Subject

Regarding Benefits Enrollment with BambooHR Benefits Administration: [Provide your company name and group number] 

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Dear [Name], 

We are considering implementing BambooHR’s benefits administration solution and plan to convert our current process with you to BambooHR’s automated Carrier Connections. To do so, we need your help to complete the following information: 

• Are we eligible to convert our current benefits administration process with you to the BambooHR Carrier Connections process of automated data feeds? BambooHR utilizes Ideon as its third-party data integration partner.
• Please confirm your company EIN tax ID.
• Please provide a copy of our account structure so we can correctly set up our benefit plan details in BambooHR and ensure a smooth connection process. (Please note this is not a request for an EDI file feed yet, simply a request for information to ensure our plans match, etc.)
  • The group number associated with our account
  • The individual plan IDs associated with our account
  • The class codes if more than one associated with our account
  • Any state, zip code, or unique eligibility requirements on a plan level, etc.
• What do I need to do to make the transition from my current process to the BambooHR automated one?
• Once our connection testing is completed, what information/confirmation do we need to provide to you to push the connection into production?
• Once our data sync is in production, what access levels do I have with my administration portal?

Please provide the requested information to me as soon as possible. 

Please note that we anticipate leveraging BambooHR's data integration partner, Ideon, to send you our enrollment and eligibility data.  They will be contacting you once our system is set up and ready for testing. Please do not reach out to BambooHR directly.

Thank you for your help with this. If you have any questions, please give me a call.

Sincerely, 

[Your Name]

If the plan year has missing data, you will need to add the correct information before having enrollment data sent to your carriers. Click Update Missing Info (blue hyperlink) to add the correct information.

The Update Required Member Information page will show a list of employees with what information they (or their dependent) are missing. Navigate to an employee’s row and click Update Missing/Invalid Info. Once you add the required information, be sure to save the changes by clicking Update Required Info.

If there is missing company information, another table will appear above the employee list. Clicking Update Company Info will take you to Settings > Account > ACA Settings, where you can configure ACA settings and add the required company information.

After verifying all required information, you can then run an enrollment window (with a selected plan year) for your benefits-eligible employees* to make their benefit elections or select their current benefits if you are making a mid-year transition to Benefits Administration. This allows BambooHR to match data with your carrier when the connection is made. You will be able to review and approve your employees’ benefit elections once enrollment is complete.

The data will flow from BambooHR to your carrier based on your carrier’s data sync schedule and requirements. Data in BambooHR must match what the carrier has on record for each employee. If there are any discrepancies between the two systems, you can make the appropriate changes in BambooHR and have these changes sent to your carrier.

The following fields and settings should be completed before sending enrollment data to your carriers.

The Election & Demographic tab lists employees with errors in their benefit election and demographic data. Errors in dependent data are grouped under the employee to whom they pertain.

1. Plan year: The Showing selector will only appear if you have errors across multiple plan years. Each plan year will have a number of errors next to the plan year name. If applicable, choose which plan year you want to review.
2. Filter: The search bar is a filter where you can enter an employee's name to view only the errors associated with that particular employee.
3. Columns: The Employee Name column includes the employee's name while the Issues column shows the number of errors they have.
4. Sorting: The Election & Demographic tab sorts errors by their urgency and then by employees' last name. The Urgent banner will appear if employees have urgent errors that you need to resolve for the carrier connection to work properly. Errors under the Warning section will not impact your carrier connection, but we still recommend resolving "warning" errors for both systems (BambooHR and the carrier's) to have the most accurate data on file.
5. Resolution: Click View for a specific employee to review the error(s) and resolve them automatically. Below is an example of the error resolution process.

The Missing People tab shows employees who have errors but do not have an employee profile in BambooHR. To open the resolution modal, hover your cursor over an employee's row and click View.

You will need to complete some manual work to resolve a missing employee error. Select which system has correct information and then update the other system by following the resolution steps. In the example above, there are two possible workflows based on which system has the correct information.

1. Carrier is correct: If the carrier is correct, follow the resolution steps to update information in BambooHR to match the carrier's system. Once completed, mark I have updated BambooHR and then click Mark as Resolved.
2. BambooHR is correct: If BambooHR is correct, contact your carrier to remove the employee's coverage before activating the carrier connection. Once completed, mark I have updated the carrier's records and then click Mark as Resolved.*

The Other tab lists errors, identified by Ideon, that our system have not accounted for. Errors are sorted by carrier. Hover your cursor over an error and click View. Then, enter what you did to resolve the error. If you need further assistance, you can contact our Support team by clicking Contact Support. Once everything looks correct, click Mark as Resolved.