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Flex Forum 2 Flexible Benefits Training for Georgia Benefits Professionals PowerPoint Presentation
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Flex Forum 2 Flexible Benefits Training for Georgia Benefits Professionals

Flex Forum 2 Flexible Benefits Training for Georgia Benefits Professionals

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Flex Forum 2 Flexible Benefits Training for Georgia Benefits Professionals

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Presentation Transcript

  1. Flex Forum 2Flexible Benefits Trainingfor Georgia Benefits Professionals FEBRUARY 2010

  2. Session Purpose • Purpose • Prepare you to use new processes to perform Flexible Benefits administration tasks • Prepare you to support Flexible Benefits participants as they use new tools and processes

  3. Session Objectives • Objectives • You have the information you need to complete new processes • You understand your role in supporting participants • You are confident that you can get the support you need when you have questions • You are comfortable directing participants to the GaBreeze Web Site and the GaBreeze Benefits Center

  4. Today’s Agenda • Getting Ready for April Transitions • How Hewitt, SPA, and you will work together on Flexible Benefits Administration in the future • How the GaBreeze Benefits Center and you will support Flexible Benefits participants • How SPA will support you • Upcoming communication • The Employee/Participant Experience —Access, security, use, support • GaBreeze Web Site and the GaBreeze Benefits Center • The Employer Web Site —Access, security, use, support

  5. Today’s Agenda • Key Business Rule Changes • Changes to business rules affecting participants and Benefits Professionals • Key Processes • Your role in prevalent processes that are changing • Additional Processes • Processes in which you will not have a primary administrative role • Events in Transition • Transitioning to Hewitt administration • Final Questions and Follow Ups

  6. Your Materials • Flex Forum 2 materials • Flex Forum 2 presentation • Handouts • Today’s materials posted on Transition Web Site along with: • Flex Forum 1 • FAQs • Georgia Statement article • Executive Vision article

  7. Flexible Benefits Administration, Service, and Support

  8. The Administration Equation • SPA will: • Oversee Flexible Benefits plans • Define service requirements • Manage the transition of administrationto Hewitt • Benefits Professionals will: • Enter employment data in Employer Web Site • Process payroll deductions • Pay for Flexible Benefits coverage based on enrolled coverage not deductions • Hewitt will: • Manage participant data • Process Flexible Benefits enrollment and changes • Calculate premiums

  9. The Service and Support Equation • Hewitt will: • Answer participants’ questions, provide information • Mail personalized communication • Manage the GaBreeze Web Site, GaBreeze Benefits Center, andEmployer Web Site • SPA will: • Act as liaison and provide support for Benefits Professionals • Monitor GaBreeze and Benefits Center service levels • Assist with escalations • Provide benefits communication throughout the year • Benefits Professionals will: • Communicate with employees • Promote GaBreeze as the primary avenue for participant support • Prepare employees for enrollment and other events

  10. Upcoming Communication • Participants • March • Employee-focused article: Georgia Statement, online, and available for posting • April • Email announcement • GaBreeze Quick Reference Guide: • Available online and to Benefits Professionals for distribution • Make sure employees take Guides home • Employee-focused article: Georgia Statement, online, and available for posting • Benefits Professionals • March • Flex Forum 3: March 15-26 • April • Email announcement to employees and HR: Live date reminders

  11. State Health Benefit Plan Update • Health coverage is not included in GA Breeze • DCH will share more information on the administration of health coverage during the quarterly stakeholder calls to be held in late February • Contact Bill Tierney, btierney@dch.ga.gov, with any questions

  12. The Employee/Participant Experience

  13. GaBreeze.ga.gov • Access GaBreeze.ga.gov Link on Team Georgia Flexible Benefits tab

  14. GaBreeze.ga.gov • Security • First time user: • Enter date of birth, last four digits of Social Security number, and zip code • Create user ID, password, and security question responses by following site prompts • Subsequent access: • Enter user ID and password • Forgotten user ID and/or password: • Site prompts user to respond to security questions and enter password or reset password

  15. Use GaBreeze or Call the Benefits Center?

  16. Log On Screen

  17. Home Tab

  18. Flexible Benefits Tab

  19. Plan Information

  20. Printable Forms

  21. Contacts, Links to Other Benefits

  22. Life Events

  23. Life Event Information

  24. Adding a Life Event

  25. Adding a Dependent Spouse

  26. Adding a Dependent Spouse

  27. Adding a Dependent Spouse

  28. Adding a Dependent Spouse

  29. New Hire Enrollment

  30. New Hire Enrollment

  31. New Hire Enrollment

  32. Evidence of Insurability

  33. Updating Your Profile

  34. GaBreeze Benefits Center • Access • Services • Callers first reach a voice recognition and prompt system • After speaking or entering personal identifying information, callers can access their own benefits information and reach a GaBreeze Benefits Center representative 1-877-3GBreez or 1-877-342-7339 Monday – Friday, 8:00 am – 5:00 pm ET excluding holidays

  35. GaBreeze Benefits Center • Security • First time caller: • Enter last four digits of Social Security number, date of birth, and zip code • Subsequent access: • Enter last four digits of Social Security number, date of birth, and password or zip code (if no password) • Forgotten password: • System prompts caller to say, “I don’t know it” to reach a representative • When choosing to speak with a representative: • Provide employee’s first and last name, password (if known), and last four digits of Social Security number to obtain information

  36. GaBreeze Benefits Center • Benefits Professionals’ Access • The GaBreeze Benefits Center will not accept calls from Benefits Professionals on behalf of participants • Benefits Professionals cannot access participant information through the GaBreeze Benefits Center

  37. Universal Commands • Start Over ------- > Return to Main Menu • Go Back --------- > Previous Menu • Help -------------- > Help Message 1 – 877 – 3 - GBREEZ (specific to prompt) (877 - 342 - 7339) • Repeat ----------- > Repeat Message • Goodbye --------- > Disconnect Welcome • Representative - > Benefits Center Representative Indicative Data Entry Multiple User Data Do Data Matches • Last four digits SSN Benefits Center Enter Additional Data Not Match • Birth date (mm - dd - ccyy ) or First Representative Time User Zip Code Data Match Data Do Not Match Yes First time Create Password user? Benefits Center Representative No Call Flow

  38. Password If “I don’t • Enter Password know it” Reach a representative • Hear hint (if on file) and try again • “I don’t know it” If Password Entered Password Administration Options No Password Valid? • Re - enter (2 password entry attempts allowed) • Hear hint (if on file) Yes Main Menu • Health Insurance State Health Benefit Plan GaBreeze Benefits Center Representative • Flexible Benefits • Spending Accounts SHPS (through 2010) • Other Questions GaBreeze Benefits Center Representative Call Flow

  39. The Employer Web Site Experience

  40. Employer Web Site • Use • Enter data for new hires, newly-eligible, rehires, leaves, death, and terminations • Access reports • Secure file sharing with SPA • Access • Link from Team Georgia and SPA Web Site • Agency Administrative User sets up Agency Basic User access • Initial group of users receives access from Hewitt using information provided by agencies and SPA

  41. Employer Web Site • Security • User ID • Individual email address • Password • Hewitt emails system-generated passwords to users • Users may reset passwords

  42. Logging In

  43. Getting Started

  44. Employee Inquiry

  45. Smart Forms

  46. Smart Forms

  47. Smart Forms – Changing Data

  48. Smart Forms – Adding a New Employee

  49. Smart Forms – Adding a New Employee

  50. Smart Forms – Adding a New Employee