[MyOEBB] MyOEBB Timelines

[MyOEBB system updates]

Hello,

Once again, "Thank You" for another successful MyOEBB EE Plan Management period.  Looking ahead to open enrollment, I'd like to bring your attention to a number of important items and the timing of upcoming events.

Open Enrollment System

Please note the following system enhancements to the MyOEBB Member and Administrative Modules:


*         All medical, dental and vision plans will be terminated in MyOEBB as of 9/30/2013.  We will not term the optional plans offered by The Standard or UNUM.  Additionally, we will not disrupt any coverage with a coverage effective start date of 10/01/2013, 11/01/2013, 12/01/2013, or later.  This means all members will need to re-enroll in healthcare plans (medical, dental and/or vision plans) during open enrollment unless you have already done their enrollments and they have a coverage effective start date of 10/01/2013 or later.
For example, if you did a change of employment on an employee that went from Active to Retiree and their Active coverage ends on 9/30/2013 but you went ahead and enrolled them in new plans effective 10/01/2013 as a Retiree, we will not disrupt those plans.  But, if you did a change of employment on an employee that went from Active to Retiree and their Active coverage ends on 8/31/2013 and you enrolled them in new plans effective 9/1/2013 as a Retiree, the healthcare plans effective 9/1 will terminate 9/30 and the retiree will need to re-enroll for coverage 10/1/2013 and beyond.

*         Members will once again be asked to verify their dependents' eligibility on the DEV screen.  If a member marked a dependent as "YES" (eligible) last year, they will be "BLANKED OUT" this year and asked to re-answer the question.  As always, they will have to check mark that they understand the definition of eligible dependents each time they pass through the Member Module.

*         A new element is associated with Moda Medical Plan H enrollments.  Once a member enrolls in Moda Medical Plan H, the system will prompt them to check mark a box that they understand and agree they must be actively participating in a Health Savings Account (HSA) during the 2013-14 plan year.

*         An enhancement is a single sign-on to the Truven Plan Comparison Tool (Arm 2) or OEBB Plan Comparison Tool (Arm 1).  This year members will not need to log in to a separate site or create or remember a username and password for the Plan Comparison Tool. Instead, when they sign in to the MyOEBB Member Module we will have a direct link to either the Truven or OEBB Plan Comparison Tool that will not require an additional sign in.  The Plan Comparison Tool will open up in a separate window and sit on top of the MyOEBB Member Module so when they are done with the Plan Comparison Tool they can close that window and continue their enrollment process in MyOEBB Member Module.
Note: Members will be required to click on the link to their Plan Comparison Tool the first time they log into the MyOEBB system. If they leave the enrollment process and log in again later, they will not be required to click on the tool again, although they will have the option to revisit the tool as often as they like.

*         OEBB will also be gathering Tobacco Usage data for the subscriber and their spouse/domestic partner.  OEBB will incorporate this question on the Medicare, Race and Ethnicity page.  This information will be used to determine premium amount(s) for Optional Employee and Optional Spouse/Domestic Partner Life plans through The Standard beginning October 1, 2014.  Members will be asked to select from one of the following answers:

o   Currently use tobacco products

o   Haven't used tobacco products over the last 12 months

o   Have never used tobacco products

*         Another enhancement is Healthy Futures.  Once a member enrolls in a medical plan they will be prompted to participate in Healthy Futures by answering "Yes" or "No" for themselves and their spouse/domestic partner (if applicable).  The prompting will only occur if they enrolled in medical.  If they opted out or waived medical they will not be solicited for Healthy Futures.  Also, if they did not enroll their spouse/domestic partner in medical they will not be prompted for that person.

*         The Benefit Summary that displays at the end of the enrollment process and can be printed out for future reference will also be expanded to include the member's responses to the Tobacco Usage and Healthy Futures questions.  This change will likely increase the length of the Benefit Summary to two pages.

OEBB Completed the week of July 8th  OEBB transmitted all 2013-14 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.

OEBB Completed on Tuesday, July 9th  OEBB transmitted participant and plan files to Truven for the Arm 2 entities.  This was our first transmittal to Truven for Arm 2 entities and included an employee's member and employment type and plans associated with that entity and group.

Thursday, July 11th  OEBB pulled live data out of the MyOEBB system at approximately 9:30 a.m. for our Open Enrollment Mail Out.  This data pull consisted of the group plans each entity has selected along with your employees in our system.  This mailing will consist of a cover letter explaining open enrollment along with the employee's group plan choices and an OEBB Open Enrollment Guide based on region. Samples of the letter and booklet will be posted to the Entity Resources page of the OEBB website shortly and you will be notified by email when they are available. OEBB anticipates this mailing (both USPS and via email) to go out to all OEBB members on Monday, August 5th.

Monday, July 22nd  OEBB will transmit a second set of participant and plan files to Truven for the Arm 2 entities.  This will be our last transmittal to Truven for Arm 2 entities and will include an employee's member and employment type and plans associated with that entity and group.  Any New Hires or Change of Employments beyond this date will still be able to log in to Truven but we require special coding on the OEBB side but should be transparent to you and the member.

Monday, July 29th   OEBB will mail postcards to all members as a "Heads Up" reminder that open enrollment is coming up.

Monday, August 5th   OEBB will mail the Open Enrollment packet to those members requesting USPS (and to those who have not selected any preference) and OEBB will email the materials to members requesting electronic communications. You can expect the USPS mailing to reach your employees by Wednesday, August 7th.  Electronic communications should reach members on August 5th.

Friday, August 2nd and Wednesday, August 14th   OEBB will bring the 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 2013-14 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 2013-14 plan year.  Members or dependents marked "Yes" (Medicare eligible) will remain flagged "Yes".  Lastly, OEBB will be terminating all healthcare (medical, dental and vision) plans with an end date of 9/30/2013.

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 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 who will not be eligible for benefits with your educational entity in the 2013-14 plan year.  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 2nd 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

*         Salary Information for each employee

*         Plan Discrepancies

Thursday, August 15th through Sunday, September 15th   OEBB Open Enrollment - Employees can enroll in plans and add/drop dependents.  Early retirees can change/drop plans and can drop dependents.  Keep in mind all medical, dental and vision enrollments will be terminated effective 9/30/2013, so all eligible members will need to enroll in those plans during this time if they want coverage 10/1/2013 and beyond. 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.  Also, this is the opportunity for members to answer questions about Tobacco Usage on themselves and their spouse/domestic partner (if applicable) and participate in Healthy Futures.

OEBB telephone lines will be open according to the following schedule:
August 15 and 16

Thursday and Friday

8:00 a.m. - 5:00 p.m.

August 17 and 18

Saturday and Sunday

OEBB offices closed

August 19 - 23

Monday - Friday

7:00 a.m. - 6:00 p.m.

August 24

Saturday

10:00 a.m. - 4:00 p.m.

August 25

Sunday

OEBB offices closed

August 26 - 30

Monday - Friday

7:00 a.m. - 6:00 p.m.

August 31 - September 2 (Labor Day weekend)

Saturday - Monday

OEBB offices closed

September 3 - 6

Tuesday - Friday

7:00 a.m. - 6:00 p.m.

September 7

Saturday

10:00 a.m. - 4:00 p.m.

September 8

Sunday

OEBB offices closed

September 9 - 13

Monday - Friday

7:00 a.m. - 6:00 p.m.

September 14

Saturday

10:00 a.m. - 4:00 p.m.

September 15

Sunday

12:00 noon - 11:59 p.m.


Saturday, August 31st to Sunday, September 1st   OEBB will bring the MyOEBB system down at 8:00 p.m. on Saturday, August 31st for invoicing.  We anticipate the MyOEBB system will be back up by 9:00 a.m. on Sunday, September 1st.

Monday, September 16th through Monday, 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 2013-14 plan year.

Monday, September 23rd    OEBB will pull live data out of the MyOEBB system for our Post Open Enrollment Mail Out.  This is a week later than last year as we wanted to give educational entities time to enroll members in default plans (if applicable for your educational entity) or make sure anyone missing healthcare enrollments had an opportunity to communicate with your benefits office.  This data pull will reflect the plans in which members and their dependents are enrolled for the 2013-14 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 email) 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 Friday, October 4th.  For those electing an email version of their benefit information, those emails are scheduled to go out Tuesday, October 1st.

Thursday, 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 Thursday, October 3rd.

Tuesday, October 1st   The 2013-14 plan year starts.  OEBB will electronically send the Post Open Enrollment Mail Out to those members who elected this preference in the MyOEBB system.

Friday, October 4th  OEBB will mail the Post Open Enrollment Mail Out to those members who elected the USPS delivery preference and to those members who did not elect any delivery 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 (888) 469-6322.

Linda Freeze
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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