As an enrollment partner, we want to have all the resources to communicate with employees about their ICHRA experience!
One of our Core Values at benefitbay® is adaptability. We believe it is important for you, as an enrollment partner, to have all the resources to ensure your success in assisting with ICHRA enrollments. We know change can be difficult for some, and we strive to continue to improve our platform and processes to make it easy for all users!
As part of that adaptability, we've provided you with these communications to utilize in the enrollment process.
Pre-Enrollment Meeting Items
Who should you send the email to? Every employee who schedules an enrollment meeting.
When is the email sent? The email should be sent prior to the meeting (two days is a good practice). Instead of an email, if you utilize a calendar, this template could be used in the confirmation email.
What is the context of the email?
"Subject: Prepare these items for a successful enrollment meeting!
Great job! You’ve made it through several steps in your enrollment process. Next, you will be meeting with an enrollment specialist to finalize your plan selection and complete the enrollment. Please make sure you’ve completed the following items inside benefitbay®:
- Updated/verified your personal and employment information.
- Added/updated/verified your dependent information.
- This includes date of birth and social security numbers.
- Added/updated all your preferred Health Care Providers, hospitals, and clinics.
*NOTE: If you choose not to complete any of the above items, your enrollment may not be able to be completed in one meeting due to time constraints.
Before your meeting:
- Please gather a list of all medications you are currently prescribed. We want to ensure the coverage you select covers all your medical needs.
- Shop for a plan and select the one you are most interested in. Our enrollment specialists will review the plan with you before any enrollment is completed with the carrier.
We look forward to meeting with you!"
Confirmation of Completed Enrollment
Who should you send the email to? Every employee who did not complete the enrollment during the meeting.
When is the email sent? The email should be sent after you've completed all the enrollment steps (submitted the application, completed the binder payment, and set up the autopay).
What is the context of the email?
"Subject: GREAT NEWS! Your ICHRA Enrollment is complete!
It was a pleasure meeting with you for your ICHRA enrollment. I wanted to let you know I have:
- Completed and submitted your application to your desired carrier
- Submitted your first premium payment
- Set up your recurring monthly premium payments
This completes your 2024 ICHRA enrollment! Since this medical plan is personally owned by you, I would highly encourage you to create a login to your carrier's website. This will allow you to review your insurance information throughout the year such as claims, and medical cards, monitor your premium payments, etc.
If you have any questions, please email support@benefitbay.com.
Have a great day,"
FAQs
What if our company wants to send some of the emails, but not all of them?
Answer: As an enrollment partner, we trust that you know your business practices best! This is a tool and resource that you can use to help you.
What if I want to edit the context of the emails?
Answer: You are free to edit the context of the emails. We do ask that you continue to direct employees to benefitbay® support for questions.
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 Enrollment team?
Answer: We always welcome your feedback for future enhancements, but this option is not available at this time due to system limitations.