Open Enrollment and our Data Exchange
The purpose of this document is to walk through OE when a group is connected to a partner in our Data Exchange. As we know, Open Enrollment is a time where you certainly want to send your Partner enrollment data prior to the effective start date of the plans to ensure cards are sent on time. However, there are important things to note when conducting an open enrollment with your groups that are using the Data Exchange.
The most important thing to note about working with your connected partner during Open Enrollment is having an open communication about *when* the group is going through an active OE. Your connected partner must receive this information from YOU, the broker, to let them know when to generate the Open Enrollment files. Unfortunately, our Partners have no insight as to when their clients are going through open enrollment or when the window has closed so this is certainly something you want to relay to the TPA.
If you have questions about OE in Employee Navigator in general, please see the following article: Open Enrollment Setup
To set-up OE, go to the Benefits Tab> Select Open Enrollment>Add an Open Enrollment> Select Active check box> Input the following dates:
- Effective Date (Should be the first day of the plan year)
- Enrollment Start Date and time
- Enrollment End Date and time
- Once this is complete you will Select the plans to be included in the Open Enrollment by placing a checkmark in the box next to the plan.> Save
After employees have gone through their open enrollment window and the actual Enrollment Window has closed, you will want to reach out to your partner to let them know it is time to pull the OE file and that all elections/ changes are complete. Please keep in mind, DO NOT completely close out the open enrollment! Employee Navigator strongly suggests to completely close the open enrollment ON the plan effective start date. This is extremely important and we cannot stress this enough!
Why wait until the plan effective start date?
> By closing the OE out to early, your connected partner will discontinue receiving the current plan enrollment information
> All New Hires that are hired during this period will not be able to elect benefits until the plans start date
> For COBRA, all qualifying events that are backdated will not trigger a QE because the plans are now in a prior status
As you can see, there are implications in place with closing the Open Enrollment out to early. Please be aware of what the system can and cannot do.
If you have any additional questions please email firstname.lastname@example.org