The Employee Navigator – Everwell integration went live in June 2018 in Phase 1
Support for Year 2 enrollments was released into production January 2019. And support for automated sync file - was released into production March 2019. The final phase of the integration is the support for existing policy cancellations and policy changes via API with a target release date TBD.
Grandfathered Aflac Product Codes are not supported through the Everwell bridge. These include:
- Intensive Care
- Life Plus
- Group Short Term
- Ordinary Life
- Payroll Life
- Specified Health Event*
Products that are not available in Everwell cannot be enrolled in Employee Navigator through the integration. This includes grandfathered plans that are no longer sold by Aflac, such as Intensive Care. Grandfathered products, however, will be supported through syncing in Phase 2 so that active deductions are posted on the employee's record. If an employee has a legacy enrollment in one of these products and would like to cancel or change, they will need to contact Aflac directly.
*There are multiple Specified Health Event (SHE) products. Some SHE products can be enrolled through the Everwell connection if categorized as Critical Illness.
Agent Assisted or Self Enroll
Employee Navigator supports self-enroll or agent-assisted enrollments. All plans, except disability and life products, are defaulted to self-enroll in Everwell. If the producer wishes to request an exception to allow self-service enrollment on disability or life, they should submit a request via Field Force Services.
When an Everwell producer is configuring Everwell, they select the pay frequency to be used to calculate the premiums displayed once they bridge to the Everwell platform. Once the employee or agent completes the enrollment in Everwell, the monthly premium is returned to Employee Navigator. Employee Navigator then applies the frequency associated with the employee's payroll group and if there is no payroll group, it will apply the frequency associated with the employee's class.
To this end, for accurate payroll deduction reporting, please be sure you are using the correct pay frequency. Things to consider: if you are skipping pay period deductions (for example: for bi-weekly pay with only 24 deductions, you should use the "Bi-Weekly 24" option from the drop-down box. If you use Bi-Weekly 26 and skip 2 in the "Customized Deduction Dates" tool then your Everwell rates will be calculated based on 26). If the frequency that your group would like to support does NOT exist in EN, you will need to work with your client to establish a deduction frequency that can be supported.
Canceling or Changing an existing coverage during Open Enrollment
An employee or agent cannot cancel or change existing coverage through the integration. In order to properly cancel or change an existing plan, the employee or enroller MUST be sent to Aflac. These requests can be sent by logging into Aflac.com or by calling 1.800.99.AFLAC (1.800.992.3522). Examples of a policy change include but are not limited to Name Change, Address Change, Downgrades (e.g. deleting riders), Occupation Class change, Beneficiary change, Deletions, Transfers to another account or to a direct bill.
Any changes that are made with Aflac directly will be updated and passed to EN on a future Express Services file so that the two system remain "in sync."
The only fully supported third party app reports are the Ad Hoc Payroll Deduction and Payroll Deduction Changes report. If your group is completing a 1st time enrollment through the Everwell connection, we recommend you use EN’s payroll deduction report or integrated payroll.
Please note: While changes and cancellations are not supported through the Everwell integration in EN, any changes made with Aflac directly will be included on the next Express Services file and updated in EN as appropriate. The sync file will ensure that EN and Aflac policy data are kept in sync.
In order for the bridge to connect there are certain data elements that the Employees profile must contain in Employee Navigator.
First Name, Last Name, SSN, DOB, Gender, DOH, Job Title, Salary, Address1, City, State, and Zip Code
Dependents must have First name, Last name, DOB and Gender.
Can the Enrollment Editor be used to modify dates/costs with 3rd party enrollments?
No. The partner system is the system of record. Employee Navigator is simply displaying the enrollment data provided by the carrier. If an enrollment appears incorrect, changes should be made in the partner system and then brought into EN through the bridge/sync. Changes made in EN do not transmit to the partner system, therefore modifications made using the Enrollment Editor don't actually change the coverage as far as the carrier is concerned.
Any changes made to third party enrollments with the Enrollment Editor is at best a temporary change. An enrollment ended/changed in EN will be reinstated on the next bridge/sync unless the change is made in the partner system too.