As an agent, it's important to have awareness of the training and communications that are sent to your new clients!
Transparency is one of our Core Values here at benefitbay. We believe it is important for our agent partners to know the communications we are sending to your clients. We value our partnership and are honored that you have entrusted us with your book of business!
This article will review the education and training that is offered to your employer groups that have recently joined benefitbay. Additionally, you will learn the timing of each communication.
Welcome Email
Who receives the email? Every employer administrator listed in the benefitbay "Contacts" and the group's primary agent
When is the email sent? The email is sent once the employer signs the ICHRA Agreement
What is the context of the email?
"Subject: Welcome to benefitbay Employer Experience-Let's Get Started
Hi,
We are excited your company has chosen to offer ICHRA to your employees! In addition, we appreciate that you chose benefitbay as your partner on this journey.
Let’s start by showing you a quick overview of the benefitbay platform. Here is a walk-through to show you how to access the tools and resources that are available with your Employer Business login. The next step of this journey is for you to send the Announcement of ICHRA email to all eligible employees participating in the upcoming enrollment (if you have already completed this step, great job, you can disregard it).
Open Enrollment Employee Training
Who receives the email? Every employer administrator listed in the benefitbay "Contacts" and the group's primary agent
When is the email sent? The email will be sent seven business days before the start of Open Enrollment (this may vary due to any delay in signing the ICHRA Agreement)
What is the context of the email?
"Subject: Your Next Action Step- Educating Your Employees on Open Enrollment
Hello,
Open Enrollment for your company is fast approaching! With everything that is changing, it is important for your employees to feel confident and empowered to complete their medical insurance enrollment using their ICHRA contribution.
To equip your employees with resources for enrollment, we ask that you use this email template to send to every employee who will be participating in the enrollment. The email templates include enrollment dates and process details, a video that helps explain what ICHRA is, and information about benefitbay. We believe that providing this information to your staff will ensure a successful Open Enrollment for your company!
We are excited about this enrollment season! Please let me know if you have any questions!
Start of Open Enrollment
Who receives the email? Every employer administrator listed in the benefitbay "Contacts" and the group's primary agent
When is the email sent? The email will be sent three business days before the start of Open Enrollment
What is the context of the email?
"Subject: Your Next Action Step- Final Employee Reminder
Hello,
Congratulations! All the hard work and decisions on how to provide ICHRA to your company's employees have paid off and, everyone has made it to Open Enrollment! In a few days, all your company's employees will receive their benefitbay welcome email directing them to create a login to their begin enrollment. If anyone mentions they didn’t receive the email, please remind them to check their spam folders.
Here are a couple of ICHRA pro-tips during this time:
- Please utilize the "Open Enrollment Starts Tomorrow" email template to send all the participating employees an email the day before the Open Enrollment start date.
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If you need to add an employee to the enrollment, please view the instructions and video,
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After you have added the employee, be sure to add them to the current enrollment period. Then, send them an email notification to get started. Please view the instructions here.
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If you need to terminate an employee during enrollment, you can find the instructions and video here.
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As most carriers draft premiums in advance, it is VITAL to enter terminations as soon as you are aware of them. This will help ensure your company does not pay premiums for employees that are no longer eligible.
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Benefitbay will be monitoring your company's enrollment. However, if you would like to join us, here is a quick article on how you can also monitor your company's progress!
Remember if your company's employees have any questions, they can connect with us by utilizing the chat icon in the bottom right corner of the benefitbay platform or by sending an email to support@benefitbay.com.
Middle of Enrollment
Who receives the email? Every employer administrator listed in the benefitbay "Contacts" and the group's primary agent
When is the email sent? The email is sent five business days before the end of the enrollment (the timing could vary due to holidays or weekends)
What is the context of the email?
"Subject: Open Enrollment is almost completed!
Hi,
We noticed that your company's Open Enrollment window is about to close. If your company has any employees who have not started the enrollment process, they have been sent a reminder email. They will receive another reminder email two business days before the end of the enrollment. If you would like to review each employee’s status, you can monitor the enrollment on the "Enrollment Periods" tab (here is the article for instructions).
If you have any questions, please let me know.
Close of Open Enrollment
Who receives the email? Every employer administrator listed in the benefitbay "Contacts" and the group's primary agent
When is the email sent? Once the Open Enrollment is closed for a group
What is the context of the email?
"Subject: Last Action Step- Let's Celebrate the End of Open Enrollment
Hi,
Yay! Your company made it through Open Enrollment! We have reviewed the enrollments of your employees for accuracy. If there are any issues, one of our support specialists or enrollment partners will reach out directly to your employees. Again, since these policies are owned by each individual employee, many carriers require them to make any changes to the policy including completing a payment or setting up autopay.
Your final step is to send an email to all enrolled employees. This email will explain to employees their responsibilities of owning an individual medical insurance policy. Here is an email template your team can use.
Now that your company’s Open Enrollment is closed, you can view the financial resources and reports that the administrative team will be using (for example the payroll deduction report). Here is a section of the knowledge base that will guide you on where to locate all the financial tools and resources available inside benefitbay.
Again we appreciate the ICHRA partnership with your company! Please let me know if you have any questions.
FAQs
What if I want my employer groups to receive some of the emails, but not all of the emails? Answer: We will consider this system enhancement in the future, but we are sorry, this option is not available at this time due to system limitations. We highly encourage you to add additional content to personalize the services your agency is providing to your clients.
What if I want to edit the context of the emails?
Answer: We always welcome your feedback for future enhancements, but we are sorry, this option is not available at this time due to system limitations.
Will I be informed of changes made to the context or timing of the emails?
Answer: You will not receive a "formal" notification of any changes made. Changes can occur due to changes in our platform or processes at any time. However, since you receive a copy of the email, you will be aware of the changes. In addition, you can refer to this article for any updates.
Can you send the emails to my employers, but not send the email to me?
Answer: We will consider this enhancement in the future, but we are sorry, this option is not available at this time due to system limitations. You may choose to move all our emails to a separate folder in your inbox, but you could miss an important update.