Navigating the Enrollment Hub in Quote+

Overview

The Enrollment Hub encompasses every step of the Enrollment process. Enrollment starts when Prescreen, or the MHQ period, ends. As a Broker, your initial task involves configuring the Employee Portal for enrollments. Once established, Employees can either select their plans through the portal or have them assigned by you. Finally, you'll be responsible for transmitting all requisite documents and forms to the Carrier.

IN THIS ARTICLE

How to access the Enrollment Hub

If the Employer has at least one completed MHQ (Medical Health Questionnaire) Proposal, an “Enrollment” link will appear in the Employer Hub.

If the Employer is only using ACA or community-rated quoting and it’s their first time going through enrollment in Quote+, the 'Enrollment' link will appear with a lock icon. This means Enrollment functionality has not yet been enabled.

If you see the lock icon, follow the steps in this article to unlock Enrollment functionality. This only needs to be done once.

Once Enrollment functionality is available, select the 'Enrollment' link to open the Enrollment Listing page. From here, you can add a new Enrollment or open an existing one.

When you access or create an Enrollment, you’ll enter the Enrollment Hub, where Enrollment tasks and links are organized into three sections.

Step 1: Configure Enrollment

In this step, you’ll prepare the Employee Portal for Enrollment.

1. Review and Edit Enrollment Dates
2. Verify Employee Records
3. Assign Products for Selection
4. Add Forms for Acknowledgement

1) Review and Edit Enrollment Dates

If you need to edit the open and close dates for the Enrollment period, go to the Enrollment Hub and select the 'Configure Plan Selection' link. Scroll down to find the Effective Date, Renewal Date, Prescreen Open and Close Dates, and Plan Selection Open and Close Dates.

To configure Enrollment, adjust the Effective Date, Renewal Date, Plan Selection Open Date, and Plan Selection Close Date accordingly.

In addition, review the Plan Selection Workflow Options. During Enrollment, you can mandate certain fields and information, such as Employee Medical History, even if coverage is waived, and Employee Total Household Income, in the Employee Portal.

2) Verify Employee Records

Before Enrollment begins, make sure the Employer’s Employee List is complete and accurate. After setting the Plan Selection Start and End Dates, go to the Enrollment Hub and select ‘Manage Employees’ to review the Employee List.

Each Employee should have:

• All required details completed
• A status of “Complete”
• The correct Employee Class, if your agency is using classes

If needed, you can add and edit Employees directly from this page.

If an Employee's status is listed as 'No Account' or 'Updating', consider sending them an Account Creation Reminder Letter or Application Reminder Letter using Enrollment Communications. All Employees must have a status of “Complete” before you can proceed with enrollment.

Note: You can’t submit enrollment forms to Carriers if even one Employee has not completed their enrollment.

3) Assign Products for Selection

You can assign plans to an Employer to make them available for Employees to choose from during the Enrollment period. You can do this before Enrollment begins. An Employee's status does not prevent you from assigning products ahead of time.

1. Use the Carrier and Coverage filters to narrow your search.
2. Select the products you'd like to offer.
3. If you're using Employee Classes, assign each product to one or more classes. This lets you control which Employees can see which products.

Employees will only see products assigned to them when they log into the Employee Portal during the Plan Selection window.

4) Add Forms for Acknowledgement

If you have any forms that require Employee review and acknowledgement during the Enrollment process, select the ‘Manage Forms’ link in the Enrollment Hub. You can assign forms to Employees and the Employer (HR Manager).

Step 2: Group Plan Selection

After configuring the Enrollment period and Employee Portal in Step 1, you’re ready for Employees to proceed with enrollment. There are two available methods—Employees can either: 

• Log in to the Employee Portal and select their plans independently, or
• Have plans assigned on their behalf by the broker or administrator

You can only use one method, not both.

In most cases, your agency will follow one consistent approach. Either Employees will complete their enrollments themselves, or you will assign coverage for them. However, if an Employee is unable or unwilling to log in and make their selections, you can assign coverages on their behalf to ensure the Employer can complete enrollment.

5. Send Enrollment Emails to Employees/Employer
6. Enroll Employees in Plans

5) Send Enrollment Emails to Employees/Employer

Note: Skip if you, as the Broker, are enrolling Employees in Plans.

If you want Employees to log into their portal and make plan selections on their own, select the ‘Enrollment Communication’ link from the Enrollment Hub. Then, select which letters you want to email from the Enrollment Communications page.

6) Enroll Employees in Plans

Note: Skip if you’re sending Enrollment Emails to Employees/Employer.

If you’re only offering Employees one plan, and that’s the plan that everyone’s agreed on, select the ‘Group Plan Assign’ link in the Enrollment Hub. Here, you can assign medical, dental, and vision plans to Employees on their behalf.

Step 3: Documents and Forms

Once plans have been assigned, you can start sending documents and forms to Carriers. This is the last step of the Enrollment process.

7. Download Employee Plan Selections
8. Add Documents to Employee Portal
9. Download the Enrollment Census
10. Preview Carrier Forms
11. Send Enrollment Forms to Carrier

7) Download Employee Plan Selections

After all Employees have completed their enrollments—either through the Employee Portal or by having plans assigned via Group Plan Assign—you can generate the Plan Selection Report.

This report exports an Excel file that includes the Employer’s enrollment data, showing selected plans, associated Carriers, and total costs. As the Broker, you can use this report to share enrollment details with the Carrier.

To run the report, select the 'Plan Selection Report' link in the Enrollment Hub.

8) Add Documents to Employee Portal

Once the Enrollment period and Employee Portal are configured and the Enrollment process is completed, you’ll be ready to send documents and forms to Carriers. Next steps include adding forms, previewing them for accuracy, and then dispatching them to the respective carriers. Select the ‘Manage Documents’ link and add your files to the Document Center.

9) Download the Enrollment Census

The Enrollment Census provides a snapshot of what plans Employees selected in the Employee Portal and includes high-level information about Employee Classes. This file can be downloaded and sent to Carriers as part of the Enrollment process.

Use the Enrollment Census modal to download a Carrier-specific census for enrolled Employees. The census helps ensure Carriers receive the required enrollment data, including plan selections and, where applicable, Employee Class information.

10) Preview Carrier Forms

Before sending forms to the Carrier, preview your file attachments. Make sure everything looks correct.

Note: Pop-ups must be enabled for formfire.quoteplus.com in your browser settings to preview and download forms in Quote+. If you encounter an error when previewing or downloading a form, check and make sure you have pop-ups enabled for our site. Refer to these links for instructions on Chrome, Firefox, and Safari.

11) Send Enrollment Forms to Carrier

Once the Employer’s Enrollment period is closed, you’re ready to submit Forms to the Carrier for Enrollment. In the Enrollment Hub, select the ‘Send Forms’ link to open the Send Forms page.

Change the Submission Type to “Sold Group”, choose the Carrier, select the Forms you want to send, and enter any additional notes for the Carrier.

When ready, send the forms directly to the Carrier for processing.