[OEBBBUSMAN] OEBB-OEBB Timeline for Open Enrollment 2016-17

Thu Aug 4 16:19:51 PDT 2016

Good Afternoon,

Open Enrollment is fast approaching and I would like to take a few minutes of your time to share what's new this year.

Open Enrollment System Changes   OEBB will add a few system enhancements to MyOEBB Member and Administrative Modules.
>  Healthy Futures 2016-17 Plan Year-Here are a couple of scenarios how Healthy Futures will work in MyOEBB this year.
Member and Spouse/Partner (if applicable) are currently enrolled in a Healthy Futures Medical Plan-The member and their spouse/partner (if applicable) will be 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 asked if they wish to participate in Healthy Futures for the 2016-17 plan year. Part of their agreement to participate will be committing to complete their Health Assessment(s) between August 15, 2016 and October 15, 2016.  If they say they haven't completed two Healthy Actions they will not be able to enroll in a Healthy Futures Medical Plan for the 2016-17 plan year.
Member and Spouse/Partner (if applicable) aren't currently enrolled in a Healthy Futures Medical Plan - 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 Health Assessment between August 15, 2016 and October 15, 2016 and complete two Healthy Actions by August 15, 2017, they will be able to enroll in a Healthy Futures Medical Plan for the 2016-17 plan year.
?  Post Open Enrollment Communications - There are three scenarios for Post Open Enrollment Communications for the 2016-17 plan year.
        Member has an email in MyOEBB and saves their enrollment - Within approximately 24 hours of saving (not just touching, but saving) their enrollments, the member will receive an email from OEBB confirming their enrollments have been successfully saved.  They will also be given a link to get back in to the MyOEBB Member Module to verify their changes and links to required notices.  If the member saves their enrollment on 10 different days they will receive 10 different emails stating the same information.
        Member does not have an email in MyOEBB and saves their enrollment - The member will receive a USPS mailing from OEBB around October 1, 2016 acknowledging they saved their enrollments.  They will be given a link to get back in to MyOEBB Member Module to verify their changes and links to required notices.
        Member doesn't have any activity on their account during enrollment - The member will receive a USPS mailing from OEBB around October 1, 2016 stating Open Enrollment is over and there was no activity in their account within MyOEBB.  They will be informed they are without medical, dental and vision coverages as well as receiving links to required notices.
>  myBenefitsMentor (formerly known as the Truven Tool) - This year the myBenefitsMentor tool will be an optional selection for OEBB members rather than being required.  The tool will have a different look and feel, but the functionality will be the same.

Friday, August 5th and Sunday, 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 terminate all medical, dental and vision plans as well as Opt Outs and Waives effective September 30, 2016, and 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 2016-17 plan year.  Members or dependents marked "Yes" (Medicare eligible) will remain flagged "Yes".
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, 2016, 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 5th 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

Monday, August 15th through Thursday, 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 will have extended hours during Open Enrollment   Monday-Friday 7:00 a.m. - 6 p.m. and until 8:00 p.m. on September 15th.  OEBB will be closed September 5th for Labor Day.

Wednesday, August 31st to Thursday, September 1st   OEBB will 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 Thursday, September 1st 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.

Wednesday, 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 3rd.

Friday, 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.

Saturday, October 1st  The 2016-17 plan year starts.

Saturday, October 1st - Saturday, October 15th   This is the time period that New Hires and members whose medical coverage becomes effective October 1, 2016 that have previously opted out or waived medical that now choose to enroll in medical plans can complete their Health Assessments. (Medical coverage must be in effect for a member to complete their health assessment.)  Moda and Kaiser will only recognize new medical plan members once the plan year starts on October 1st.

Note: If a member changes their OEBB medical plan during Open Enrollment to change carriers effective October 1, 2016 they can complete their health assessment before or after October 1, completing their Health Assessment with whichever carrier is in effect on the date they complete it.

Saturday, October 15th  Final day to complete Health Assessments for members and their spouse/partners (if applicable) to participate in Healthy Futures for the 2016-17 plan year.

Monday, October 31st   Members that failed to complete the Health Assessment between August 15, 2016 and October 15, 2016 after agreeing to do so will be adjusted back to the non-incentivized deductible, retroactive to October 1, 2016.

Friday, November 4th   OEBB will send communications out to members that were adjusted back to the non-incentivized deductible, retroactive to October 1, 2016 for failing to complete the Health Assessment between August 15, 2016 and October 15, 2016.

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!

Thanks,
Linda Freeze
OEBB Benefits Manager
Health Policy and Analytics
linda.freeze at oregon.gov<mailto:linda.freeze at oregon.gov>
Phone: 503.378.3329

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