Filetype Excel XLSX | Posted on 08 Aug 2022 | 3 years ago
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217x Filetype XLSX File size 0.10 MB Source: www.wexbenefitsyou.com
Sheet 1: Kickoff Call
| KICKOFF CALL | ||||
| <Name of Company> | Renewing Plan Year : 1/1/2020 - 12/31/2020 | |||
| Discovery Benefits will complete this document. | ||||
| Item | Description | Example | Reason Needed | |
| Renewal Project Plan Overview | ||||
| Project Plan Presentation | Discuss the project plan and determine what will benefit the client and Mercer. | How frequently do should we have calls? | The project plan will ensure everyone is on the same page with what needs to be done, where we're at, and what the expectations are for the renewal. | |
| Review of Current Customizations | We will review the list of current customization sent to you a week ago. | This will ensure all customizations are up to date and will be included as needed during renewal. | ||
| File Changes Discussion | Review the current file feeds and determine if there will be any changes to file vendors or debit card sub file - new carriers | If there will be a new carrier, do we need a new Benefits debit card substantiation file? | Identified new file or file update needs will allow us to start working on them as soon as possible. | |
| Merger/Acquisition Discussion | Discussion of any company changes such as a merger/acquisition which will be coinciding with your renewal and the impact this may have on the renewal. | Are there participants who need to be added to the Discovery Benefits system? | This will ensure nothing is missed due to the merger that typically isn't involved in the standard renewal process. | |
| Benefit Plan Takeovers | Discuss any plans Discovery Benefits will be taking over. | Do they include a carryover for which a Plan Activity File is needed? | This will ensure nothing is missed due to taking over the plan that typically isn't involved in the standard renewal process. | |
| Open Enrollment Dates & File Consideration | Discuss the dates, how they may impact the file, and what that means | If open enrollment won't be until late November and enrollment files won't be provided until early December, new debit cards (when needed) may be delayed. | Knowing when open enrollment will be held and files will be received with allow us to plan for the impact on the overall renewal process. | |
| Benefits Debit Card Expiration | Card go out 30-45 days before if they are expiring; if not they're not expiring, make sure participants keep their cards | Debit cards are good for 4 years. Participants who received their cards less than 4 years ago will not need new cards. | Having this discussion will ensure that accurate communication can be presented to participants on when they will need new cards and when they should expect to continue with their existing card. | |
| COBRA Carrier File Timing | Discuss the time it takes to setup a new carrier file and that carrier files for the new plan year are not sent until the first week of the plan year | If the carrier file is sent weekly on Mondays, the new plan year eligibility information will be sent on the first Monday of the new plan year. | Having this discussion will avoid any confusion around when participants will be updated with the carrier and when necessary, receive new insurance cards. | |
| SPM Coupons | Discuss timing for new coupon books | New payment coupons will be sent to members after the first direct bill file in the new plan year is processed. | So all parties understand when new payment coupons are sent to members. | |
| Responsibilities | ||||
| Mercer/Client Responsibilities | Review what tasks mercer/client is responsible for completing. | Mercer/client is responsible for completing all necessary paperwork. | By outlining who is responsible for what tasks, we will avoid any miscommunications that could result in missed deadlines. | |
| Discovery Benefits Responsibilities | Review what tasks Discovery is responsible for completing. | Discovery is responsible for updating the client's account, providing open enrollment materials, and monitoring the progress of the renewal project. | By outlining who is responsible for what tasks, we will avoid any miscommunications that could result in missed deadlines. | |
| GENERAL UPDATES | |||
| Item | Description | Example | Reason Needed |
| Health Advocate | Confirm if a 365 Hub plan will be offered and if so review if there is a Health Advocate firm that Discovery Benefits should be aware of. | This is a third party that would assist participants with claims, plan data, and other related account information. | This will ensure that we know we can talk to them when they contact us. |
| Contact Changes | Review the export of the current contacts (it was provided 7 days before) | Have you had any staffing changes we should update on your account? | Having the correct contacts will ensure we are reaching out to the correct person and that we know a member of your team can receive HIPAA information when contacting us. |
| BENEFITS | |||||
| Percentage Complete: | 0.0% | Plan Year Start Date: | 1/1/2021 | ||
| Key Milestone Dates: | Due By | Date Completed | Status | Responsible Party | Notes |
| Participant Communication/Education | 10/8/2020 | Open | |||
| Active Employee Open Enrollment Start | 11/1/2020 | Open | |||
| Active Employee Open Enrollment End | 11/16/2020 | Open | |||
| Final PRD Received | 11/1/2020 | Open | |||
| Final Benefits Setup Guide Submitted | 11/1/2020 | Open | |||
| Build New Plan Year | 11/16/2020 | Open | |||
| Demographic & Enrollment File Date | 11/23/2020 | Open | |||
| Debit Cards Mailed | 12/6/2020 | Open | |||
| Commuter Rollover | 1/2/2021 | Open | |||
| Grace Period Ends | 3/15/2021 | Open | |||
| Run Out Ends | 4/1/2021 | Open | |||
| Carryover Occurs | 4/5/2021 | Open | |||
| Renewal Process Review Items: | Date Completed | Status | Responsible Party | Notes | |
| Review of Current Plan Design | Open | ||||
| Review of Current Plan Rules | Open | ||||
| Review of Benefits Setup Guide | Open | ||||
| Carryover Process | Open | ||||
| Product Add Ons Discussion | Open | ||||
| Reporting/Account Statements are duplicated | Open | ||||
| Contribution Files | Open | ||||
| File Discrepancies | Open | If file vendor involvement, include contact on Contact List tab. | |||
| Plan Closing | Open | ||||
| Additional Education Items: | Date Completed | Status | Notes | Notes | |
| Follow Up Process | Open | ||||
| Forfeitures and Appeals Process | Open | ||||
| HSA (Patriot Act, T&Cs, Transfers) | Open | ||||
| HSA Account Statements | Open | 2019 Account Statements will be sent through the runout period, as well as account statements for 2020, meaning they will get two statements each month of the run out | |||
| HSA Contribution Payroll Timing | Open | When is first file expected? | |||
| HSA Employer Funding Timing | Open | When is the employer contribution file expected? | |||
| HSA NOC | Open | ||||
| HSA 5498-SA Form | Open | Reflects total prior year contributions and generated to the participant's online account in mid-January | |||
| HSA 1099-SA Form | Open | Reflects total prior year distribtuions and generated to the participant's online account in late -January | |||
| Dashboard Review | Open | ||||
| Process Updates/Regulation Changes | Open | ||||
| Commuter Enrollments | Open | ||||
| SmartCommute Recurring Orders | Open | ||||
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