Configuring Workflows for Enrollment

After the Prescreen period is complete, you can start Enrollment, also known as Plan Selection, in Quote+. To initiate Enrollment, you will first need to configure the Plan Selection Workflow. A Workflow is a set of processes that control when the Enrollment period is open or closed, and what information is needed and shown in the Employee Portal. Learn more in this article.

Note: Plan Selection Workflows are only applicable to Employers that have completed at least one medically underwritten (i.e., MHQ) Proposal in Quote+. If the Employer has only completed community-rated (i.e., ACA) quotes, this article is not relevant.

IN THIS ARTICLE

Configure Workflow settings

For Employees to enroll, you need to configure the Employer’s Workflow settings. These settings can be accessed from the Employer Hub if the Employer has at least one open Proposal and the Medical Health Questionnaire option is enabled. Refer to this article for more information.

To get started:

Go to the Employer Hub and select the ‘Enrollment’ link to access the Enrollment Hub.

In the Enrollment Hub, select the ‘Configure Plan Selection’ link to access the Employer’s Workflow settings.

In Workflow settings, scroll down until you see the Plan Selection Open Date and Close Date fields.

Set the Plan Selection Open and Close Dates.

The Plan Selection Open Date must be after the Prescreen Close Date, and the Plan Selection Close Date must be before the Effective Date. For more on Workflow Dates, refer to this section.

If you need to change the Effective Date, Renewal Date, or the Prescreen Open or Close Dates, go to Step 3 of the Employer’s Proposal.

Review the Employer’s 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. For more on Workflow Options, refer to this section.

If you need to change any of the Prescreen Workflow Options, go to Step 3 of the Employer’s Proposal.

Save.

Once saved, the Employer’s Enrollment period will start on the Plan Selection Open Date. Employees will need to log into the Employee Portal to select their plans. They have until the Plan Selection Close Date to make their selections. After this date, the Enrollment period will end, and the Employee Portal will close.

As a Broker, you can adjust the Plan Selection Open and Close Dates to extend the Enrollment period. Please note that the Plan Selection Close Date must be before the Effective Date. To change the Effective Date, go to Step 3 of the Employer’s Proposal.

WARNING: Making changes to an active Workflow will invalidate signatures. Changing Workflow Options will invalidate signatures and you will need to get them again.

Workflow Dates

The Prescreen and Plan Selection dates determine the MHQ (Medical Health Questionnaire) and Enrollment time periods while the Effective Date determines the QLE (Qualifying Life Events) period.

• Effective Date: Coverage benefits officially become active on this date. The QLE Workflow period also becomes active on this date.
• Renewal Date: Used by some Carrier Forms and the Upcoming Renewals report.
• Prescreen Open Date: The Prescreen Workflow period starts on this date. Employees can log in to and fill out the MHQ survey section of the Employee Interview.
• Prescreen Close Date: The Prescreen Workflow period ends on this date. Employees can no longer make changes to the MHQ survey.
• Plan Selection Open Date: The Plan Selection Workflow period starts on this date. Employees can log in to Employee Interview, select their plan benefits, and if necessary, edit their MHQ survey.
• Plan Selection Close Date: The Plan Selection Workflow period ends on this date. Employee plan selections are finalized and locked. No further changes can be made until the QLE Workflow period activates.

NOTE: You can only edit the Effective Date, Renewal Date, Prescreen Open Date, and Prescreen Close Date in the Proposal Configuration step of a Proposal. See this article for more information.

Workflow Options

Workflow Options modify the information that is required and shown during the MHQ and Enrollment periods.

NOTE: Workflow Options DO NOT affect the Employee’s ability to request changes outside of Enrollment if the Employee is a new hire or has a qualifying life event unless the "Lock Employee Interview During QLE period" option is turned on.

• Require Employee Medical History: This option will activate the collection of medical conditions within MHQ.
  • Normally used for both Prescreen and Plan Selection if quoting or enrolling in underwritten products. Consider using for QLE as well to expedite the following year's enrollment process.
  • Needed if the ‘Medical’ Coverage Line Option is enabled.
• Require Employee Medical History When Waiving: This option will require Employees to fill out the medical information within the MHQ, even if they or their dependents are waiving coverage.
  • Using this option for Prescreen, Plan Selection, and QLE could help expedite the following year’s enrollment process.
  • Needed if the ‘Medical’ Coverage Line Option is enabled.
  • Must have the ‘Require Employee Medical History’ Workflow Option enabled to use this Workflow Option.
• Require Employee Total Household Income: This option will require Employees to enter their total household income. Total household income is used to determine eligibility and the premium for ACA plans.
  • Only used in special cases for Prescreen. Not normally used unless you want to provide this information to Employees.
• Require Employee Life with Beneficiaries: This option will automatically enroll Employees in Life coverage and require them to enter a designated beneficiary.
  • Normally used for Plan Selection if the Employer is offering 100% Employer-paid life insurance coverage.
    Needed if the ‘Life’ Coverage Line Option is enabled.
• Require Employee STD: This option will automatically enroll Employees in Short Term Disability (STD) coverage and require them to enter a designated beneficiary.
  • Normally used for Plan Selection if the Employer is offering 100% Employer-paid STD coverage.
    Needed if the ‘Short-Term Disability’ Coverage Line Option is enabled.
• Require Employee LTD: This option will automatically enroll Employees in Long Term Disability (LTD) coverage and require them to enter a designated beneficiary.
  • Normally used for Plan Selection if the Employer is offering 100% Employer-paid LTD coverage.
    Needed if the ‘Long-Term Disability’ Coverage Line Option is enabled.
• Show Employer Contribution: This option will display the Employer Contribution.
  • Normally used for Plan Selection if the Employer would like their Employees to see how much the Employer contributes to the plan. Not typically needed otherwise.
• Show Plan Selections: This option will determine whether plans are displayed for the Group.
  • If the Plan Selection Open Date and Close Date are provided, this option will always be enabled for Plan Selection.
• Lock Employee Interview During QLE Period: This option will prevent Employees from requesting changes to the Employee Interview outside of Enrollment.
  • Can be used if ongoing benefits administration is being managed in another system.