How to create an Enrollment and configure Plan Selection for an Employer in Quote+

Overview

Setting up enrollment in Quote+ is a key step after prescreen and quoting are complete. This article shows you how to create an Enrollment and configure it for Plan Selection so you can assign products, control when employees can enroll, and manage the rest of the process from the Enrollment Hub.

IN THIS ARTICLE

Create an Enrollment and configure Plan Selection

Creating an Enrollment includes setting up the Plan Selection period and related Workflow Options. This allows employees to choose their plans during a defined window, based on data from an existing Proposal if available.

Note: An Employer can only have one Enrollment open at a time.

To get started:

Go to the Employer Listing.

Find the Employer, then select the pencil icon to enter the Employer Hub.

In the Employer Hub, select the ‘Enrollment’ link to access the Enrollments Listing.

NOTE: To access, the Employer must have enrollment unlocked. Enrollment can be unlocked on Step 3 of a Proposal when MHQ (Medical Health Questionnaire) is enabled or from the Employer Hub.

Select the ‘Add Enrollment’ button.

Note: An Employer can only have one Enrollment open at a time. You also can’t create a new Enrollment while Plan Selection is open.

You will be prompted to configure Plan Selection for the Enrollment.

Configure Plan Selection:

In the Enrollment, enter the Workflow Dates. This includes the Effective Date, Renewal Date, and Plan Selection Open and Close Dates.

The Plan Selection Open/Close Dates must fall before the Effective and Renewal Dates. See this section for additional things to consider when adding or editing Workflow Dates.

(Optional) Connect a completed Proposal by selecting the ‘Choose Existing Workflow Dates’ button, then selecting the Proposal’s Effective Date.

- This will pull in employee info (including classes), products, and employer contributions into the Enrollment.
- If MHQ is enabled in the connected Proposal, Prescreen Open and Close Dates will also display but be uneditable.

Review the Employer Information section and complete the fields as necessary.

- Enable Employer Group Medical Questionnaire: Required by some carriers. When enabled, the questionnaire is made available for the HR Employee to complete. The answers provided are then mapped to the appropriate forms in Quote+.
- Continuation Eligibility: Used to determine COBRA or state-level continuation coverage like Iowa’s Mini-COBRA.

Add Coverage Line Options.

Choose the applicable Workflow Options.

Workflow Options let you require fields and show details like employer contributions and plan selections in the Employee Portal. We recommend enabling Show Plan Selections for both Plan Selection and Qualifying Life Events (QLE). For more details, see the Workflow Options section.

Save.

You can now proceed to the Employer Hub to continue setup and manage the rest of the enrollment process. This includes assigning products for Plan Selection.

Things to consider before editing Workflow Dates

• The Plan Selection Open and Close Dates must occur before the Effective Date.
• You can’t create Enrollments with overlapping Effective Dates or Renewal Dates.
• Changing Workflow Dates or Workflow Options will invalidate existing employee signatures in the Employee Portal. You will need to collect new signatures if any changes are made.

Workflow Options

Just like the Workflow Options in Step 3 of a Proposal, the Workflow Options in an Enrollment determine which information is required and visible during the Plan Selection and QLE (Qualifying Life Event) 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 Plan Selection if 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 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 products.
  • 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 product. Not typically needed otherwise.
• Show Plan Selections: This option will determine whether plans are displayed for the Employer.
  • This option should 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.