[OEBBBUSMAN] OEBB-Next Steps After Open Enrollment

Fri Sep 23 11:26:02 PDT 2016

We made it! Our 9th Open Enrollment has ended!

OEBB's goal is to offer affordable health care to all eligible school, ESD, community college, city, county and special district employees, early retirees, and their families. We do not want any employees to go without insurance for any period of time.  Therefore we ask you to please consider assisting your employees that missed online open enrollment to ensure their families have appropriate coverage effective October 1st.

Administrative Rule 111-040-0025 (1) (a) allows employing entities to make corrections within a 45 day period. Please do not refer your employees back to OEBB to complete any open enrollment selections or changes, as OEBB will direct them back to you. Each employing entity has unique policies for their employees. We encourage you to please assist your employees in making any open enrollment selections or corrections.

MyOEBB Administrative Module

  *   September 17th - OEBB carriers are receiving their first enrollment files which will include all the 9/30/2016 terminations due to mandatory open enrollment plan termination rollovers and new enrollments for the 2016-17 plan year.  All carriers  receive  additional files from OEBB that will include all changes on 9/24/2016, 10/01/2016, and weekly thereafter.
  *   September 16th through September 30th - We have an Open Enrollment Segment in the MyOEBB Enrollment Management program specifically to allow entities to easily enroll employees.  This feature will be available through September 30th.  When you use the Open Enrollment Segment you do not have to assign a QSC to an employee to accommodate changes.  Please remember to use a New Hire QSC when appropriate to avoid a 12-month wait on Dental and Vision plans.  Proactive steps to enroll members using this Open Enrollment Segment before October 1st will minimize the worry for employees and the workload for office staff.
  *   September 16th through September 30th - Entities will have the opportunity to update Healthy Futures participation in the MyOEBB Administrative Module under Enrollment Management.
  *   August 15th through October 15th - Members have the opportunity to complete their Health Assessments through Moda Health or Kaiser Permanente.  Moda Health members can go to www.modahealth.com/oebb<http://www.modahealth.com/oebb> and Kaiser members can go to http://kp.org/tha to complete their assessments.  Please note, members who were enrolled in a Healthy Futures medical plan because they promised to complete their Health Assessments by October 15th but then fail to do so will be reverted back to the regular non-incentivized medical plan and may be responsible for additional charges incurred during this time period. OEBB will mail notifications to these members informing them of the retro change as soon as they are identified - we anticipate a mail date of November 1st (see "Mailings" below).
  *   October 1st through October 31st - Your administrative office will be able to assign a "Correcting Processing Errors" QSC to back-date coverage effective October 1st.  Make sure to use a "QSC Event Date" of 9/30/2016 to ensure a "Coverage Effective Date" of 10/01/2016.  Again, OEBB encourages you to assist employees not currently enrolled in 2016-17 insurance benefits to enroll in coverage using the Enrollment Management section in MyOEBB, but this is an entity's choice.  Please note that OEBB Division 40 OAR authorizes entities to correct enrollment errors reported by eligible employees within 45 calendar days of the open enrollment period end date.  OEBB encourages entities to please assist your employees in correcting open enrollment errors during this time period within your benefits office.

  *   November 1st - Employees not enrolled as of November 1st will need to contact OEBB to formally appeal their right to enroll in benefits.  We sincerely hope to see all employees with insurance, but understand entities may have different requirements they need to uphold.
  *   November 1st - Carriers will receive retro changes for OEBB members that didn't complete their Health Assessments by October 15th, retroactively changing their medical enrollments back to the non-incentivized plans effective October 1st.

REPORTS

  *   The Subscriber Open Enrollment Activity Report
?  You will find the report listed under the left hand navigation in MyOEBB. Select Reports then "Subscriber Open Enrollment Activity Report".
?  Once you run the report it will be placed in your Document Management area of MyOEBB.
?  This report lists all of your employees who's employment termination date is null or beyond 10/01/2016.
?  If you are determining if the subscriber has gone in during open enrollment and saved their benefits you will want to check the "Last Benefits Saved Date" column.
?  The dates in the report are formatted as day-month-year.
?  ENROLLMENTS_ROLLOVER under the modified by column is identifying that the last modification was generated from automated process by OEBB to term the current plan year benefits as of 9/30/2016.

  *   The No Medical, Dental or Vision report in the Document Management area of MyOEBB.  Below are some clarifications about that report based on questions received.
No, Medical, Dental or Vision Report
?  The report is intended to show individuals who have not gone in during open enrollment and made enrollment choices and saved those choices.
?  Making a choice does not necessarily mean the subscriber is enrolling in benefits.  They could choose to Opt-Out or Decline which would show as a Yes on the report.
?  Declined dental or vision choices from previous years were not ended so individuals could have No for medical and Yes for dental or vision. In that case they have not saved for next plan year.
?  The report will only continue to show those who have a No in one of the areas.  Once the subscriber has saved their benefits they will no longer be on the report.

During this period if you need other reports that are not listed below you can request them by emailing oebb.benefits at oregon.gov<mailto:oebb.benefits at oregon.gov>.

After September 27th you should be able to use Report Mart to run the below reports:

  *   "Subscriber Open Enrollment Activity": This report can be used to track the activity of the subscribers during open enrollment. If you are monitoring whether your employees saved their benefits during open enrollment, you will want to go to the column "Last Saved Benefits Date". The report is sorted by this column with the most recent first.  If you page through to the end of the report you will find any employees who have not yet gone in and saved their benefits. Employees may have modified their benefits without saving those selections. They will still need to be saved to take effect in MyOEBB.  If you see employees on this report that are no longer an employee, check to make sure the employment record has been ended in MyOEBB.
  *   "No Medical Dental or Vision 2016": Use this report to identify subscribers who have not gone into MyOEBB and made plan selections.  If an employee has selected benefits but has not yet saved those selections, they will not show up on this report.

  *   "Entity Medical Opt Out or Waive": This report lists employees who have opted out or waived medical coverage.  When selecting the End Date make sure to enter a date greater than the first day of the new plan year (e.g., 10/02/2016).

  *   "Entity Opt Out and Waive": This is a more detailed version of the above report, listing employees who have opted out or waived medical coverage, but it also lists by employee group the type of opt out and the other coverage the subscriber has entered into the system and displays the expiration date.  When selecting the End Date, make sure to enter a date greater than the first day of the new plan year (e.g., 10/02/2016).

MAILINGS

  *   September 26th - OEBB will pull data from MyOEBB that will be used for three mailings.
     *   The first letter is to members that completed the enrollment process and don't have an email in MyOEBB. .  The letter will be very similar to what members received during Open Enrollment who did have an email in MyOEBB.
     *   The second letter mailing is to notify members who did not enroll in benefits OR save their enrollments during the Open Enrollment period. We will not refer them back to their employer or give  other options.  However, we encourage you to assist them in correcting errors, but also acknowledge entity's policy decisions. We are targeting a mail date of September 28th.
     *   The third letter is to inform members who will be subject to a 12-month waiting period on Dental and Vision plans.  We are targeting a mail date of September 29th.
  *   September 28th - Moda's goal is to start sending ID cards out to members on this date.  All members will receive new cards from Moda due to plan changes for the 2016-17 Plan Year.  Also, please remember, if members corrected DOB, name spellings, plan choices etc. effective September 1st or after they could possibly receive 2 sets of cards from Moda.  In this mailing Moda will also include information about how to select your Medical Home with Moda using your myModa account or calling Moda directly at 1-888-923-0409.
  *   Approximately October 1st - BenefitHelp Solutions (OEBB COBRA administrator) will mail letters to members who dropped coverage completely during open enrollment, dropped a specific healthcare coverage, or dropped a dependent from one or all healthcare coverages.  This communication will inform members that coverage was dropped during this open enrollment and if a qualifying event happened they may be COBRA eligible.
  *   Approximately November 1st - OEBB will mail notifications to all members being reverted back to the normal non-incentivized medical plans for not completing their health assessments by October 15th as they had promised. The letter will explain that the plan change will be retroactively effective October 1, 2016 and that they may be responsible for additional charges for medical claims incurred since October 1st.
Our OEBB team stands ready to assist your entity with any enrollment issues or questions during the coming months as well as throughout the year.  Thank you for your continued cooperation. Your efforts made the 2016 OEBB Open Enrollment yet one more success for OEBB members.

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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