Implementations

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As we dive into the implementation process, there are a few documents that need your attention. It might feel like a lot at first glance, but trust us, it's easier than it looks.

The key documents we need from each carrier are the Master Application and Employee Enrolments.

Now, some carriers might ask for a few extra forms. No worries though! Your sales rep has got you covered with an Implementation Guide. This handy guide will clear up any confusion about the specific info needed for each additional document.

Master Application

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The Master Application is your handy tool for confirming all those important details about your company. We're talking about things like your address, what your business does, if you have any subsidiaries or affiliates under the same plan, and whether you've had any coverage before.

It's also super useful for getting information on your employee count and setting the eligibility requirements for those covered by the plan (like waiting periods, minimum hours worked and so on). Plus, it makes sure all eligible members are signed up. Just remember, if you've got any members who aren't actively working, you'll need to include their details in the spaces provided.

In another section of the master application, it will ask to confirm the monthly premium splits. These premium split sections refer to the monthly bill/plan cost of each benefit. The Policyholder (the company) is required to contribute at least 50% of the monthly premium and has the flexibility to cover anywhere between 50% and 100%. There's no fixed standard, allowing you to determine what suits your company best. It's important to note Contribution % differs from Co-insurance %, you can find a detailed explanation of this in our Implementation Glossary.

The application also lets you appoint at least one plan administrator for your group. This lucky person will be able to sign into the carrier portal to check out your billing and other plan details.

Also, you'll need to complete, sign, and date the Pre-Authorized Debit Agreements (PAD) and send a copy of a void cheque. While this may seem redundant, carriers always require both the completed PAD and a void cheque to prevent banking errors and meet compliance requirements.

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To wrap things up, someone with the authority to sign for your company should put their signature and the date on the fully completed application. This last step seals the deal, confirming that everything has been completed and verifying that the information you've provided is correct.

 

Employee Applications

If your carrier supports digital enrolment:

  • The Excel spreadsheet will be directly uploaded to the insurer's system to start the online enrolment so it's crucial to ensure the accuracy of the information in the spreadsheet.
  • Please review any existing information and make the necessary updates. That might include saying goodbye to folks who've left us 😢 and giving a warm welcome to our new hires. 👋

Unique emails are a must

Just a heads up, we need to make sure that each person on the spreadsheet has their own unique email address. Your team members will have a chance to update their preferred email addresses during the enrolment process, so for now, just include the email addresses we already have on file.

If your carrier uses PDF/hardcopy enrolments:

  • Each employee is required to complete and sign their enrolment forms except for the top part of the form which should be completed by the plan administrator.

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Implementing new benefits might sound like a big job, but don't worry! With a step-by-step approach and a keen eye for detail, it becomes manageable. From the Master Application to Employee Enrolments, every document ensures your company and its wonderful employees are set up for success.

It might take a bit of time and effort, but at the end of the day, you'll have a comprehensive benefits plan that's perfectly tailored to your organization's needs. It will be totally worth it!

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