[MyOEBB] OEBB Timeline for Open Enrollment 2015-16
MyOEBB system updates
myoebb at listsmart.osl.state.or.us
Thu Jul 16 15:37:52 PDT 2015
Good Afternoon,
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.
? Phone Queue for Entity Admin-OEBB will continue to have a direct phone queue for entity admin to reach an OEBB customer service team member directly.
? Collection of SSN/ITIN for Dependents Enrolled in Medical-Once a member enrolls in a medical plan, OEBB will prompt the member to submit SSN's/ITIN's for dependents in which this information is missing and enrolled in medical. This will not be a mandatory request but a voluntary one. OEBB will transmit this information to the carriers for ACA reporting requirements.
? Medical Homes-In both the Administrative and Member modules, if the member selects a Synergy or Summit Plan, OEBB will require the acknowledgement that the member and their dependents will have to select a medical home with Moda prior to October 1, 2015 to ensure that Moda has the information set up in their system for the beginning of the plan year. After October 1, 2015, if a member wants to change their medical home, they will need to contact Moda directly.
? Healthy Futures for 2015-16 Plan Year-OEBB will have changes to the participation in the Healthy Futures program this OE. Here are the scenarios:
Member and Spouse/Partner (if applicable) have already completed the Health Assessment-The member and their spouse/partner (if applicable) will be acknowledged for completion of their Heath Assessment and asked to record their two Healthy Actions. If they enter two Healthy Actions for each of them, then they have met the criteria and will be able to enroll in a Healthy Futures Medical Plan. If they say they haven't completed two Healthy Actions they will be asked if they agree to complete two Healthy Actions by August 14, 2016. If they agree to this they will be able to enroll in a Healthy Futures Medical Plan for the 2015-16 plan year.
Member and Spouse/Partner (if applicable) haven't completed the Health Assessment-The member and their spouse/partner (if applicable) will be asked if they want to participate in Healthy Futures and have a lower deductible on their medical plan. If they both agree to complete their Healthy Assessment by October 15, 2015 and two Healthy Actions by August 14, 2016 they will be able to enroll in a Healthy Futures Medical Plan for the 2015-16 plan year.
? Benefit Summary- There will be no changes to the Benefit Summary if a member or the entity admin prints out a Benefit Summary from MyOEBB during OE. Benefit Summaries mailed out either USPS or electronically after OE will not include certain data like DOB, E Numbers, etc.
Starting July 1st OEBB will transmit all 2015-16 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.
Wednesday, July 15th OEBB pulled live data out of the MyOEBB system for our Open Enrollment Mail Out. This data pull consists of plans each entity has selected for each employment type along with your employees in our system. This mailing consists 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 3rd and the emails (electronic) to be sent August 1st and 2nd.
Thursday, July 23rd OEBB will transmit a list of plan selections by entity/employee group as well as eligible members for our Plan Comparison Tool.
Thursday, July 23rd OEBB will purge MyOEBB Document Management of all files dated March 31, 2015 and prior. Your Document Management area will still retain files from April 1, 2015 to present.
Monday, July 27th 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, July 31st 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 3rd or shortly thereafter. Electronic communications will be sent August 1st and 2nd.
Friday, August 7th and Friday, 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 terminating all medical, dental and vision 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 2015-16 plan year. Members or dependents marked "Yes" (Medicare eligible) will remain flagged "Yes".
Friday, August 14th OEBB will mail postcards to members to remind members this is a mandatory open enrollment and all medical, dental and vision plans have been terminated. We call this our "Terming Plans" postcard.
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 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, 2015, 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 7th 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
Saturday, August 15th through Tuesday, September 15th OEBB Open Enrollment - Employees can enroll in plans, drop plans and add/drop dependents. Early retirees can continue coverage by re-enrolling in healthcare plans and can drop dependents. Members should also use this time to identify dependents in MyOEBB by entering addresses for out-of-area dependents, participate in Healthy Futures, voluntarily submit SSN/ITIN for dependents enrolled in medical, 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:
August 15
Saturday
8:00 a.m. - 2:00 p.m.
August 16
Sunday
OEBB offices closed
August 17 - 21
Monday - Friday
7:00 a.m. - 6:00 p.m.
August 22 & 23
Saturday & Sunday
OEBB offices closed
August 24 - 28
Monday - Friday
7:00 a.m. - 6:00 p.m.
August 29 & 30
Saturday & Sunday
10:00 a.m. - 4:00 p.m.
August 31 - September 4
Monday - Friday
7:00 a.m. - 6:00 p.m.
September 5 - 7 (Labor Day Weekend)
Saturday - Monday
OEBB offices closed
September 8 - 11
Tuesday - Friday
7:00 a.m. - 6:00 p.m.
September 12 & 13
Saturday & Sunday
10:00 a.m. - 4:00 p.m.
September 14
Monday
7:00 a.m. - 6:00 p.m.
September 15
Tuesday
7:00 a.m. - 11:59 p.m.
Monday, August 31st to Tuesday, 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 Tuesday, September 1st 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.
Thursday, 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 2015-16 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 Thursday, October 1st. For those electing an email version of their benefit information, those emails are scheduled to go out Thursday, October 1st.
Wednesday, September 16th through Wednesday, 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 2015-16 plan year.
Monday, September 28th 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 dental and/or vision plans. OEBB anticipates this mailing to be out to these specific members no later than Monday, October 5th.
Wednesday, September 30th Final day for members to choose to participate in Healthy Futures. For example, I am a member and during my OE period I didn't want to participate in Healthy Futures. Then, on September 30th I change my mind. I must contact my entity admin and they must mark my Healthy Futures Participation in the MyOEBB Administrative Module before the end of September 30th. If they wait until October 1st it will be too late to participate in Healthy Futures.
Thursday, October 1st The 2015-16 plan year starts.
Thursday, October 1st - Thursday, October 15th This is the time period that New Hires and members that have previously opted out or waived medical that now choose to enroll in medical plans can complete their Health Assessments. Moda and Kaiser will only recognize new medical plan members once the plan year starts which is October 1st. If a member previously had an OEBB medical plan as of September 30, 2015 they can complete their Health Assessment under that OEBB carrier even if they are switching carriers during this OE.
Thursday, October 15th Final day to complete Health Assessments for members and their spouse/partner (if applicable) to participate in Healthy Futures for the 2015-16 plan year.
Saturday, October 31st Members that failed to complete the Health Assessment by October 15, 2015 after agreeing to do so will be adjusted back to the higher deductible medical plan, retroactive to October 1, 2015.
Wednesday, November 4th OEBB will send communications out to members that were adjusted back to the higher deductible medical plan, retroactive to October 1, 2015 for failing to complete the Health Assessment by October 15, 2015.
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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