[MyOEBB] OEBB Timelines for Open Enrollment 2014-15

[MyOEBB system updates]

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.
?  Tobacco Usage/Race and Ethnicity-The first enhancement in the Administrative Module will be that tobacco and race/ethnicity questions for subscriber and spouse/partner will be due on the save of the enrollment rather than the creation of the subscriber.
?  New Phone Queue for Entity Admin-Okay, we know this isn't a system enhancement but it's something you asked for.  OEBB will have a direct phone queue for entity admin to reach an OEBB customer service team member directly.
?  Wellness Activities-The next global system enhancement is members that completed their Health Assessments as of May 31, 2014 will answer Wellness Activities for themselves and their spouse/partner (if applicable) after the DEV screen in the MyOEBB Member Module but prior to their medical enrollments.  Members will be given a list of OEBB-sponsored Wellness Activities to select via a radio button or they will have a free-form text field to enter their specific Wellness Activities.
?  Visibility of Medical Plans-If a member is eligible for a Healthy Futures medical plan then they or you as the Admin will only see and be able to select a Healthy Futures medical plan.  They/you will not see non-Healthy Futures medical plans.
?  Selection of Healthcare Plans/Dependents-In both modules OEBB will be changing plan/dependent selection from drop-down boxes to radio buttons.  This gives both you as the Admin and members more visibility to accurately select the correct plans and dependents.
?  Medical Homes-In both modules, if the member selects a Synergy or Summit Plan, OEBB will require the selection of a medical home for each dependent.  This information will be transmitted to Moda on our weekly file.  After October 1, 2014, if a member wants to change their medical home, they will need to make that change directly through Moda. It will not have to be updated in MyOEBB.
?  Selection of HF for 2015-16 Plan Year-This isn't really an enhancement but OEBB will continue to ask anyone enrolling in a medical plan if they want to participate in Healthy Futures for the 2015-16 Plan Year. If they have elected to cover a spouse or domestic partner on their medical plan, the system will not allow the subscriber and spouse/partner to have different HF elections. Either they both say "yes" or they both say "no", otherwise the system will display an error message explaining that if they want to earn the incentivized deductible/copays, they both need to participate.
?  Benefit Summary- For those members who enroll in a Summit or Synergy medical plan, this year we will be including a section displaying each individual's medical home selection for the 2015-16 Plan Year.
?  Plan Name Changes-OEBB has made a few plan name changes in MyOEBB.  Please notice OEBB is not renaming the ODS Dental Plans.
2013-14 Plan Name

2014-15 Plan Name

2014-15 Healthy Futures Plan Name

Moda Health Medical Plan A

Moda Medical Plan A Statewide

Moda Medical Plan A Statewide Healthy Futures

N/A

Moda Medical Plan A Synergy

Moda Medical Plan A Synergy Healthy Futures

N/A

Moda Medical Plan A Summit

Moda Medical Plan A Summit Healthy Futures

ODS Vision Plan 6

Moda Vision Plan 6

N/A

ODS Dental Plan 6

ODS Dental Plan 6

N/A


Starting July 1st   OEBB will transmit all 2014-15 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.

Monday, July 14th   OEBB will pull live data out of the MyOEBB system for our Open Enrollment Mail Out.  This data pull will consist of the plans each entity has selected for each employment type 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 types.  This mailing will consist of a cover letter explaining open enrollment and listing the employee's plan choices along with an Open Enrollment Guide booklet based on employee group selections.  Just like in past years, OEBB will use each member's communication preferences indicated in MyOEBB to determine which delivery method to use for these materials. OEBB anticipates the hard-copy packets (USPS) to be received by members on or after Monday, August 4th and the emails (electronic) to be sent August 3rd or 4th.

Friday, July 18th OEBB will transmit a list of plan selections by entity/employee group as well as eligible members for our Plan Comparison Tool.

Friday, July 18th OEBB will purge MyOEBB Document Management of all files dated March 31, 2014 and prior.  Your Document Management area will still retain files from April 1, 2014 to present.

Friday, July 25th   OEBB will mail postcards to all members as a "Heads Up" reminder that open enrollment is coming up and where they should expect their materials (either USPS mail or email).

Friday, 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 4th or shortly thereafter.  Electronic communications will be sent August 3rd and 4th.

Friday, August 1st and Thursday, 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 2014-15 plans and mass-enrolling groups in Basic Life, Basic AD&D, Basic Dependent Life, 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) which will prompt the member to answer this question when enrolling for the 2014-15 plan year.  Members or dependents marked "Yes" (Medicare eligible) will remain flagged "Yes".  Additionally, for members enrolled in Optional Employee Life and Optional Spouse/Partner Life plans, if a member marked for themselves or their spouse/partner that they have used tobacco products within the past 12 months, OEBB will roll these members over to our tobacco rated plans.  (Of course, they can log in and update their tobacco usage answers during open enrollment to secure the non-tobacco rated plans, if they have not used tobacco in the past 12 months.)  Lastly, OEBB will roll members into matching medical, dental and vision plans where only the rate structures have changed. For example, let's say for the 2013-14 plan year your entity has Moda Medical Plan H-Composite.  For the 2014-15 plan year your entity selected to offer Moda Medical Plan H-Tiered.  So, the only change was due to rate structure.  Members enrolled in Moda Medical Plan H-Composite will be automatically enrolled in Moda Medical Plan H-Tiered.  (Again, they can log in and change medical plans if they choose, but this will be the default coverage in case they don't.)

Friday, August 15th OEBB will mail postcards to members where the entity/employee group has permanently terminated a plan.  We call this our "Terming Plans" postcard.  For example, let's say in 2013-14 your entity offered Moda Medical Plan A to a particular employee group and for the 2014-15 Plan Year your entity opted not to offer this plan to that employee group.  The members in this employee group who are currently enrolled in this plan would receive this postcard letting them know that one of their plans has been permanently terminated and they need to enroll.

What can 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 11th with the appropriate effective date of the change.

  1.  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, as of October 1, 2014,  will not be eligible for benefits with your 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 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 1st and again after August 14th.
?  Employees mass enrolled in Basic Life, Basic AD&D, Basic Dependent Life,  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

Friday, August 15th through Monday, September 15th   OEBB Open Enrollment - Employees can 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, log their Healthy Futures Wellness Activities, 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:

Friday

August 15

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

Saturday and Sunday

August 16-17

Closed

Monday - Friday

August 18-22
August 25-29
September 2-5
September 8-12

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

Saturday

August 23

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

Sunday

August 24

Closed

Labor Day Weekend

August 30-31 and September 1

Closed

Saturday

September 6

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

Sunday

September 7

Closed

Saturday and Sunday

September 13 - 14

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

Monday

September 15

7:00 a.m.-11:59 p.m.


Sunday, August 31st to Monday, September 1st OEBB will bring both modules down at approximately 8 p.m. to run monthly files and process invoicing.  We expect the system to be back up on Monday, September 1st (Labor Day) at around 9 a.m.  Please let your employees know about this down time.  Also, please try to keep any mass lock outs and enrollment meetings avoidant of this timeframe.

Wednesday, 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 2014-15 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 Wednesday, October 1st.  For those electing an email version of their benefit information, those emails are scheduled to go out Wednesday, October 1st.

Tuesday, September 16th through Tuesday, September 30th   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 2014-15 plan year.

Friday, 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 2nd.

Wednesday, October 1st   The 2014-15 plan year starts.

I hope the above schedule helps your entity plan for this upcoming open enrollment season.  If you have any questions or concerns, please call us at 1 (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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