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<p class="MsoNormal">Good Afternoon<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#212121">Open Enrollment is fast approaching and I would like to take a few minutes of your time to share what’s new this year.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#212121"> <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><b><i><span style="color:#212121">Attached is my presentation from our June 27<sup>th</sup> BIE Meeting –“HELP! I’m new to open enrollment and OEBB”. This will be great for newbies and those admins that just
want a refresher. This is not for employees, just the admin staff.<o:p></o:p></span></i></b></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><b><i><span style="color:#212121">Week of July 8<sup>th</sup>
</span></i></b><span style="color:#212121">OEBB will pull data out of MyOEBB for the Pre OE Mailing. This means anyone with a live employment segment will be pulled for this mailing. Make sure New Hires are in the system, employees are in the correct Employment/Member
Type, terminations are done and employee addresses are correct. We will use this data for our “Heads Up” postcard expected to go out around July 22<sup>nd</sup> and “Pre OE Mailing” expected to go out around August 1<sup>st</sup>. Employees entered into
MyOEBB after this date will not receive the Pre OE Mailing or the Heads Up postcard.
<b><i><u>Your deadline for getting data updated is Friday, July 5<sup>th</sup>.</u><o:p></o:p></i></b></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><b><i><span style="color:#212121">Friday, August 2<sup>nd</sup></span></i></b><span style="color:#212121">
<b><i>and Wednesday, August 14<sup>th</sup></i></b> </span>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 terminate all medical, dental and vision plans as well as Opt Outs and Waives effective September 30, 2019; we will mass-enroll 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 2019-20 plan year. Members or dependents marked “Yes” (Medicare
eligible) will remain flagged “Yes”.<o:p></o:p></p>
<p class="MsoNormal"><i><span style="color:#212121">What can entities do to make sure their employees are ready in MyOEBB prior to these down times?</span></i><span style="color:#212121"><o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoNormal" style="color:#212121;mso-list:l0 level1 lfo1"><b>Make sure your employees have the correct Employment/Member Types.</b><o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><span style="color:#212121">This means if you have an employee changing from an Administrator to a Superintendent employment type effective October 1<sup>st</sup> please ensure they are labeled that way in MyOEBB with the appropriate effective date of
the change. If you leave the Change of Employment QSC unsaved the member will not be able to complete enrollment online.<o:p></o:p></span></p>
<ol style="margin-top:0in" start="2" type="1">
<li class="MsoNormal" style="color:#212121;mso-list:l3 level1 lfo2"><b>Make sure all your eligible employees are in MyOEBB.</b><o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><span style="color:#212121">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.<o:p></o:p></span></p>
<ol style="margin-top:0in" start="3" type="1">
<li class="MsoNormal" style="color:#212121;mso-list:l4 level1 lfo3"><b>Make sure all your non-eligible employees are termed out of MyOEBB.</b><o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><span style="color:#212121">Terminate all employees in MyOEBB who, as of October 1, 2019, 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.
<b><i><u>Please remember, some employees are being rehired at new entities. If you fail to term them properly, then their new entity can’t hire them timely!</u></i></b><o:p></o:p></span></p>
<ol style="margin-top:0in" start="4" type="1">
<li class="MsoNormal" style="color:#212121;mso-list:l5 level1 lfo4"><b>Make sure all salary information is entered in MyOEBB.</b><o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><span style="color:#212121">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.<o:p></o:p></span></p>
<ol style="margin-top:0in" start="5" type="1">
<li class="MsoNormal" style="color:#212121;mso-list:l1 level1 lfo5"><b>Make sure all New Hires have a New Hire QSC.</b><o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><span style="color:#212121">To prevent New Hires from being enrolled with a 12-month wait on their dental 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.<o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="color:#212121">OEBB will make the following reports available in your Document Management area after
<b>August 2<sup>nd</sup> and again after August 14<sup>th</sup></b>.</span></i><span style="color:#212121"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><b><span style="color:#212121">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</span></b><span style="color:#212121"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><b><span style="color:#212121">Employees who do not have medical coverage</span></b><span style="color:#212121"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><b><span style="color:#212121">Employees who do not have dental coverage</span></b><span style="color:#212121"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><b><span style="color:#212121">Employees who do not have vision coverage</span></b><span style="color:#212121"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><b><span style="color:#212121">Salary Information for each employee</span></b><span style="color:#212121"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Wingdings;color:#212121">Ø</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#212121">
</span><b><span style="color:#212121">Plan Discrepancies<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in"><b><span style="color:#212121"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><i><span style="color:#212121">Thursday, August 15<sup>th</sup> through Sunday, September 15<sup>th</sup></span></i></b><span style="color:#212121"> 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.
</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Members should also use this time to:<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo6">Enter addresses for out-of-area dependents<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo6">Voluntarily submit SSN/ITIN for dependents enrolled in medical coverage<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo6">Indicate Medicare eligibility due to age or disability (failure to identify Medicare eligibility may cause financial liability for some members)<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo6">Ensure only eligible dependents are active in MyOEBB and included on the desired plans<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo6">Review and/or update personal information and beneficiaries<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo6">Identify ethnicity and race for themselves and any covered dependents<o:p></o:p></li></ul>
<p class="MsoNormal"><span style="color:#212121"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><i>OEBB’s phone lines will<s> </s>be extended during Open Enrollment
<span style="color:#212121"> </span></i></b><span style="color:#212121">Monday-Friday 7:00 a.m. – 6 p.m.
</span>The OEBB office <span style="color:#212121">will be closed Monday, September 2<sup>nd</sup> for Labor Day and Saturday/Sunday September 14<sup>th</sup> & 15<sup>th</sup> (last two days of open enrollment).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#212121"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><i><span style="color:#212121">Saturday, August 31<sup>st</sup> to Sunday, September 1<sup>st</sup></span></i></b><span style="color:#212121"> OEBB will
</span>bring both MyOEBB modules down at approximately 8 p.m. to run monthly files and process invoicing. We expect the system to be back up on Sunday, September 1<sup>st</sup> at around 9 a.m. Please let your employees know about this down time. Also, please
try to avoid mass lock outs and enrollment meetings during this timeframe. Please note that this is a regular process that occurs each month.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><i><span style="color:#212121">Monday, September 23<sup>rd</sup></span></i></b><span style="color:#212121"> 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 </span>plans. We anticipate this letter to hit mailboxes of those affected members no later than Tuesday, October 1<sup>st</sup>.<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#212121"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><i><span style="color:#212121">Monday, September 30<sup>th</sup></span></i></b><span style="color:#212121"> Final day for entities to update member enrollments without using a QSC.<o:p></o:p></span></p>
<p class="MsoNormal"><b><i><span style="color:#212121"> </span></i></b><span style="color:#212121"><o:p></o:p></span></p>
<p class="MsoNormal"><b><i><span style="color:#212121">Tuesday, October 1<sup>st</sup></span></i></b><span style="color:#44546A"> </span><span style="color:#212121">The 2019-20 plan year starts.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#212121"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><i><span style="color:#212121">Tuesday, October 1<sup>st</sup> to Thursday, October 31<sup>st</sup>
</span></i></b><span style="color:#212121"> We ask entities to make corrections to employee’s enrollments during this time frame without sending them to OEBB for corrections. OEBB will provide a form members may use and submit to their entities during this
time. Please us the “Correcting Processing Errors” QSC to make these changes.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#212121"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><i><span style="color:#212121">Friday, November 1<sup>st</sup> to Tuesday, December 31<sup>st</sup></span></i></b><span style="color:#212121"> OEBB will be reviewing appeals directly during this time period. We will work with the member,
entities</span>, and carriers (when appropriate) and within our OARs <span style="color:#212121">
to make </span>decisions. <span style="color:#212121">OEBB is usually more lenient during this time period.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#212121"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><i><span style="color:#212121">January 1<sup>st</sup> to September 30<sup>th</sup></span></i></b><span style="color:#212121"> OEBB reviews appeals during this time period.
</span>Appeal decisions are made on a case-by-case basis.<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#212121"><o:p> </o:p></span></p>
<p class="MsoNormal">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. Good luck and I hope we all have a great Open Enrollment season!<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Thanks<o:p></o:p></p>
<p class="MsoNormal"><b><i><span style="font-size:16.0pt;color:#1F3864">Linda Freeze<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><b><i><span style="font-size:12.0pt;color:#1F3864">OEBB/PEBB Benefits Manager<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#1F3864">OREGON HEALTH AUTHORITY<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#44546A">Health Policy and Analytics<o:p></o:p></span></p>
<p class="MsoNormal"><u><span style="font-family:"Arial",sans-serif;color:#0563C1"><a href="mailto:linda.freeze@oregon.gov"><span style="color:#0563C1">linda.freeze@state.or.us</span></a></span></u><u><span style="font-family:"Arial",sans-serif;color:#4472C4"><o:p></o:p></span></u></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#44546A">Phone: 503.378.3329<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#44546A"><a href="http://www.oregon.gov/OHA/OEBB"><span style="color:#0563C1">http://www.oregon.gov/OHA/OEBB</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#44546A"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#44546A"><img border="0" width="159" height="60" style="width:1.6583in;height:.625in" id="Picture_x0020_1" src="cid:image002.jpg@01D52CE5.471A3350" alt="cid:image001.jpg@01D10D96.C6B9DCE0"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#44546A"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#44546A">CONFIDENTIALITY NOTICE</span><span style="font-size:14.0pt;font-family:"Arial",sans-serif;color:#44546A"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#44546A">This email may contain information that is privileged, confidential, or otherwise exempt from disclosure under applicable law. If you are not the addressee or it appears from the
context or otherwise that you have received this email in error, please advise me immediately by reply email, keep the contents confidential, and immediately delete the message and any attachments from your system.
<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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