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How do I tell my employees we are moving to a new ICHRA Administrator?

As an employer, we want you to have the resources to communicate and educate your employees about their ICHRA experience!

One of our Core Values at benefitbay is adaptability. We believe it is important for you as an employer to have all the resources to ensure your company's transition to a new ICHRA Adminstrator is smooth. As part of that adaptability, we've provided you with the following communications to help educate and communicate with your employees about the upcoming ICHRA transition. 

ICHRA Administrator Transition to benefitbay®

Who should you send the email to? Every employee who is currently enrolled in an individual policy through your organization.

When is the email sent? The email should be sent as soon as the company decides to transition to benefitbay. 

What is the context of the email?

"Subject:  Important Update: New ICHRA Administrator – benefitbay® 

Dear Team,

We’re excited to announce an important update to our health benefits administration. Starting [Effective Date], we will be transitioning our Individual Coverage Health Reimbursement Arrangement (ICHRA) platform from [Prior Administrator] to benefitbay.

This change is designed to enhance your experience with health insurance enrollment and management. Benefitbay offers a more streamlined and user-friendly platform, with features that include:

  • Enhanced Transparency: You will have greater visibility into the details of your insurance plans, making it easier to understand your coverage and benefits.
  • Direct Premium Payments: Benefitbay will handle premium payments directly to your insurance carrier, giving you better visibility into the payment process.
  • Licensed Agent Support: Licensed agents will still be available to assist you with plan selection and enrollment, ensuring you have the support you need.
  • Pre-Tax Payroll Deductions: Any premium amount exceeding your monthly allowance will still be deducted pre-tax, providing you with tax savings.

What You Need to Know:

  • Benefitbay will begin making your premium payments in [prior month of effective date] for your [effective month] premiums.
  • Some insurance providers may require you to be on a call with benefitbay as they move the plan from [prior TPA] to benefitbay. If so, a benefitbay agent will work with you to complete the call.
  • You’ll receive detailed instructions on how to enroll through benefitbay’s platform, including how to review your and your dependent information for the 2027 renewal.
  • You may receive notification that [prior TPA] is no longer paying your health insurance premiums.

                We appreciate your patience and cooperation as we make this transition. We are committed to supporting you throughout this process. We will provide resources and assistance as needed. Please be sure to monitor your emails and phone calls for representatives from benefitbay.

                Our goal is to ensure a smooth and improved benefits experience for everyone. If you have any questions, please reach out to HR.

                Warm regards,

                [Company representative]

                FAQs

                What is the value of sending all this information to our company's employees?

                Answer: During ICHRA-to-ICHRA transitions, with specific carriers, employees may be required to take certain action steps. This notification from your team will alert employees to be monitoring communications from the benefitbay team. 

                What if our company wants to send some of the emails, but not all of them?

                Answer: As an employer, we trust that you know your employees best! This is a tool and resource that you can use to help you in any way you need. 

                What if I want to edit the content of the emails?

                Answer: You are free to edit the content of the email.

                Will I be informed of changes made to the context 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, you can refer to this article for any updates.

                Can benefitbay send the emails to employees instead of our Human Resources?

                Answer: This communication is best sent from the Human Resources team to ensure employees realize this change is truly occuring.