Challenge:

Efficiently and accurately processing over 1200 paper enrollment forms, three times the workload of the previous annual open enrollment period without additional staff.

Summary:

A company of 400 employees holds open enrollment using paper forms. In the past, one company provided medical, dental and vision benefits, due to program changes there were now three separate providers which meant three forms per employee, over 1,200 documents to review and enter. The employer had to collect all the paperwork by the deadline and ensure that each employee completed their forms fully and accurately.

The lone benefits manager would manually enter the information into each separate company’s data base. The manual data entry alone added approximately 100 hours to the employee’s workload. It was a task that required accuracy and speed in order to be completed by the deadline. With paper forms and manual data entry, the risk of errors and omissions increases dramatically.

How Steele Helped:

Steele Benefits configured and installed a benefit admin system that streamlined the entire enrollment process by eliminating paper forms and guiding employees to select their benefits online, ensuring accurate elections were entered into each carrier’s data base.

The program not only saved time on manual entry, it will save time throughout the year as new hires and changes in enrollments occur. Since this company had a high percentage of turnover, we estimated an additional savings of 50 hours in the benefits manager’s workload.

This automated system also delivers on time and accurate reporting to IRS, Affordable Care Act compliance reporting and other required data reducing the risk of errors, corrections and possible penalties.

The Result:

Automating the enrollment process increased accuracy and reduced the benefit manager’s workload. As part of Steele’s service, we also increased the employees’ understanding of their coverage choices as well as voluntary products such as hospitalization and life insurance. With a better understanding and confidence in their choices, workers reported feeling less distracted and confused by the enrollment options and more positive and valued as a member of the company’s workforce. Employee engagement, company pride and loyalty aren’t easily measured, however the feedback from management and staff was a resounding thumbs up.

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