COLONIAL 3 rd PARTY APP INTEGRATION Setup Guide for Colonial 3 rd Party App Plans

Transcription

1 COLONIAL 3 rd PARTY APP INTEGRATION Setup Guide for Colonial 3 rd Party App Plans Step 1: Verify your license level. 3 rd party app integration requires our Enhanced Plus or above license. Verify your agency has the Enhanced Plus license level or above by going to your agency s Account Info tab > License drop-down. If you don t have Enhanced Plus or above and would like to upgrade, please submit your request into support. Step 2: Get in touch with Colonial. Reach out to Colonial and let them know you d like to utilize the EN/Colonial integration. Colonial will convert the client to a Harmony plug-in shell for EN by configuring the product setup, enrollment dates, enroller IDs, etc. the typical turnaround time is hours. When finished, Colonial will provide you with the completed Colonial Life & EN Account Setup Information form (attached to the setup article). Use this form to complete the below setup steps in EN. Note! If you will be syncing existing enrollment data from Colonial, you must sync PRIOR TO setting up and activating Open Enrollment. Sync is deactivated when Open Enrollment is activated. Step 3: Enter the External Account ID. Go to the company s Benefits tab > External Account IDs (bottom left under Third Party Apps). Click Add an account id. Select Colonial Life from the Third Party drop-down and input the Account ID. Note: External Account # = Harmony Account # on the Colonial/EN setup form.

2 Step 4: Enroller only or self-enroll? Confirm whether the group will be setup as enroller only (Colonial agents must enroll ees in Colonial plans) or self-enroll (ees and non-colonial agents can enroll ees in Colonial plans). This is indicated on the Colonial/EN setup form under Enrollment Type. Note: Colonial must approve group/product for self-enroll. You will need to confirm with Colonial that the group has been approved. Note: skip to step 6 if group is doing (and has been approved for) self-enroll. Step 5: Add enrollers as HR users. Enrollers must first be setup as HR users under the company. Go to the company s Settings tab > HR users. Make sure the enroller s first name, last name and match the enroller s info listed the Colonial/EN setup form. Under the user s Permissions tab, check off the box next to Enroller Only (this is required in order to bridge over to Harmony). Note: You can give enrollers additional access/permissions by checking off the different boxes under the HR account s Access Control tab. Step 6: Enter External Enroller IDs. Once the enrollers have been setup as HR users, you ll need to add their enroller IDs. Go to the company s Benefits tab > External Enroller IDs (bottom left under Third Party Apps). Click on the enroller s name and then click Add a new id. Select Colonial Life from the Third Party drop-down and enter the Enroller ID. Note: Enroller ID = Colonial Life Agent Number on the Colonial/EN setup form. Step 7: Setup the 3 rd party app Colonial plans. Go to the company s Benefits tab > Add A Plan > Add a new plan. Scroll to the bottom of the list and select Colonial Life Marketplace under Third Party Apps. Select Colonial as the carrier, enter the plan name and click Save. Basic > Policy Information tab:

3 Select Colonial Life Plan from the Plan type dropdown. Input the plan s Start and End Dates. If you ll be pulling in existing coverage, the plan Start Date should reflect the earliest existing ee s coverage start date (e.g. one ee has a coverage start date of 1/1/2012 plan Start Date should reflect 1/1/2012). For the plan End Date, extend the plan out several years (e.g. 12/31/2050). Note: To determine the earliest ee start date, you can pull a Colonial file/bill from the Harmony platform. Likewise, you can reach out to your Colonial rep for assistance in getting this data. EN cannot provide this info for you, as the data belongs to Colonial. Input the Policy #. Save. Basic > Eligibility Rules tab: Setup plan eligibility rules accordingly. This setup follows the same process as all other plan models in EN. Enrollment > Standard tab: Product group drop-down: Select the corresponding product from the Product group drop-down. The product selected should match the product checked off under the Benefit Group Name column on the Colonial/EN setup form. Available by enroller only: Check this box if the group hasn t been approved for self-enroll and enrollments must be processed by Colonial enrollers only. If the group has been approved for self-enroll, don t check this box. Note! 3 rd party app products require a 1:1 match between EN & the carrier, so only 1 plan should be built per product (extend End Dates). Do not build two separate plans, one for current and one for OE! Step 8: Setup company payroll group(s).

4 Setup payroll groups under the company s Settings tab > Payroll. Once setup, assign ees to their corresponding payroll groups. Note: Payroll calendars must be configured back to the plan start dates. So, if a plan start date reflects 1/1/2012, you must configure payroll calendars for all calendar (not plan) years beginning 2012 current. Step 9: Confirm required ee demographic data. In order to bridge from EN to Harmony's platform, certain ee demographic fields are required to match. You can validate the data by pulling an ad-hoc report to ensure all required fields are completed for ees. The following fields are required: SSN First Name Last Name DOB DOH Gender Annual Base Salary Pay frequency (indicated by either class or payroll group) Job Title Address (Address 1, City, State & Zip) Home Phone Number Dependents - must have at minimum First/Last Name, DOB & Gender) Step 10: Send census to Colonial (if existing account/coverage). Go to the company s Benefits tab > Colonial Operations (under Third Party Apps section at bottom) and click Send Census to Colonial. This sends all ee demographic data to Harmony. Notify your Harmony rep that the census has been sent. Note: The system doesn't produce confirmation that the census was sent just know that if you've hit the button, you've sent the census.

5 Step 11: Import existing coverage from Colonial. After you notify Harmony that the census was sent, your rep will execute the import of existing coverages on the back end and confirm once it's been completed. Once you've received confirmation, import the existing enrollment data. Go to the company's Benefits tab > Colonial Operations and click Import from Colonial. This pulls all existing ee coverage into EN. Note: If you run into issues when importing, click the View Request Logs button to view import error log details. Note! If you will be syncing existing enrollment data from Colonial, you must sync PRIOR TO setting up and activating Open Enrollment. Sync is deactivated when Open Enrollment is activated. Step 12: Test ee enrollment. Before going live with the group, you'll want to test the enrollment process to ensure that everything was setup correctly and the 3 rd party app plug-in is working as expected. Colonial requires that your test ee has the last name Test. Be sure to complete all required demographic fields for test ee. Once you've successfully tested and enrolled the test ee, please return to the ee's enrollment page to cancel the application. Remember - if the group is setup for enroller only, one of the enrollers will need to complete the testing process. Note: If you're trying to test enrollment before the Enrollment Start Date listed on the EN/Colonial setup form, you'll need to temporarily push this date back to the current date in Harmony's system. If you don't have access to Harmony's system, then you'll need to reach out to your Harmony rep and request that they push this date back to allow for testing. Once testing is complete, change the dates back to the original in Harmony's system (or let your rep know so that they can do this).