One of our Core Values here at benefitbay® is transparency. We believe it is important for you as an agent 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!
As part of that transparency, this article will review all the communications and training that is offered to your employer groups that are new to benefitbay®. In addition, you will have awareness as to the timing of each communication.
Welcome Email
Who receives the email? Every employer administrator listed in the benefitbay® platform and the group's agent
When is the email sent? The email is sent once the employer signs the ICHRA Agreement
What is the context of the email?
"Hi <First Name>,
We are excited you have chosen to offer ICHRA to your employees! In addition, we appreciate that you chose benefitbay® as your partner on this journey. My name is LeeAnn Marcase, and my team member is Kristina Rosa (to learn more about us- click here).
Let’s start by showing you a quick overview of the benefitbay® platform. Here is a video to show you how to access all the tools and resources available in your Employer Home. As you continue on this journey together, we will email you the articles/videos as needed to learn the next step.
If the anticipation is too much 😊 you can review the full guide here. If you have any questions or feedback about your experience, please let us know.
Have a wonderful day,
Kristina & LeeAnn"
Open Enrollment Employee Training
Who receives the email? Every employer administrator listed in the benefitbay® platform and the group's agent
When is the email sent? The email will be sent five days prior to the start of open enrollment (this may vary due to the delay in signing the ICHRA Agreement)
What is the context of the email?
"Hello, <First Name>,
Open enrollment for <Company Name> is fast approaching! With everything that is changing, it’s important for your employees to feel confident with ICHRA and empowered to complete the enrollment process.
To assist you with equipping your team, we ask that you send this email to every employee who will be participating in the enrollment. The email includes information on enrollment, a video about what is ICHRA, a video about benefitbay®, and a detailed article on how to complete the enrollment process. We believe that providing this information to your staff will ensure successful open enrollment for your company!
If you have any questions, please connect with us by utilizing the blue chat icon within benefitbay® (located in the bottom right corner) or send us an email to support@benefitbay.com.
Thank you,
Kristina Rosa & LeeAnn Marcase"
Start of Open Enrollment
Who receives the email? Every employer administrator listed in the benefitbay® platform and the group's agent
When is the email sent? The first day of open enrollment
What is the context of the email?
"Hello <First Name>,
Congratulations! All the hard work of decisions and providing ICHRA education to your employees has paid off-your company has made it to Open Enrollment. All your employees should have received their benefitbay® Welcome email to create a login to 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:
If you need to add an employee (here are the instructions and video)
After you add an employee, be sure to add them to the current enrollment period and send them the email notification to get started (here are the instructions)
If you need to terminate an employee (here are the instructions and video)
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 on employees that are no longer eligible.
We will be monitoring your enrollment. However, if you would like to join us, here is a quick video on how to monitor too!
Remember if you or your employees have any questions, either you or your employees can connect with us by utilizing the blue chat icon in the bottom right corner of benefitbay® or sending an email to support@benefitbay.com.
Have a great day,
Kristina Rosa & LeeAnn Marcase"
Middle of Enrollment
Who receives the email? Every employer administrator listed in the benefitbay® platform and the group's agent
When is the email sent? The email is sent five days prior to the end of the enrollment (the timing could vary due to holidays or weekends)
What is the context of the email?
"Hi, <First Name>,
We noticed that <Company Name> open enrollment window is about to close. If you have any employees participating who have not selected medical coverage, we’ve emailed them and reminded them of how to log in to get started or complete a waiver. If you would like to review each employee’s status, you can monitor the enrollment on the Employer Home (here is the article and video).
If you have any questions, please connect with us by utilizing the blue chat icon within benefitbay® (located in the bottom right corner) or send us an email to support@benefitbay.com.
Thank you,
Kristina Rosa & LeeAnn Marcase"
Close of Open Enrollment
Who receives the email? Every employer administrator listed in the benefitbay® platform and the group's agent
When is the email sent? Once the open enrollment is closed for a group
What is the context of the email?
"Hi <First Name>,
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.
Now that your company’s Open Enrollment is closed, you can view the financial aspects of the ICHRA such as the payroll deduction report, posted ARC transactions, etc. Here is a helpful article that will guide you on where to locate all the financial tools and resources available inside of benefitbay®. We have also added some video guides as well to this email if you would prefer to watch those.
If you have any questions, please connect with us by utilizing the blue chat icon within benefitbay® (located in the bottom right corner) or send us an email to support@benefitbay.com.
Thank you again for partnering with us!
Kristina Rosa & LeeAnn Marcase"
FAQs
What if I don't want my employer groups to receive these emails?
Answer: That is not a problem at all, just let your Customer Service Manager know. These are your clients, and we only are here to enhance your services.
What if I want my employer groups to receive some of the emails, but not all of the emails?
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. However, you can consider these as general communications and training for your new groups. We highly encourage you to add additional content to personalize the services you as an agent provide as well.
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.