enrollment expertise & tools
because the new workplace of 2022 has changed
We have the tools to get the job done right
At Elite-VB, we leverage technology as a tool, not a replacement for people, and we know how to implement and service Covid-19 compliant enrollments through our use of technology, knowing that your employees and their needs are the focus of every design
Elite-VB’s toolbox includes products that are “cutting edge”, employee education materials professional, creative and engaging, and enrollment options that are “Covid-compliant”. Pamela’s favorite is EASE as it’s so easy to use, easy for HR an easy for employees
Ease is considered one of the EASIEST platforms on the market for HR & Payroll. The only entry needed is e-mail and first and last name!
Ease: Elite-VB's Enrollment Platform
Truly one of the EASIEST platforms for HR and payroll while being as easy for employees. Over 2,000 agencies nationwide utilize Ease to enroll either voluntary of core benefits as their "platform of choice". To aid in efficient set up and enrollment, Ease has digitally mapped over 6000 enrollment forms, making online transitions for our clients a breeze In essence, EASE empowers the brokers and the clients they work with with a DIGITIAL SOLUTION to weather any storm with a MODERNIZE BENEFIT EXPERIENCE!
Over 75,000 organizations place their trust in Ease. Ease makes security and the privacy of customer data a top priority
In our discovery meeting, we will find out about the HRIS platform or payroll system that your company has in place and determine which platform is the best for your needs and aligns with the carrier choice for your organization.
Our goal is to ensure that technology is used as a tool as just because we’re using enrollment platforms and easy ways to enroll, doesn’t mean enrollments are “passive”. We use technology exactly the opposite; as a way to engage employees, make the process simple, modern and personal.
As we learn about your organization, the design/build for your voluntary plan will develop. Leveraging the tools that we have at our fingertips, our goal is to engage your employees from the beginning of the enrollment process to the end. Voluntary benefits have high “emotional value”, therefore we utilize technology tools to blend emotions with the products presented along with the need. We then the create the roadmap for employees to ensure the enrollment process is easy and efficient. We also use these tools to make your company the hero for offering these benefits as you deserve the credit for providing the financial protection when your employees need it the most.
E-mail is still the primary way most employers communicate with their employees. We know that the more engaging the e-mail from HR, the better the participation and return on the investment of the enrollment overall. We will ensure that e-mail content is professional, compliments your organization’s style and workforce and sets the stage for a successful enrollment.
Elite-VB’s partnerships with various carriers allows us to access the tools that they bring of which custom-branded “Microsites” are one. If your company needs a landing page where all of the voluntary benefits are offered, one-stop for plan design PDF’s, custom videos with the products listed, and most importantly, links to enroll, we can bring this solution to the table. These sites are great as employees can access them during the year and many have links to carrier’s claims site and ways to file for wellness benefits.
Pamela now designs videos and can produce a custom video for your organization (depending on the size of your organization) which can include cameos of management, screenshots of how to enroll and a timeline for enrolling. Our standard (five-product) six-minute enrollment video can be sent ahead of time as well, either via e-mail / text or within the enrollment platform. We know that your message is important to your employees and go the extra mile to ensure the video message is consistent with your company’s values for offering the benefits and will build positive results for the initial enrollment, new hires and future open enrollments.
If your organization uses text for communication, text tools abound that will alert employees to the open enrolment specifics, links to our enrollment video (if used) and most importantly, links to either a website or directly to the enrollment platform. Lately, using text alerts with imbedded links to sign up for a one-on-one with a benefit counselor has proven to be highly effective. This is important so we can ensure ALL employees sign up or decline coverage…all with a click away and all with reports that show WHO has signed up for coverage, who hasn’t, and ensure we’re serving ALL employees during Open Enrollment.
There is no technology replacement for explaining the benefits your company offers without good ‘ole benefit meetings. The results are in: employees want their employees to communicate the benefits they offer, which means at Elite-VB we will always work to have the basis of the benefit offering consist of group meetings, or now with Covid, virtual group meetings.
We have perfected a process whereby we can hold a mandatory group meeting (again, virtually or online with Zoom or Go-to-Meeting) in a half hour. In 30 minutes, we can show our six-minute enrollment video, go into a custom PowerPoint of YOUR benefits offered and wrap up with instructions on how to enroll (either self-enroll or with a benefit counselor) and when policies are effective.
We know this process is effective as we have proven it over and over. Just a half hour, used effectively and efficiently typically drives participation between 30-50%
One of the reasons the meetings need to be MANDATORY is because by offering products with NO HEALTH QUESTIONS (also called “guarantee issue”) typically only applies to the initial open enrollment. You want to ensure that every employee makes a clear “yes” or “no” choice, which also protects your organization for someone failing to understand the options provided.
Web-based, secure enrollment platforms have transformed the voluntary benefit/worksite process…just in time with Covid making face-to-face enrollments more challenging than ever.
The team at Elite-VB and VB@Work with work with your HR/Payroll staff to determine which platform works best for your company and situation: Ease (preferred platform) or Navigator or Selerix. At no cost to our clients, these platforms are customizable with your organization’s logo, product offering, and can even have custom video’s embedded in the pages.
Enrollment platforms can be also used via self-enroll, co-browse or face-to-face if needed. We always recommended the platform be paired with strong pre-enrollment communication (Ideally my seven-minute benefit video) and drives ALL employees to elect coverage or decline. Passive enrollments are never effective. In addition, all employees will be granted benefits that have NO HEALTH QUESTIONS during the initial enrollment, so ensuring that each employee is making their elections OR declinations can be built into the enrollment communication process, which protects you, the employer.
Lastly, these platforms are incredible secure, but also a “dream” for HR/Payroll. New hires can be inputted into the platform and automatically the newly hired employee will be alerted to the benefit options provided to them by their new employer.
Elections are easy, simple and delivered in Excel format “perfect to the penny”. Employees can also go back into the platform and review their benefit options once the enrollment is complete. Enrollment platforms are great as your employees can also enroll…
Many employees use their phones for everything and enrolling in voluntary benefits should be one of them. Ease, Navigator, Selerex, all of these platforms are easy to navigate, your employee’s information is secure and statistics show that more and more employees are utilizing their phone to browse the web, investigate companies, watch videos and make purchases. We know how to incorporate your employee’s desire to utilize their phone to enroll in benefits if that is one of the ways that work for your staff.
Many employees don’t need to discuss their enrolment options with a benefit counselor, but some need assistance. Whether it is for understanding the specific benefits, the features, the premiums, or perhaps comparing existing coverage (to determine whether to keep their coverage or replace or supplement), some staff need that one-on-one attention. Making decisions about disability coverage, how much life insurance to purchase, what exclusions are listed and more, means your employees need to speak with a licensed representative. We can help any and all employees with these questions and help them to make INFORMED decisions through one-on-one enrollment sessions. These are done over the phone or phone/web with a benefits counselor. This option helps employees understand their benefit options and enroll in their choices. Co-browsing is the “virtual” way of enrolling and our agency has been utilizing co-browsing for years (joinme, go-to-meeting, Zoom, etc). This option is paired best with…
Need an easy way for your staff to sign-up to meet with a benefit counselor…either face-to-face or co-browse? Online tools have made that easy with “online scheduler” tools that allow staff to sign-up to be seen (again, either virtually or in office) with e-mail confirmation and text confirmations. They are efficient and management can assign certain days/times that work best for their organization for staff to meet (or they can be told NOT to do so during work hours and those times set aside for nights/weekends)
It is possible, that, in the future (or perhaps now) that your staff is able to SAFELY meet with benefit counselors that are observing social distance (same room, six feet apart and wearing masks) and if so, we are committed to being where your staff is located at. Summer of 2021 may see this process change due to higher and higher levels of vaccinations, which is our hope. Our passion is to meet with your workforce face-to-face…the way that we did it for many years. If the benefits can be presented, explained and enrolled at your workplace SAFELY, let us know and we’ll honor and respect the guidelines you have in place.
Some employers don’t have a payroll slot for deductions from the employee’s paychecks, so depending on the industry, we may be able to take the premiums directly from their bank account/credit card. Lots of carriers provide great “non-payroll” options, so if you are adamant about NOT wanting to do the deduction, let’s chat – your employees deserve the coverage they need to protect themselves and family. My carrier of choice: LifeRaft
Some carriers can have their voluntary benefits built into your current HRIS platform, so there is no need for an external enrollment platform. Obviously, this is ideal and we work with many carriers that have this option so there is no need for deduction report – the enrollment process is integrated with your benefit platform and program.
There are times when electronic enrollment isn’t the best way. Perhaps there is language barriers or employees are in a “low-tech” industry. Transamerica, for example, has a pre-populated paper application enrollment option that does away with any online or web-based election process. This process works best when all staff are present at one time, the paper applications are passed out, the rates are included (per-paycheck), there are little to no health questions to answer, so elections are simple and easy to make. The applications are collected, the enrollment options entered into an Excel spreadsheet and returned to payroll.
Enrollment platforms make enrolling new hires a breeze. We take the initial enrollment communication tools and shift from “open enrollment” to “new hire” and your newly hired employees will be able to enroll in the same benefits your existing employees had offered to them during their eligibility period. This is a very important process as you want your new hires to value their new employer, be able to get the same underwriting offers (such as guarantee issue) and get the coverage they need without waiting till open enrollment.
View, reconcile and pay your invoices online from the carriers selected. Elite-VB will always be available to assist with any billing discrepancies from the initial return data feed to each new hire through Open Enrollment. Tracking any updates to deduction amounts for policies that fail to issue or have an adjustment to the premium.
All carriers now have online support for policyholders to file claims and wellness benefits. Our goal is to ensure your employees know how to easily connect with the claims and our local office in Hawaii is here to assist as well.
Receive a summary of your employees’ enrollment elections via Excel with secure data exchange platforms. With some carriers, payroll only needs to send in the deductions that were taken and that report sent (proactively) to the carrier and in return they take care of reconciling the report and no Excel is needed. With platforms, complicated and inaccurate deduction reports are a thing of the past, as well as enrollments with 100% guaranteed issue as there are no lingering underwriting issues that change the deduction AFTER payroll is in process…how great is that?
“Never change things by fighting the existing reality….to change something, build a new model that makes the existing model obsolete”
Buckminster Fuller – 1895-1983 – Engineer-Architect-Futurist