Insuraty offers Benefits Administration services to companies that find the management of employee benefits taxing to their Human Resource department. Some small companies without HR departments find the services especially beneficial.

Benefits Administration services offered at no cost include:

• Existing Contracts Review

To meet the goals of our clients, we review the existing company contributory and voluntary benefits, rating methodology, contract period, terms and conditions. In some instances, the existing benefits can be negotiated to meet the changing needs of the client. In the event that the existing contracts cannot be negotiated, we pursue alternative providers.

• Census Collection & Eligibility Analysis

We gather a complete company census to start the negotiation process. An eligibility analysis is also conducted to determine which employees are eligible for benefits. We work with payroll reports for reliable discovery of the actual number of employees currently employed and eligible for benefits. We work closely with Human Resources to remove employees that aren’t eligible and to include those that have been overlooked.

• Request for Proposal

We request a formal proposal from select providers. Our request details client goals, employee eligibility, company contributions, service requirements, ancillary products and valued added services.

• Recommendation of Benefits

We make comparisons of provider proposals looking closely at client goals. We carefully analyze each offer and make our best recommendation. If necessary, we arrange for a working meeting between the provider and group client. In some cases we request an updated proposal before acceptance.

• Implementation Process & Communications

To maximize the effect of employee orientations, we conduct a thorough product detail review. All information is carefully considered to determine which documentation is most informative for employees. This helps ensure that employees are receiving the information needed to make the best decisions.

• Employee Benefits Presentation & Enrollments

Clear and concise enrollment materials are provided during employee orientations. These orientations are scheduled to allow adequate time for review. Question and answer sessions are held to help employees make informed decisions, often avoiding mistakes/regrets in the enrollment process.

Fee-Based Benefits Administration Services include:

• Enrollment Maintenance Process

Applications are screened to make certain that all required information is obtained. We follow-up directly with each employee to obtain any missed information. This process allows the benefits provider to enroll more accurately and quickly, meeting the set effective dates.

• Group Activation

We work closely with providers to assure that information is received by effective date deadlines. We perform an employee verification check insuring that all employees are enrolled and I.D. cards are in route. Contracts and Group Administration guides are delivered and reviewed with Human Resources. A follow up e-mail is sent to all employees to make certain they have received I.D. cards.

• Billing Administration

We offer the option of receiving and reviewing billing statements for accuracy before payment. We remove terminated employees from the bill appropriately, which serves as an additional checkpoint for ensuring that the right employees are on the plan. We communicate all balance due amounts and credits. A final audit is provided to Finance to make payment on all accounts. If required, we work with each vendor to develop department codes. In cases where there are billing discrepancies, we communicate directly with the providers on your behalf, saving Human Resources countless hours in billing administration.

• Employee Service

We provide personal service to employees who experience major claims issues. A client service representative will be assigned to help with requests for information including claim forms and applications. Due to HIPAA privacy regulations, most specific service matters are directed to the Member Service departments of our providers. Employees are also provided with telephone numbers, websites and e-mail links to information regarding their benefits. We encourage employees to get involved with their benefits and become more informed by providing them with benefit updates and changes. Additionally, we will make site visits weekly to answer questions and provide direction to any employees with benefit issues.

• New Employee Orientations

A customized or standard service form informs us of new employees to be enrolled. A package is made available to the new employee either in person, during one of our weekly site visits, or by first class US Mail. We assist new employees with any questions regarding their benefits so that they can make informed decisions. We perform an enrollment verification check to make certain that the employee is enrolled and I.D. cards are in route. A telephone or e-mail follow-up is made to employees making certain they have received I.D. cards and membership packages.

• Employee Terminations

A customized or standard service form informs us of any employees to be dis-enrolled. A COBRA package is made available to the employee by first class US Mail. We assist the terminated employees with any COBRA questions they have regarding their benefits so that they can make informed decisions.

• COBRA Administration

Upon termination of employees, we will assure that our clients are in compliance with COBRA regulations. Notifications are mailed to employees within 72 hours of termination. All applicable benefits and pricing information will be sent to the employee via first class U.S. Mail. A follow up telephone call is made to ensure that the information is received and to provide assistance with any questions the employees may have.

• Benefits Statements

On a bi-annual basis each employee is provided with a comprehensive benefit statement detailing their benefit selections and the value of the company contribution. The benefits statements help to emphasize the value of the company’s contribution and offering of employee benefits. As an option, on-line benefit statements can be customized . An extensive need analysis is conducted and a formal proposal is provided.

• Group Benefits Renewal

Benefits renewals are monitored for timely delivery. Timely notification assures the opportunity for renegotiations, eligibility changes, and other key updates. Employees are notified of open enrollment guidelines and time frames. Enrollment meetings are conducted as necessary.

Benefits Administration | Human Resource Consulting | Employee Consultation | Online Solutions