-term and Long-term Disability and Long-term Care plans. Additionally, OEBB will be removing the Medicare flag for members or dependents marked as "No" (not eligible for Medicare) in the system which will prompt the member to answer this question when enrolling for the 2012-13 plan year. Members or dependents marked "Yes" (Medicare eligible) will remain flagged "Yes". Additionally, OEBB will roll members over to matching medical and dental plans where the pharmacy or orthodontia options have changed.
For example, let's say for the 2011-12 plan year your educational entity has ODS Medical Plan 5A. For the 2012-13 plan year your educational entity selected to continue to offer ODS Medical Plan 5, but now all plans come with Pharmacy Plan B. Members enrolled in ODS Medical Plan 5A will be automatically enrolled in ODS Medical Plan 5B. (Of course, they can log in and change medical plans if they choose, but this will be the default coverage in case they don't.)
Listed below are the plan rolls OEBB will complete if your entity selected the corresponding plan for 2012-13:
2011-12 Plan
2012-13 Plan
ODS Medical Plan 3A and 3C
will roll to
ODS Medical Plan 3B
ODS Medical Plan 4A and 4C
will roll to
ODS Medical Plan 4B
ODS Medical Plan 5A and 5C
will roll to
ODS Medical Plan 5B
ODS Medical Plan 6A and 6C
will roll to
ODS Medical Plan 6B
ODS Medical Plan 7A and 7C
will roll to
ODS Medical Plan 7B
ODS Medical Plan 8A and 8C
will roll to
ODS Medical Plan 8B
ODS Dental Plan 1
will roll to
ODS Dental Plan 1 with Ortho
ODS Dental Plan 2
will roll to
ODS Dental Plan 2 with Ortho
ODS Dental Plan 3
will roll to
ODS Dental Plan 3 with Ortho
ODS Dental Plan 4
will roll to
ODS Dental Plan 4 with Ortho
ODS Dental Plan 6 with Ortho
will roll to
ODS Dental Plan 6
Kaiser Dental Plan 8
will roll to
Kaiser Dental Plan 8 with Ortho
What can educational entities do to make sure their employees are ready in MyOEBB prior to these down times?
1. Make sure your employees have the correct Employment/Member Types.
* This means if you have an employee changing from an Administrator to a Superintendent employment type effective October 1st please ensure they are labeled that way in MyOEBB prior to Friday, July 6th with the appropriate effective date of the change.
2. Make sure all your eligible employees are in MyOEBB.
* Ensure all eligible employees are in MyOEBB prior to the rollovers so they can be mass enrolled in any appropriate plans. If an eligible employee is not in MyOEBB prior to the rollovers, you will need to manually enroll them in Basic and Mandatory Plans.
1. Make sure all your non-eligible employees are termed out of MyOEBB.
* Terminate all employees in MyOEBB if they are no longer eligible for benefits with your educational entity. Ineligible employees remaining in the system may show up on the October invoice due to being mass enrolled in plans or they may mistakenly enroll themselves in the Member Module during Open Enrollment.
1. Make sure all salary information is entered in MyOEBB.
* In order for your educational entity to be invoiced correctly, salary information should reflect their current salary in MyOEBB. Please make sure you enter the salary with the correct effective date in MyOEBB to avoid being invoiced incorrectly.
1. Make sure all New Hires have a New Hire QSC.
* To prevent New Hires from being enrolled with a 12-month wait on their dental and vision plans, please make sure you give each New Hire a New Hire QSC as you set them up in MyOEBB. The New Hire will use this QSC first and then be in regular Open Enrollment mode.
OEBB will make the following reports available in your Document Management area after August 6th and again after August 14th.
* Employees mass enrolled in Basic Life, Basic AD&D, Mandatory Short-term Disability, Mandatory Long-term Disability and Mandatory Long-term Care
* Employees who do not have medical coverage
* Employees who do not have dental coverage
* Employees who do not have vision coverage
* Salary Information for each employee
* Plan Discrepancies
Wednesday, August 15th OEBB will mail postcards to all members who are in a plan that is no longer available due to an entity deselecting the option or because the plan is no longer available through OEBB (i.e., Providence Medical Plans 2 and 2A will no longer be offered).
Wednesday, August 15th through Saturday, September 15th OEBB Open Enrollment - Employees can initially enroll in plans, change/drop plans and add/drop dependents. Early retirees can change/drop plans and can drop dependents. Members should also use this time to identify dependents in MyOEBB by entering addresses for out-of-area dependents, indicate Medicare eligibility due to age or disability, ensure only eligible dependents are included on the desired plans and identify ethnicity and race for themselves and any covered dependents. OEBB telephone lines will be open according to the following schedule:
Wednesday and Thursday
August 15 and 16
8:00 a.m.-5:00 p.m.
Friday
August 17
Mandatory State Furlough Day-OEBB offices closed
Monday - Friday
August 20-24
August 27-31
September 3-7
September 10-14
7:00 a.m.-6:00 p.m.
Saturday
September 15
1:00 p.m.-11:59 p.m.
Friday, August 31st to Saturday, September 1st OEBB will bring the MyOEBB system down at 8:00 p.m. on Friday, August 31st for invoicing. We anticipate the MyOEBB system will be back up by 8:00 a.m. on Saturday, September 1st. May we suggest planning Open Enrollment labs outside of this timeframe.
Monday, September 17th OEBB will pull live data out of the MyOEBB system for our Post Open Enrollment Mail Out. This data pull will reflect the plans in which members and their dependents are enrolled for the 2012-13 plan year. This mailing will contain a cover letter providing links to required notices and an explanation of their enclosed (or attached if delivered by e-mail) Benefit Summary. Information about their QSC rights will also be enclosed. OEBB anticipates the hard copies of this mailing to go out no later than Wednesday, September 26th. For those electing an e-mail version of their benefit information, those emails are scheduled to go out Monday, October 1st.
Sunday, September 16th through Sunday, September 30th Educational Entity Open Enrollment Clean Up - Entities can use the open segment in the MyOEBB Admin Module to make benefit corrections without using a QSC. This is a great time to review enrollments, make sure enrollments match your entity rules and make sure employees are properly enrolled prior to the start of the 2012-13 plan year.
Wednesday, September 26th OEBB will pull live data out of the MyOEBB system to produce notification letters for those "late enrollee" members and dependents subject to the 12-month waiting period on the dental and/or vision plans. OEBB anticipates this mailing to be out to these specific members no later than Tuesday, October 2nd.
Monday, October 1st The 2012-13 plan year starts. OEBB will electronically send the post Open Enrollment Mail Out to those members who elected this preference in the MyOEBB system.
I hope the above schedule helps your educational entity plan for this upcoming open enrollment season. If you have any questions or concerns, please call us at 1 (888) 469-6322.
Linda Tullis
Benefits Manager
Oregon Educators Benefit Board
1225 Ferry Street SE
Salem, OR 97301
Office: (503) 378-3329
Fax: (503) 378-5832
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