EbixBenergy - Adam · number of meaningful and impactful ways. You have the power to make something special. We’ve done our best to make it as easy as possible. The rest is up to

Ver. 1.21

February 2015

Benergy Builder Basics User Guide

A step-by-step reference guide for building, launching, and maintaining a basic portal using the legacy system.

EbixBenergy

Page | 2 Benergy Builder Basics | February, 2015

© 2015 Ebix, Inc.

Version Date Developer Notes 1.0 May 2010 Angela Schulz New release 1.1 Sept 2012 Angela Schulz Various updates 1.2 December 2014 Ronald Ray Major update 1.21 February 2015 Ronald Ray Minor update

Benergy Builder Basics Page | 3

© 2014 Ebix, Inc.

Table of Contents (Use Hyperlinks)

INTRODUCTION ..................................................................................................................................... 7

Welcome! .......................................................................................................................................................................... 8 Seeing the Big Picture ..................................................................................................................................................... 8

Getting Started .................................................................................................................................................................. 9 Logging into the EbixBenergy Benergy Control Center ..................................................................................................... 9 Technical Support ........................................................................................................................................................... 9

Forgot User ID or Password ......................................................................................................................................... 9 Employee Portal Services ............................................................................................................................................ 9

Benergy Central ............................................................................................................................................................... 10

Resources ........................................................................................................................................................................ 11 EbixBenergy Training Site.............................................................................................................................................. 11

OEWorks Program .................................................................................................................................................... 11

UNDERSTANDING THE EBIXBENERGY CONTROL CENTER ....................................................................... 13

Overview ......................................................................................................................................................................... 14

Control Center ................................................................................................................................................................. 14

Library Management ....................................................................................................................................................... 15

Enrollment Services ......................................................................................................................................................... 16

EbixBenergy Control Center ............................................................................................................................................. 17 Alternative Navigation .................................................................................................................................................. 17 Navigating the Control Center ....................................................................................................................................... 19

ENTERING ORGANIZATION AND PORTAL SETUP INFORMATION ............................................................. 21

Overview ......................................................................................................................................................................... 22

Organization .................................................................................................................................................................... 22 Company Information ................................................................................................................................................... 22 Important guidelines for data entry .............................................................................................................................. 24 Broker Information ....................................................................................................................................................... 24

Broker Contact Information ...................................................................................................................................... 24 Broker ...................................................................................................................................................................... 24

Site Manager and User Groups ..................................................................................................................................... 25 User Group Setup.......................................................................................................................................................... 25

Two ways to set up employee access ........................................................................................................................ 25 Employee Personalization ............................................................................................................................................. 26

Adding an Employee ................................................................................................................................................. 26 Editing Employee Records ............................................................................................................................................. 27 Disabling Passwords ..................................................................................................................................................... 27


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Portal Setup ..................................................................................................................................................................... 28 Benefits ........................................................................................................................................................................ 28

Step 5. Enable LIN or Third Party Enrollment Module ................................................................................................ 30

ADDING DETAILS TO YOUR HEALTH BENEFIT COVERAGE ....................................................................... 31

Overview ......................................................................................................................................................................... 32

Entering Health Benefit Plans .......................................................................................................................................... 32 Step 4. Manage Plan ................................................................................................................................................. 34 Take me to… ............................................................................................................................................................. 35

Plan Home .................................................................................................................................................................... 36 Plan Dates .................................................................................................................................................................... 36

Plan Copy and Update ............................................................................................................................................... 37 Summary of Benefits and Coverage ............................................................................................................................... 37 Benefit Overview .......................................................................................................................................................... 38

Two Ways To Create an A Benefit Overview Chart ..................................................................................................... 38 Eligibility....................................................................................................................................................................... 39 Contributions ................................................................................................................................................................ 41 Legal Summaries .......................................................................................................................................................... 41 FAQ’s............................................................................................................................................................................ 42 Plan Tips ....................................................................................................................................................................... 42 Supporting Information ................................................................................................................................................ 43 Plan Tours .................................................................................................................................................................... 43 Contacts ....................................................................................................................................................................... 44 Forms ........................................................................................................................................................................... 45 Links ............................................................................................................................................................................. 45 Highlights ..................................................................................................................................................................... 45 Plan Done ..................................................................................................................................................................... 47

COMPLETING BASIC SETUP: MODULES AND ADMINISTRATION .............................................................. 49

Overview ......................................................................................................................................................................... 50

Modules/Tools ................................................................................................................................................................ 50 Life Events .................................................................................................................................................................... 50

Adding Life Events..................................................................................................................................................... 51 HIPPA Notice of Privacy Practices .................................................................................................................................. 51

Editing the HIPPA Privacy Notice Template ................................................................................................................ 52 Selecting Plans and Displaying HIPPA Notices ............................................................................................................ 54 Generate HIPPA Notice ............................................................................................................................................. 54

Enrollment Campaign Setup .......................................................................................................................................... 55 The Basics ................................................................................................................................................................. 55 Overview .................................................................................................................................................................. 56 Options ..................................................................................................................................................................... 56 Actions ..................................................................................................................................................................... 57

Web-to-Print ................................................................................................................................................................ 58 Cost & Care Guide Basic ................................................................................................................................................ 59

Admin .............................................................................................................................................................................. 60 View Portal ................................................................................................................................................................... 60 Ready to Launch ........................................................................................................................................................... 62


© 2014 Ebix, Inc.

Appendix A – User Privileges ........................................................................................................................................... 64 Site Creator .................................................................................................................................................................. 64 Site Manager (All Access) .............................................................................................................................................. 64 Site Manager (Limited Access) ...................................................................................................................................... 64 Employee...................................................................................................................................................................... 65

Appendix B – eTools ........................................................................................................................................................ 66

Client Marketing .............................................................................................................................................................. 67 EbixBenergy Communications ....................................................................................................................................... 67

Sell Sheets ................................................................................................................................................................ 68 Emails ....................................................................................................................................................................... 68 At a Glance…............................................................................................................................................................. 69

Enrollment Services....................................................................................................................................................... 69 Client Community ......................................................................................................................................................... 70 Financial Services .......................................................................................................................................................... 70 COBRA Administration .................................................................................................................................................. 71 Additional EbixBenergy Products & Services .................................................................................................................. 71 Sales Proposal .............................................................................................................................................................. 72 Industry White Papers................................................................................................................................................... 72

Employee Communication ............................................................................................................................................... 73 Wallet Cards ............................................................................................................................................................. 73 Fact Sheet ................................................................................................................................................................. 74 Posters ..................................................................................................................................................................... 75 Emails ....................................................................................................................................................................... 75 Enrollment ................................................................................................................................................................ 76 Financial Services ...................................................................................................................................................... 76 Additional Services.................................................................................................................................................... 76

Implementation ............................................................................................................................................................... 77 Real Value Statement ................................................................................................................................................... 77 Total Compensation Statements ................................................................................................................................... 78 Client Community ......................................................................................................................................................... 78


© 2015 Ebix, Inc.

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© 2014 Ebix, Inc.

Introduction


© 2015 Ebix, Inc.

Welcome! The purpose of this user guide is to help you build, launch, and maintain an EbixBenergy portal. This guide parallels the Benergy Builder Basics training course.

Seeing the Big Picture

Before beginning, take a moment to see the big picture. EbixBenergy is a powerful communications tool, capable of creating an amazing experience for employees. On the surface, it communicates health and benefits information. It also improves employee relations and helps meet compliance requirements. Additional benefits exist for Enrollment Services clients. Because EbixBenergy does so much, and does it in such a creative and engaging way, the potential impact on employees, HR departments, and participating organizations is significant. How significant it is up to you. Begin here with basic portal setup. Later, boost your portal by customizing it in a number of meaningful and impactful ways. You have the power to make something special. We’ve done our best to make it as easy as possible. The rest is up to you. Make it great.

Use this as a step-by-step reference guide for completing basic setup of a portal. To boost employee utilization, see the Benergy Builder Booster Training and the Benergy Builder Booster User Guide.


© 2014 Ebix, Inc.

Getting Started Logging into the EbixBenergy Benergy Control Center The EbixBenergy Control Center is where a portal is configured and maintained.

To log in:

1. Type the following URL in any browser: mybenergy.com 2. Enter your username in the User ID field. 3. Enter your password in the Password field. 4. Select Enter.

Technical Support Live technical support is available by phone, email, and live chat. Quick replies occur during normal business hours. Normal business hours are Monday through Thursday 9 a.m. to 7 p.m., and Friday 9 a.m. to 5 p.m. (Eastern). Phone: 800.475.4041

Email: [email protected] For more information (including our holiday schedule), click the Contact Support link at the top of the Benergy Central page. Forgot User ID or Password Brokers, HR Admins, and HR Users should call our toll-free number or email us for forgotten user IDs and passwords. Employee Portal Services Most organizations build their employee portals internally. However, this service is also available from Ebix at an additional fee. Allowing Ebix to build your portals is ideal when your employee’s bandwidth is at a premium or when full the development and launching of a portal should occur as rapidly as possible.

For more information, including pricing, contact your EbixBenergy Strategic Account Manager.

Enable popups on your browser

before continuing.

Avoid using browser Back and Forward buttons which may result in navigational errors and the loss of unsaved data.

Navigate within the Control Center using the shortcuts, menu options, and links proved.

mailto:[email protected]


© 2015 Ebix, Inc.

Benergy Central Benergy Central is the landing page after logging into the system. It serves as the main hub for EbixBenergy. The areas of this screen are:

Benergy Central

No. Location Description

1 Work Space Connects to the client community. Post items or send messages here.

2 Advisor Tools Contains the latest benefit information, forms, surveys and more. Think of this as a customized search engine for employee health and benefit issues.

3 Client Community Client Community provides brokers with a rich array of innovative and powerful tools for maintaining two-way communication with clients.

4 Control Center Contains links used to set up and manage the Benergy portal. This includes the Communications Control Center, which is the major focus of this user guide.

5 eTools

Links to resources that simplify marketing to prospects and communication to clients and employees about EbixBenergy. See Appendix B at the end of this guide to learn more about using eTools to promote your portal.

6 Dashboard Compares brokerage clients to our entire database of EbixBenergy clients.

7 Vertical Menu Bar Shortcut navigation to other areas of EbixBenergy, including links to important Resources.


© 2014 Ebix, Inc.

Resources The Vertical Menu Bar on the left provides access to the Training Site, OEWorks Program, Client Case Studies, and Video Tours. EbixBenergy Training Site

The EbixBenergy Training Site contains: This and other user guides Live Training Registration Video Training Enrollment Promotional Tools

Navigate to ebixbenergytraining.com to access this site from a web browser.

OEWorks Program OEWorks is a free resource designed to aid open enrollment. It is available to all EbixBenergy Clients.

Watch the 5-minute introductory video before exploring OEWorks.

http://adam.com/ebtraining/ebtraining.html


© 2015 Ebix, Inc.



© 2014 Ebix, Inc.

Understanding the EbixBenergy Control Center


© 2015 Ebix, Inc.

Overview Benergy products and services are managed in the Control Center. This section covers:

Control Center Library Management Enrollment Services EbixBenergy Control Center

Control Center The Control Center screen contains a variety of resources used to build and maintain a portal, as well as access to optional resources your organization may have.

To navigate to the Control Center select the green Control Center icon on the Benergy Central screen.

This opens the Control Center screen, which contains several important resources.

Communications Control Center – Used to build and edit portals and to manage news postings on a company level. Library Management – Used to manage library content. News Postings – Used to communicate news to employees. See Benergy Builder Booster for training.

Additional resources may also appear. This varies by user privilege and optional services available.


© 2014 Ebix, Inc.

Library Management Library Management is a collection of previously saved resources used to create and manage employee portals. Library resources are maintained by Brokers, who in turn, can decide whether or not to share with Site Managers.

To Manage the Creator Library:

After selecting the Library Manager icon the Creator Library: Content Management screen opens.

On this screen, select any Content Area link.

2. Select add to enter a summary. Shown here is Legal Summaries, however the following method similarly applies to all Content Areas.

3. On the next screen, enter the Title of the document.

5. Either: a. Select Choose File to upload.

b. Or use the Body field to enter or

copy and paste text. c. Or enter a web address.

6. Select SAVE to keep changes or Close Window to discard.

Do not exceed 100 characters in the Title field.

Maximum uploaded file size is 16 MB.


© 2015 Ebix, Inc.

To Reassign a Library item Once created, a resource can be edited, deleted, or reassigned by select the corresponding icon.

This button allows users to associate a creator library item to selected categories, programs or plan types.

Once selected, the Assignment screen opens for that item.

1. Select Site Manager Access to assign to a site manager (if desired).

2. Select either: a. All categories/program/ plan

types, or b. Specific categories, programs, or

plans types from the list. 7. Select either:

a. All Carriers or b. Specific carriers listed.

8. Click Save to keep changes or Close to discard.

9. Click Previous when finished.

Enrollment Services Enrollment Services is available as an optional upgrade to all EbixBenergy clients. Enrollment Services is a green friendly platform that works with EbixBenergy. Together, they automate the open enrollment process and update the recording of life changing events of employees and their families. Enrollment Services provides clients with greater control of the user experience, including how plans are viewed, compared, and selected. For more information, contact EbixBenergy Customer Service or see your Account Specialist.


© 2014 Ebix, Inc.

EbixBenergy Control Center Portal setup occurs in the EbixBenergy Control Center (or Control Center). Here, users can create, edit, copy, or delete portals. News items are also edited here. To Navigate to the Control Center: Select the Previous button from the Control Center. From the Benergy Central screen, select the green button (shown below), then the blue Communications Control Center button on the next screen.

THEN Alternative Navigation

Hover over Control Center Select Communications

Control Center

Both open the EbixBenergy Control Center Welcome screen where portals are built and edited.

Building a New Portal?

1. Select the New Portal icon.

Editing an Existing Portal?

Select the Company Name you wish to edit. Select the Edit Portal icon.

The appearance of the EbixBenergy Control Center Welcome varies by user privilege.

The three user privileges are:

Site Creator Site Manager (All Access) Site Manager (Limited Access)

Another user privilege is Employee. It can access the Employee only.

To learn more about privileges, refer to Appendix A at the end of this guide.


© 2015 Ebix, Inc.

This table describes the three groups of icons on the EbixBenergy Control Center home screen.

EbixBenergy Control Center 1- Main Icons

New Portal Starts a new portal. Only Site Creators see this button. Edit Portal 1. Select a Company Name.

2. Select the Edit Portal icon to edit that portal. Edit News Select to add or edit company news.

Copy Portal Duplicates existing portals. After duplicating a portal: • Update the company name and information • Create new User IDs and Passwords • Change content as needed • Launch the portal. Note: Ready Enroll Campaigns and Required Information Wrappers do not copy.

Delete Portal Permanently deletes the portal selected. Deleted portals cannot be undeleted.

2-Secondary Horizontal Menu Bar Home Returns users to the EbixBenergy Control Center home

page. To Central Returns users to the Benergy Central home page. Help Accesses the Communications Help & Training area. Support Opens the EbixBenergy Support Information screen. Logout Logs out of EbixBenergy.


© 2014 Ebix, Inc.

EbixBenergy Control Center (Cont.)

3- Other Icons Manage Creator Library Shortcut link to the Creator Library. Add/Replace Broker Logo Upload broker logos here.

File limitations are:

.GIF or .JPG file type White background Maximum 120 x 60 pixels Maximum file size is 50k

PVI Import Log Contains a history of all imported employee files, organized by company, and the status of the last import attempted.

BenefitPoint A method of importing portal setup information for BenefitPoint clients.

Delete Logo Deletes the current broker logo from the portal.

Navigating the Control Center Both the New Portal and the Edit Portal icons navigate users into the EbixBenergy Control Center. These two menu bars appear beginning with the next screen. They help users navigate both inside and outside the Control Center.

The Primary Menu Bar navigates to screens inside the Control Center. The Secondary Menu Bar navigates to screens outside the Control Center.

The Primary Menu Bar contains drop down sub-menus. These are described below.

EbixBenergy Control Center Primary Menu Bar

Organization Collects company, broker, user groups, employee, and other related information.

Portal Setup Determines how portals appear, including the types of information contained.

Benefits Collects all benefit provider names and the details of coverages provided.

Human Resource Where HR type of information is collected and managed. Modules/Tools Contains various setup controls, starting with Life Events. Admin Launches the portal. Once launched, allows users to

review and record their information, and notify their client.

WARNING: Use only one browser to enter data or make changes to your portal. Logging in

with two or more browsers at the same time may result in duplicated or merged data.


© 2015 Ebix, Inc.



© 2014 Ebix, Inc.

Entering Organization and Portal Setup Information


© 2015 Ebix, Inc.

Overview Adding organization and portal setup informamation is the next step in setting up a basic portal. This section covers:

Organization Portal Setup

Organization Basic setup of a portal includes Company Information, Broker Information, Site Manager and User Groups, and Employee Personalization. Design-it-Yourself and Special Alerts are advanced setup options. Company Information The Company Information screen appears after selecting the Edit Portal or New Portal icon. Use this screen to record company information for billing and reporting purposes.

1. Complete this screen as much as possible before proceeding

2. Click Save or Next. Note: Complete each screen as much as possible. You can return to any screen as necessary to complete or change any field.

This guide covers the basic set up of your portal. Please see the Benergy Booster User Guide for advanced set up instructions.

Save vs Next Save – Saves changes and stays on the same screen.

Next – Saves changes then goes to the next screen. The Next button should be used most often.


© 2014 Ebix, Inc.

Company Information Page

No. Item Description

1 Company Name* (* Indicates a required field.)

The legal name of a company (e.g. ABC Services, Inc.).

2 Display Name* This may be different than Company Name, but it could also be the same. The Display name can be an abbreviated company name or another name of the company.

3 Portal Domain* Portal domain name is the first part of the URL for the portal that employees enter.

4 Number of Employees*

The exact number of employees. This number must be accurate for billing. EbixBenergy bills per employee, per month, and is not real time.

5 Single Payroll Frequency If applicable, select the radio button and the correct payroll frequency.

6 Multiple Payroll Cycles If applicable select the radio button and choose the correct option in the text box.

7 Corporate Website Your organization’s website.

8 Industry* Select the drop-down menu to choose your industry. If not listed, select Other.

9 Other If selected, type the industry here.

10 NAICS Industry* Choose the correct NAICS Industry Code from this list. 11 Company Contact

Information* Enter all requested information in this section. (Reminder: Only asterisked fields are required.)

12 Email to HR The email address employees will see when contacting HR. More than one email address may be entered.

13 Greeting & Introduction Select the preview/override link to open a window used to enter a custom message. This message appears on the homepage of your portal.

Reminder: Always click Save to retain changes.

14 Activate Enrollment Module

Used only by EbixBenergy Enrollment Solutions customers to access the Active Enrollment Module. Once Enrollment is set up, check this box to allow this module to communicate with the EbixBenergy Control Center. All new hire and termination changes are then entered in Enrollment.

Edit button can be used to Edit the Domain name should it change (for example, when mergers and acquisitions occur).

Be sure to notify your employees if this happens.

A 60 day window exists to modify an organization’s employee count. This is necessary due to new hiring and terminations. EbixBenergy Enrollment clients do not manually change their count, since Enrollment automatically does this.


© 2015 Ebix, Inc.

Company Information Page

15 Enrollment Module Organization ID

Tells the EbixBenergy Control Center which Enrollment Control Center your account it is linked to. This only used by Enrollment Clients.

Important guidelines for data entry

1. After keying in data, select Save. Failure to do so will result in loss of changes made. 2. Avoid using the Back and Forward buttons on your browser. This can result in the accidental loss of

data. 3. Once a radio button is selected, it cannot be cleared. It can only be changed by selecting another radio

button within that field.

Broker Information Use this screen to enter basic broker information.

Broker Contact Information

Producer’s Name – The name of your account executive.

Account Manager’s Name – The name of your account manager.

Portal Builder – The name of the individual primarily responsible for setting up and editing this portal.

Note: All Broker Contact Information fields are required. Broker Controls whether to display the broker logo shown. The EbixBenergy logo appears as a sample. Replace it with your own or uncheck the Broker control.

Homepage Marquee is not used. After entering information, click Save or Next to continue.

To clear a radio button: Do not select Save or Next. Instead, use the Back button on your browser. This

clears data entered including the selected radio button.

Since nearly all screens require the Save or Next buttons to be selected to retain changes, to avoid unnecessary redundancy, this step is omitted from most of the remainder of this guide.


© 2014 Ebix, Inc.

Site Manager and User Groups Use this screen to enter user groups and site managers.

To assign one or more Site Managers:

1. Enter a unique User ID, along with an initial password and the email address of the site manager. 2. Indicate if benefit plan changes are limited. 3. Indicate if there is limited access to the Design-It-Yourself page. 4. Edit or Delete site manager access here. Do this whenever a site manager’s responsibility changes, or

they no longer are employees of the organization. User Group Setup Employee access is defined and controlled by user group. As a result, at least one user group is required.

To create a user group, enter:

Group Name – Each name must be unique.

User ID – Each user ID must be unique for every individual.

HR Email – The email address for this group. This address can be unique for each group or the same for all groups.

Password – For each user group.

Note: The HR Tools control is not used. After entering, click Next to continue. Two ways to set up employee access

Individual (recommended) – Each employee has a separate login and password. Information can then be personalized. Requires keying in or uploading each employee information.

By Group – Multiple employees share the same login and password. Information provided is general.

At least one individual must have a Site Manager-All Access user privilege (which allows control of 1, 2 and 3 above). Others can be assigned with a Site Manager-Limited Access status. See Appendix A for details.


© 2015 Ebix, Inc.

Employee Personalization Ideally, all employees should be able to log into their portal and view information specific to them. For this to occur, employee information must be added, either by keying it in or uploading it from a spreadsheet. In either case, every employee must be assigned to a user group. Adding an Employee

The Employee Personalization screen contains space to manually key in individual employees. Only the User ID, Password, and User Group fields are required. Note: The first time an employee signs in to a personalized portal, they are required to change their password. The View All Active Employees link displays a list of all active employees added.

To Upload an Employee Personalization File:

1. Select Download a pre-formatted Microsoft Excel file. Save and open this file on your computer.

2. Once populated with employee information, select Upload the Employee Personalization File.

3. Finally, select View Summary of your Last Process File. This confirms all records were imported correctly.

Also shown is an example of how columns appear in Excel.


© 2014 Ebix, Inc.

Editing Employee Records It is possible to access and modify individual employee records. You can also delete records once an individual is no longer employed.

To change an employee record:

1. Click View All Active Employees. 2. Locate the employee record. 3. Click the Edit button of an employee record. 4. Change any editable field. Fields that can be changed are:

a. Last Name b. First Name c. User ID d. User Group e. Email

5. Click Update To delete an employee record:

1. Click View All Active Employees.

2. Locate the employee record.

3. Check the box in the Delete column.

4. Click the Delete link.

5. Click OK to confirm. Disabling Passwords

Whenever a group login is shared by employees, check Disable Employee Password Change. This prevents unauthorized modification from occurring.


© 2015 Ebix, Inc.

Portal Setup The next step in completing a basic portal is Portal Setup. This drop-down menu contains screens used for configuring the portal. Benefits The Benefits menu option is used for indicating the types of benefits employees have (e.g., Medical, Dental, etc.). This is not where details of these benefits are entered. To set up this screen: Step 1. Choose an alternative display name for Benefits. Decide how the benefits menu should appear on the organization’s portal. The default is Benefits, however it can be changed to another (20 characters max.). In this example, the display name was changed from Benefits to My Benefits. Here is how this change appears on the employee portal.

Selecting Save applies this change, which is instantly visible on the Control Center menu.

Changing any display name is optional. When left unchanged, the default name appears. This is true for all steps on this screen.


© 2014 Ebix, Inc.

Step 2. Select/add the benefit programs that will be in the portal.

1. Check boxes to indicate the types of health plans that employees have available. 2. Change the display name (optional). 3. Add other plans (optional).

Type the names Select the checkboxes Use arrows to change the order.

Notice in this example that the display name is Group Medical. The default name (Medical) was replaced as shown in the screenshot above.

.

Step 3. Display Financial Calculators

This adds a number personal financial calculators to the portal.

WARNING: Use care when typing program names. There is no edit feature. To correct, programs must be deleted then added again, resulting in possible loss of data.

Use the arrows to alter the order of any optional plans. Medical, Dental and Vision lack this control and cannot be changed.

Complete the remainder of Step 2 if employee benefits include Income Protection, Financial, and/or Work/Life.


© 2015 Ebix, Inc.

Step 4. Display Glossary

This adds a glossary of benefit terms to the portal. Step 5. Enable LIN or Third Party Enrollment Module This is only used by Total Works and 3rd party vendor customers. Total Works customers should:

Check Enable LIN or Third Party Enrollment Module Check Open enrollment link in new window Check LIN/LuminX Enrollment Complete the fields: LIN Organization ID Remote Login Password LiminX URL Start Date and End Date

Third Party Vendor customers should: Check Enable LIN or Third Party Enrollment Module Check Open enrollment link in new window Check Third-Party Enrollment Complete the fields: Name URL address to link to (e.g., Login page) Start Date and End Date


© 2014 Ebix, Inc.

Adding Details to Your Health Benefit Coverage


© 2015 Ebix, Inc.

Overview Next in basic setup is completion of enter benefit plan details. This section covers:

Entering Health Benefit Plans Adding Plan Details

Entering Health Benefit Plans To enter health benefit plans, first navigate to Benefits, then Health, then Medical.

Note: Portal Setup can impact Menu appearance. The examples shown here may be different from your own.

Step 1. Preview/override the Medical page introduction. At the top of the medical page within the employee portal is a brief introduction.

Select Preview/override to view the default sentence, and to override it if necessary.

The system automatically generates an introduction to this section.

While the sequence of steps required to build a plan is the same, the number of steps varies:

- Four steps for Health (Medical, Dental, Vision, etc.)

- Three steps for Income Protection, Financial, and Work Life.


© 2014 Ebix, Inc.

To change the default introduction:

Check Override the Medical Introduction and replace it with the text below.

2. Type a new introduction. 3. Select Save to keep changes

or Close to cancel.

Step 2. Create a Plan If no plans exist, this is step 2. Once created, this becomes step 4.

To add a new plan:

1. Use the drop-down menu to Select a provider.

2. If the provider does not appear in the dropdown list, choose Other, then populate the Name, if other field.

3. Select the Plan Type from the dropdown list provided.

4. Select Add plan when finished.

If the plan already exists in the Creator Library: 1. Select the Copy plan button

shown on the screen above. Use the dropdown field to

Select from the Creator Library the site that you wish to copy from.

Use the dropdown field to Select the plan that you wish to copy.

Click here to save the copied plan.

Select Close.

EbixBenergy has a tool that makes comparing plans easy. However, selecting it is only possible after at least one plan exists. Once it exists, displaying the Plan Comparison Tool becomes the new step 2 on the Medical Setup screen.


© 2015 Ebix, Inc.

Step 3. Display Plan Comparison Tool Important: Once at least one plan exists, this becomes step 2.

The Plan Comparison Tool lets employees choose up to three plans to compare against each other. This tool is only available for medical, dental, and vision plans.

Step 4. Manage Plan Plans created or selected show up here.

Select Edit to review or modify a plan. Plans can also be deleted or rearranged here.

Adding Plan Details Each plan must be set up individually in order to ensure the highest possible level of accuracy. EbixBenergy attempts to make this process as easy as possible. Take me to… is a menu that simplifies navigation.

WARNING: Avoid overwriting templates. Doing so disables decision making tools available to employees.

Use care when entering the provider and plan type. Mistakes appear on the employee portal. When errors occur, delete your entry, and begin again.


© 2014 Ebix, Inc.

Take me to… The Plan Home Screen is where this menu first appears. Use it to navigate quickly to the following screens:

Plan Home – The first screen for adding plan details. It captures name changes, assigned group numbers and start and end dates. Summary of Benefits & Coverage –Upload this document or select it from the Creator Library. Benefits Overview – Creates an “at-a-glance” chart of employee benefits. Eligibility – Define which employees qualify for this plan. Contributions – Sets up employee contribution rules. Legal Summary – Upload documents such as summary plan descriptions, insurance booklets, and summary annual reports. FAQ’s – Add pre-written FAQ’s from the Creator Library or add your own. Plan Tips – Add pre-written plan tips from the EbixBenergy Library. Supporting Information – Add supporting information, such as product brochures, from the Creator Library.

Plan Tours – Multi-media tours available in the EbixBenergy Library. Tours are in English and Spanish. Contacts – Enter or select contact information to appear on the portal. Forms – Select downloadable forms to share. Choose from the Creator Library or add your own. Links – Add links to web pages located outside the portal. Highlights – Add highlights to the plan, such as benefit overview, eligibility, and contributions information. Plan Done – Final landing page once the plan is complete.


© 2015 Ebix, Inc.

Plan Home Enter plan details beginnnig with this screen.

Rename Plan – Changes the name that appears to employees.

1. Type the Display Name for the plan located under Rename Plan (Optional)

2. Type the Control Center Descriptive Name (Optional)

Assign Group Number – If the plan has a group number, enter it here. Dates – The four plan dates.

Plan Dates

Plan Effective Date The first day a plan is in effect. Also known as the first day of a plan year.

Plan End Date The last day a plan is in effect. Also known as the last day of a plan year.

Display Start Date The first date to display this plan to employees on their portal.

Display End Date The last date to display this plan to employees on their portal.

WARNING:

An empty Display Start field results in a plan showing up immediately on an employee portal.

An empty End Date field results in a plan appearing indefinitely on a portal.


© 2014 Ebix, Inc.

Plan Copy and Update This has the same functionality as Copy Plan on the Medical Setup Page.

Summary of Benefits and Coverage Upload the SBC document on the Summary of Benefits and Coverage screen.

To set up an SBC

1. If using an existing Creator Library, select that item’s radio button.

2. If adding an SBC file click the blue here link. A separate window opens to upload a file, or to enter a web address.

3. If no SBC document is used, leave the radio button set to None.

4. Complete the Summary of Benefits Coverage section. Be sure to adhere to the following limitations:

Title (100 characters max)

File Name (no larger than 16 MB)

Web Address (200 characters max)

5. Click SAVE. 6. The document will appear under

Add Summary of Benefits and Coverage.

Save vs Previous vs Next Save – Keeps changes made to your data.

Previous – Discards changes and goes to the previous screen.

Brokers can add the Summary of Benefits & Coverage (SBC) to the Creator Library. If present, Site Managers will not have to upload the SBC for every plan. They only need to select the radio button to include it. Both Brokers and Site Managers are able to edit the SBC page.


© 2015 Ebix, Inc.

Benefit Overview This is screen used to create an “at-a-glance” Benefit Overview Chart, which summarizes most or all employee benefits.

Two Ways To Create an A Benefit Overview Chart Set up a Benefit Overview chart within EbixBenergy or by overriding the defaults to create your own. The EbixBenergy chart displays as a percent of the Usual and Customary charges. Accurately displaying other methods require an override.

.

To build a chart complete:

1. Header - Enter the title of the comparison (e.g. “Healthcare Benefits At-A-Glance”).

2. General Provisions – Enter the: a. Deductible b. Out-of-pocket maximum c. Lifetime benefit maximum d. Primary Care

Physician/Gatekeeper e. Answer the HAS/HRA

question: Do you want to use this standard description of HSA/HRA?

f. Answer question: Do you want to display a link to the provider directory?

The layout of the Benefit Overview screen is customizable by coverage type. Setting up Medical, Dental, Vision and Other Programs are separate actions.

Since this screen requires significant attention to detail, consider printing this screen to use as a guide as you gather information.


© 2014 Ebix, Inc.

3. Copayments/Coinsurance a. Physician’s office visit b. Primary doctor’s office c. Specialist’s office d. Routine Adult Physicals e. Laboratory Services f. Inpatient hospital g. Answer the preauthorized

treatment question. h. Outpatient hospital i. Emergency room visit j. Select the definition of true

emergency. k. Maternity care l. Well-baby care/immunizations m. Well-child care n. Chiropractic care o. Physical therapy p. Prescription Drug Coverage q. Mental Health Treatment r. Substance Abuse Treatment s. Separate “out of area”

benefits 4. Additional Provisions 5. Additional Plan Highlights 6. Footer (e.g. Disclamers &

Exclusions)

Eligibility Use the Eligibility screen to decide which user groups previously created qualify for this benefit. Other issues, such as full or part time employment status, eligibility of dependents, and how soon coverage begins also appear here. The fields on this screen combine to form an eligibility table.

To set up eligibility

1. Select qualifying user groups. 2. (Optional) Check Override the

Eligibility Chart then add your own text.

WARNING: Selecting Override… disables specific tools on the employee portal.


© 2015 Ebix, Inc.

3. Next, select the employee groups that this coverage applies.

4. Enter eligible dependents groups and their eligibility conditions.

5. Indicate age definition: Age, the end of the month they turn, or the end of the year they turn Numeric age, 15 – 30 Numeric age, 15 – 30 if a full-time student

6. Indicate when an employee can participate.

Since the definition of full-time and part-time employees varies, brokers should check with their clients to determine each employer’s guidelines.

The two partner groups are Spouse and Domestic Partner. The two dependent children groups are: Dependent children and Children of domestic partner.


© 2014 Ebix, Inc.

Contributions The Contributions screen is used to indicate how much employees pay for their plan.

To add Employee Contributions

1. Check the coverage tier checkbox, for example, Employee only. 2. Enter how employee contributions are calculated for each coverage tier. If necessary, select Override to

create your own text. 3. Repeat for each tier shown.

Legal Summaries Legal Summaries uploads legal documents to the portal. Examples include summary plan descriptions, insurance booklets, and summary annual reports.

To add a legal summary document

Click add to upload a file, enter content in the Body field, or insert a link to a website.

Select required information wrapper if adding a summary plan description or insurance certificate.

Select any desired legal summaries from the Creator Library.

Click here to customize the display order of all selected legal documents.


© 2015 Ebix, Inc.

FAQ’s Upload custom FAQ’s or select from the list provided.

To create FAQ’s

1. Click add to enter your own FAQs.

2. Select FAQs from the Creator Library.

3. Check All EbixBenergy Library FAQs, or check specific questions. Use hyperlinks to preview.

4. Click here to arrange the order.

Plan Tips This adds plan tips from the EbixBenergy Library.

To add Plan Tips

1. Click hyperlinks to preview. 2. Select tips from the

EbixBenergy Library.


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Supporting Information Use this screen to add a product brochure or other supporting information.

To add Supporting Information

1. Click add to enter new supporting information.

2. Select available documents from the Creator Library.

3. Click here to arrange the order of appearance.

Plan Tours Plan Tours contains Multi-media tours from the EbixBenergy Library. Six tours are available in English, and six tours are available in Spanish.

To Add Tours

1. Click the hyperlinks to preview videos.

2. Select videos.


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Contacts Add contact information for employees to see. Contacts may be selected from the Creator Library or they can be added separately.

To Add and Share Contacts

Click add to enter new contacts. Select available contacts from

the Creator Library. Click here to arrange the order of

appearance.


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Forms Next is the Forms screen. It allows users to share downloadable forms with employees. To add and share forms

Click add to enter new forms. Select available forms from the

Creator Library. Click here to arrange the order

of appearance.

Links Links to webpages outside the portal can be added here.

To Add and Share Links

Click add to enter new links. Select available links from the

Creator Library. Click here to arrange the order

of appearance.

Highlights

The Highlights page is a summary of the plan, including an overview of the benefits, eligibility, and contribution information.


© 2015 Ebix, Inc.

To Add a Highlights page and share it

1. Type the highlights in the space available. 2. Use controls in the editor to adjust formatting.

3. Select Save to retain changes. As shown below, it also adds HTML code to this document. Close

discards changes made.

4. To make changes visible, check Display Highlights page. 5. Click Save or Next to retain changes, or Previous to cancel.


© 2014 Ebix, Inc.

Plan Done This is where the final steps to set up a plan are completed.

The options are:

1. Select Add to Creator Library. Do this if this plan may be used again. 2. Select Add Another Plan. Takes users back to the Setup screen where another plan of the same type

(such as Medical) can be entered. 3. Select Next. Also takes users back to the Setup screen where the next plan type can be entered. For

example, if you just completed all medical plans, The next plan type could be dental. 4. Select Previous to returns to the Highlights page.


© 2015 Ebix, Inc.



© 2014 Ebix, Inc.

Completing Basic Setup: Modules and Administration


© 2015 Ebix, Inc.

Overview There are two requirements remaining for completing basic setup. This section covers:

Modules/Tools Administration

Note: Human Resources is not covered in this user guide. Modules/Tools Modules/Tools contains screens used to enter a variety of setup controls. Life Events Life Events provides control over which life changing events impact this benefits plan.

To include life events

1. Select the events from the EbixBenergy Library.

2. Select the events from the Creator Library. 3. Add life events to the Creator Library.


© 2014 Ebix, Inc.

Adding Life Events Click add to open the Life Events popup window, where life events may be entered from scratch.

Note: Up to 15 Checklist Items are possible for each Life Event.

The example above is what employees see as a result of text entered on the Life Events screen on the left.

Linking the Enrollment Module If a Checklist item includes “[e_icon],” a corresponding icon is added to the employee portal. This icon is a link to the Enrollment module. Deleting “[e_icon]” will cause the portal link to disappear. This link should only be used by Enrollment module clients. HIPPA Notice of Privacy Practices The HIPPA Notice of Privacy Practices screen contains a pre-written HIPPA template that can be used “as is,” it can be edited, it can be bypassed completely in order to add your own, or you can choose not to display a HIPPA privacy notice.

To display a HIPPA notice

1. Set the radio button to Display HIPPA privacy notice if desired.

2. Select Edit to manage the privacy notice template and to associate it with specific plans. Note: Once editing is complete, you will return to this screen and select the Generate button. This will create a HIPPA statement PDF document.

Tip: To speed development, copy Life Events from the EbixBenergy Library, then Edit details as needed.


© 2015 Ebix, Inc.

Editing the HIPPA Privacy Notice Template Select Edit to navigate to this screen. Here you can retain the default notice, edit it or add your own.

To use the existing HIPPA privacy notice template 1. Select the Edit radio button. 2. Click the Edit navigational link.

3. Complete the HIPPA Notice of Privacy Practices: Step 1 of 2 screen. Required fields are:

Plan Sponsor Notice of Effective Date HIPPA Privacy Officer

4. On the HIPPA Notice of Privacy Practices Step 2 of 2 screen, select Editor.


© 2014 Ebix, Inc.

Use the text editor to make any

desired changes to the document and to adjust formatting.

Select Save to keep changes, or X to discard.

To Add/Edit Your Own HIPPA Privacy Notice

1. On the HIPPA Notice of Privacy Practices screen, click the Add/Edit radio button. 2. Click the Add/Edit link.

This opens the following window.

To add a different HIPPA Privacy notice

Click file to check acceptable file formats. These include .pdf, .doc, and .docx.

Select the Choose File button to upload a file.

Type, or copy and paste the HIPPA notice in the field indicated.

Use the controls provided to adjust formatting.

Select Save to keep changes or Close Window to discard.

[PLANSPONSOR] is a merge field. It is replaced in the HIPPA document with the name of the Plan Sponsor keyed in on the Step 1 of 2 screen.


© 2015 Ebix, Inc.

Selecting Plans and Displaying HIPPA Notices Indicate the plans to display the HIPPA notice.

Indicate plans to include. Choose either

Include All Plans or individual plans listed. Select Next.

Generate HIPPA Notice After all elements of HIPPA notice are prepared, it can be generated as a PDF document.

1. From the HIPPA Notice of Privacy

Practices screen select Generate. 2. The message “Your HIPPA document will

be generated shortly” appears, followed by the text “Currently Generating.”

3. Since this screen does not automatically refresh, use the Previous and Next buttons to check the progress.

Note: A few minutes are normally required for the PDF document to be generated.

Once complete, and the screen is manually refreshed, a message similar to this will appear.

Select this link to display the HIPPA notice. Review the notice for accuracy.


© 2014 Ebix, Inc.

Enrollment Campaign Setup

The Enrollment Campaign communicates in a timely way, important information about any type of enrollment offered to employees, including open enrollment.

Controls here allow users to add, edit, delete or copy an enrollment campaign.

Begin by selecting Add Enrollment campaign. This navigates you to the first of four setup screens. The Basics Several screens are used to set up an enrollment campaign, beginning with the Basics screen.

There five major areas of this screen are:

1. Take me to… – Quick navigation to the four Enrollment Campaign setup screens.

2. Examples of the three parts of an enrollment campaign. Select to view.

3. General Campaign Information – Basic setup information for a campaign.

4. User Groups – Controls which groups to include in a campaign.

5. Benefit Plans to include in this Campaign – Controls which plans to include in a campaign.

Complete this screen before proceeding.

Check each of the following if the HIPPA notice fails to generate: Confirm the radio button is set to Display Hippa privacy notice. Click the Edit button and carefully review. Confirm all Portal Setup and Benefits screens are correct.

If the notice generates but errors appear in the document: Click the Edit button and carefully review.

Make corrections then select the Generate PDF button again.


© 2015 Ebix, Inc.

Overview

The Overview screen creates an introductory message that alerts the employees about this enrollment.

To use this screen:

1. Click Overview to read the default announcement.

2. If desired, click in the Override the default introduction and replace it with the text below checkbox.

3. Enter new text here. 4. Select Save or Next to

continue, or Previous to discard.

Options The Options screen discloses what enrollment options are available.

To use this screen:

1. Click Options to view the Enrollment Services Options window.

2. This is the default introductory text, which may be kept or replaced.

3. If desired, select the Override the default introduction and replace it with the text below checkbox.

4. Enter any new text here. 5. Create an introduction for each

program included in this open enrollment.

6. Click Save or Next to continue, or Previous to cancel.


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Actions The Actions screen controls the Open Enrollment Actions window. It tells employees the necessary actions to take during open enrollment.

To use this screen:

1. Click Actions to view the Enrollment Services Actions window.

2. This is the default introductory text, which may be kept or replaced.

3. If desired, select the Override the default introduction and replace it with the text below checkbox.

4. Enter your new text here. 5. Click Save or Next to continue, or

Previous to cancel.

Click Next to return to the Enrollment Campaign Setup screen where the campaign appears. Multiple campaigns can be created and run at a time.


© 2015 Ebix, Inc.

Web-to-Print Next on the Modules/Tools menu is Web-to-Print. Web-to-Print creates a pdf Benefits Booklet that can be shared with employees who cannot easily easy access the Internet. This booklet describes the benefits, eligibility requirements, contribution requirements, and other information. You choose what appears in it.

To create a Benefits Booklet

1. Select create.

This opens the following popup window.

2. Enter a description of the booklet (e.g., “2014

ABC Company Benefits Book”), and the date. 3. Decide which user groups this booket applies. 4. Create a cover page. a. Use the default image or insert another here. b. Use the default text or click add/edit to create

your own. 5. Add or omit an introduction. 6. Select the benefit plans. 7. Select the type of content to include. 8. Select Save to retain or Close to discard.


© 2014 Ebix, Inc.

Once complete, you can make changes by selecting Edit, discard by choosing Delete to discard, or Generate to create the Web-to-Print pdf document.

9. Select Generate to create a pdf.

Once pdf printing is complete, and your screen is refreshed, a message similar to this appears.

10. Select View/Print to view the pdf document.

Cost & Care Guide Basic The last option under Modules/Tools is the Cost & Care Guide. This guide

Indicate indicate if you wish to include a Cost & Care Guide.

Troubleshooting: If the document did not print correctly, select Edit and check the settings. Make any necessary corrections then select Save. Generate the pdf again and re-check the results.

Selecting Generate works the same way as the Generate button for HIPPA notices.

The message “Generating” immediately appears after the Generate button is selected.

Use the Previous and Next buttons to navigate away and back to this screen to check the status.


© 2015 Ebix, Inc.

Admin Admin lets you view the employee portal, even before anyone else can see it, and notify the client, and finally, launch the portal. Before launching, Admin contains two menu choices: View Portal and Ready to Launch. After launching, Ready to Launch disappears. This leave View Portal as the only option under Admin. View Portal Use this to preview the portal, view access information for site managers and employees, and send email notices about the portal to clients. Portals can be previewed before they are launched. Once launched, changes to portals can be viewed here before going live. Step 1: View your work

1. Select View to inspect the portal. 2. Refine the version viewed by adjusting the display date. You can go back or forward in time. 3. The definition of display date appears here. 4. Use the radio button to view by employee group. 5. After adjusting any settings, select View again.

Do NOT launch your portal until it is ready to go live. There is no undo button for this action.


© 2014 Ebix, Inc.

Step 2: Notify your client

Once ready, notify your clients by email. The standard email link opens a popup window for sending messages.

To send a custom email to clients

1. Complete the fields indicated. 2. (Optional) Modify the body of the email. 3. Select Submit.

This email contains the site manager’s user id and password.

This is an example of the email generated.

To notify employees, see the Benergy Builder Booster training and user guide.


© 2015 Ebix, Inc.

Review and record your login information.

1. Ebix manager login access information is here. 2. The portal address to share with employees is here.

Ready to Launch

This is where a portal is launched. The two links on this screen are:

1. A video about launching a portal. (Runtime: 1:49) It is highly recommended that you vView this video before proceeding.

2. Launch Portal immediately launches the portal. Launched portals can be modified and updated at any time. Once Launch Portal is selected, billing begins. After the portal is launched you are immediately returned to the View Portal screen.

Congratulations! Basic setup is complete and the portal that was created is now launched. Once launched, employees are able to access it.


© 2014 Ebix, Inc.

Notice that the layout of the screen has changed. In place of two steps, there are now three. Newly added is Step 2: Review and record your login information. Step 2 contains:

Manager login information. Website Address The portal’s web address

Print and save this information for your records.


© 2015 Ebix, Inc.

Appendix A – User Privileges EbixBenergy has three classes of users that can access the portal. The three classes include Site Creator, Site Manager, and Employee. Each one has distinct privileges. Site Creator The Site Creator is the provider/owner of the communications domain. Users with this level have the ability to add/edit Communications portals for their clients and have access to all setup capabilities. Site creators can set the limits of the manager’s ability to modify the portal. No limit exists to the number of clients and employees a Site Creator can empower since they hold all the keys. Site Creators can:

Create a new portal Copy a portal to create a similar portal for a different client Edit or delete a portal Assign different levels of EbixBenergy access to site managers Sets the level of access for the site manager role Creator Library (control and update elements)

Site Manager (All Access) A Site Manager with All Access is the HR owner of one specific communications portal. They can only edit their portal. They cannot add additional communication portals for other clients. They do not have access to all functions, such as adding User Groups or linking to Enrollment (if activated). Site Managers can keep their EbixBenergy Communications Portal current, providing timely information and value to users. Site Managers are not able to add, edit, or delete any benefit plans on the EbixBenergy. Only Brokers have this permission. Once inside the Control Center, Site Managers only have permission to access and update the following sections:

Organization Design-it-Yourself Portal Setup Human Resources Modules/Tools Admin

Site Manager (Limited Access) A Site Manager with Limited Access is the HR owner of one specific communications portal. They can only edit their portal and cannot add additional communications portals for other clients. They do not have access to all areas, such as adding User Groups, Benefit Plans, or linking to Enrollment.

All and Limited Site Manager accesses are similar except for two conditions, which are controlled on the Site Manager and User Groups page. Indicate here if a Site Manager can:

1. Add, edit or delete benefit plans 2. Access the Design-it-Yourself page


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Employee Employees can only access their portal. They cannot change or modify how it appears in any way. Employees with individual sign-on capability may add or modify certain information (such as medical history). Since site managers have the power to limit access by user group, some employees may see screens and receive alerts that others do not.

Notes:


© 2015 Ebix, Inc.

Appendix B – eTools The time, energy and investment required to create a portal can be lost if neither client companies, nor employees of those companies know what it is, how it can help them, where it is located, and how to access it. To help resolve this problem, EbixBenergy includes a number of outstanding resources, all located in the eTools area of Benergy Central.

The three types of resources in eTools are: Client Marketing – Customizable marketing materials. Employee Communication – Various communication tools, including wallet cards, fact sheets, and email

templates. Implementation – Real Value Statement, Total Compensation Statement, and Client Community support.


© 2014 Ebix, Inc.

Client Marketing eTools Client Marketing offers on a single page, a very broad array of free resources for marketing your broker business. Most of these resources can be used for both generating new business, and upselling established. All materials here may be edited with your logo and contact information. EIght separate Client Marketing tools that are available on this screen. Links in the upper right-hand corner correspond to each tool.

EbixBenergy Communications The two types of communications available here are Sell Sheets and Emails. Both are Microsoft Word documents that can be downloaded, opened, and edited on your computer.

Use these links to quickly jump to each tool.


© 2015 Ebix, Inc.

Sell Sheets Sell sheets are normally one or two pages in length and can be color printed or attached as emails to your clients. Only your logo and contact information should be changed. Emails Emails can be copied and pasted into an email application such as Microsoft Outlook.

Attach related sell sheets to your emails whenever possible.


© 2014 Ebix, Inc.

At a Glance… Use this and other tables that follow to quickly understand the purpose of each sell sheet and email.

EbixBenergy Communications Description Purpose EbixBenergy Communications (Sell Sheet & Email)

Describes the advantages of the EbixBenergy Portal to both company HR departments and their employees.

Ebix Communications Renewal (Email)

Advises existing clients of the advantages of the EbixBenergy Communications portal. This email should be sent prior to open enrollment.

SmartEngage (Sell Sheet)

Describes the Health & Wellness Center, which has an award winning design that can increase employee heath knowledge.

mHealth ToGo (Sell Sheet & Email)

Introduces the mHealth Mobile Application, a uniquely powerful tool designed to help employees obtain a wide range of health information. Downloadable to iPhone and Android smartphones.

Personal Health Records (Sell Sheet)

Describes this important EbixBenergy feature, which can organize and securely keep track of important family medical information, including Immunization records, insurance contacts, family history and more.

Real Value Statement (Sell Sheet and emails)

EbixBenergy feature that shows the "hidden paycheck" employees receive from the benefits they receive.

EbixBenergy Browser & Technology Requirements (Sell Sheet)

Technical specifications document.

Enrollment Services This section contains a sell sheet and two emails for generating broker business by promoting our Enrollment Service.

EbixBenergy Enrollment Services Description Purpose Enrollment Services (Sell Sheet)

Discusses advantages and benefits of Enrollment Services versus paper forms. Also discusses integration with EbixBenergy Communications platform.

Enrollment Services (Email)

Advises employees to complete open enrollment. Contains general instructions as well as their: - Enrollment Date - URL - User ID & Password

EbixBenergy Communications & Enrollment Services (Email)

Introduces EbixBenergy and the Communications portal. Use as a discussion entry point for increasing broker business with either existing or prospective clients.


© 2015 Ebix, Inc.

Client Community Client Community is a dedicated web portal. Its purpose is to give brokers a rich and unique way to communicate with your client companies. The portal is capable of:

HR360 – Contains easy to find answers to everyday Human Resource questions, including Health Care Reform, Recruitment and Hiring, Discipline and Termination, Safety & Wellness, and State law information.

HIPAA Privacy Manual – Assess, remediate, and train personnel with the accurate HIPAA regulations, model documents, compliance checklists, and more.

Client Community Newsletter –Timely articles, white papers, and surveys on health reform regulations, wellness trends, and HR best practices to help you stay current on the latest news and insights.

Employer Wellness Center – Promote wellness in the workplace with a wide range of wellness content and campaign materials.

Workspace – Securely share files (PDF, Word, Excel, etc.) that may be too large to share via email.

Client Community Description Purpose

Client Community (Sell Sheet)

(See above.)

Community Services (Email)

Advises organizations of the Client Community resource. Also has a placeholder to insert a Community Services URL and password.

Financial Services Financial Services helps organizations with the administration of FSAs, HRAs, HSAs, and Commuter Benefits. It is based on the FLEXCORP Benefits System, which is integrated within the EbixBenergy Communications platform. For more information, please contact a member of the EbixBenergy Customer Care Team or review this Sell Sheet in detail.


© 2014 Ebix, Inc.

COBRA Administration Since according to the IRS, over 90% of all employers are out of compliance with COBRA regulations, EixBenergy an end-to-end solution addressing this issue exists. It is also powered by FLEXCORP. Both the sell sheet and email addresses this in detail. Additional EbixBenergy Products & Services EbixBenergy offers a number of well thought out solutions to compliment the Communications Portal. This eTools category summarizes what they are.

Additional EbixBenergy Products and Services Description Purpose Additional EbixBenergy Products & Services (Sell Sheet)

Describes at a high level all the major add-on services available through the EbixBenergy Communications Portal. This includes: Enrollment Services, Financial Services, COBRA Administration, Consolidated Billing, Cost & Care Guide Insight, Helpline, Nurseline, Employee Assistance Program (EAP), and Single Sign-On (SSO) Integration Services.

Cost and Care Guide Basic (Sell Sheet & Email)

Discusses how medical costs and care for the same procedures can vary widely. The Cost & Care Guide lets users research virtually any medical procedure to accurately estimate fees, cost savings tips and reminders, and more. Potential impact is - 7-14% reduction in total medical expenses - High quality care at a fair price - Increased employee satisfaction and retention

Cost & Care Guide Insight (Sell Sheet & Email)

Same as Cost & Care Guide Basic, but adds customizable features including: - Comparing price and quality between in-network providers - Economic analysis of historical medical and pharmacy claims data

Health & Wellness Center (Sell Sheet)

Introduces this deep interactive and multimedia resource, which can help employees better understand and manage virtually any medical condition.


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Sales Proposal This is an 18 page editable Word document designed to form the basis of a professional proposal. It is sent by Brokers to their potential clients.

Shown here is one page of the the sales proposal document.

Industry White Papers There are 24 white papers cover healthcare reform from a wide variety of angles. Use these to keep clients informed and to position your organization as an expert on this issue.

Shown here is the cover page of one example.


© 2014 Ebix, Inc.

Employee Communication Employee Communication offers on a single page, a broad array of free resources for communicating with employees. As before, all materials here may be edited with your organization’s logo and contact information.

As shown on this screen, four types of communication are available here: Communications Portal Enrollment Financial Services Additional Products & Services

Use the links at the top to navigate quickly to each.

Wallet Cards Benergy Wallet Cards provide users with the information they need to access their portal within easy reach.

Cards are provided as a downloadable template that must be modified before printing and distributing.


© 2015 Ebix, Inc.

Fact Sheet Fact sheets are a series of documents designed to introduce employees to the main features of their EbixBenergy Communications Portal.

All fact sheets are high quality in both design and layout. Add a logo and portal access information at the bottom.

The five fact sheets and their descriptions are as follows:

Communications Portal Fact Sheets Description Purpose Communications Portal

This is important document is designed to get the word out to employees. Space is provided at the bottom to add a logo, the portal web address, and the User ID and Password.

Health & Wellness Center

Describes this center, which offers complete, objective health information. Powered by A.D.A.M., it is used and trusted by thousands of healthcare professionals for study, reference, and training.

mHealth2Go Introduces the health info application to employees. mHealth2Go is powered by A.D.A.M.

Personal Health Record

Discusses EbixBenergy's personal healthcare record solution that makes keeping track of medical healthcare records for employees a breeze.

Real Value Statement

Emphasizes the hidden value within each employee paycheck, which occurs as a result of the benefits they receive.

Total Compensation Statement

Similar to the Real Value Statement, but more advanced in its design, usefulness, and content. TCS’s are available as an additional cost buy up.


© 2014 Ebix, Inc.

Posters Several high-quality posters are also available. Space is provided to add a logo and other information. Once ready, print on oversized paper and display in break rooms and other common areas.

Emails Emailing is another way to communicate with employees.

Each message can be customized through a mail merge application, including the body of the text. Three merge fields are shown below.

To print posters from MS Word, use either 11 x 17 printable cardstock (available online), or upload your word document to a printing company.


© 2015 Ebix, Inc.

Enrollment To help you with enrollment, three types of communication documents are provided: a fact sheet (shown below), a poster and an email.

Use any or all of these to get the enrollment message out to employees.

Financial Services Employees need to know and understand the financial services that are available to them, whether in the form of FSAs or HRAs.

Brochures and posters are available for each type to solve this problem.

Additional Services Fact sheets and posters are available for the Cost & Care Guide Basic and Insight, as well as the Helpline. Prewritten emails exist for the two Cost & Care Guides only.


© 2014 Ebix, Inc.

Implementation Rounding out the communication tools that EbixBenergy offers are three that make up final implementation: Real Value Statement (RVS), Total Compensation Statement (TCS) and Client Community.

Real Value Statement The RVS addresses a common issue faced by many HR departments: communicating to employees the actual total cost their organization incurs to employ them. The EbixBenergy Real Value Statement does this by creating an individualized online and printable document.

This is a sample Real Value Statement. This is a hosted solution that has a straightforward setup. An online wizard and a spreadsheet are all that is required. However, before creating a RVS, you must personalize the communications portal with individual employee information. RVS Resources:

1. Real Value Statement Implementation and Best Practices Guide – Start here for step-by-step directions.

2. RVS Data Manager Workbook – A three tabbed spreadsheet that:

Contains all employee data needed to create RVS’s.

An approximation of what a real RVS looks like. A test statement based on the first employee

record. 3. RVS Checklist – Use to confirm all steps are

complete.

Reminder: Employee information is added on the Employee Personalization screen.

The default RVS logo shown here can be replaced with another.

RVS is only available in the legacy version of Benergy. It will not be available in Benergy 4. However, the Total Compensation Statement is available in both.


© 2015 Ebix, Inc.

Total Compensation Statements

Similar to an RVS, a Total Compensation Statement communicates the total benefits each employee receives from their employer. Unlike Real Value Statements, TCSs are fully outsourced custom printed total rewards offered as an add-on service and are designed for maximum understanding and image impact. Total Compensation Statements are available as an additional cost buy up. For more information, contact your Ebix Account Representative, visit www.bsiweb.com, or call 800-755-2326. Client Community Client Community provides brokers with a rich array of innovative and powerful tools for maintaining two-way communication with your clients.

The ongoing management of your organization’s Client Community on a continuous basis occurs from another screen (shown left). Learning how to impliment and manage it happens here.

The three implementation sources located here are:

3. Client Community User Guide – Describes in detail: Resources available in the Client Community How to customize and build your Client Community How to easily manage your Client Community and communicate with clients Obtain Utilization Reports

4. Launching Your Client Community – After customizing and setting up your Client Community, this resource walks you through the four simple steps to launch a portal, which are: Establish the Site URL Establish the Site Password Client Invitation Add/Manage Clients Online

5. Client Community Newsletter User Guide – A monthly newsletter that can be rebranded and redistributed to your organization’s clients.

http://www.bsiweb.com/

Documents

EbixBenergy - Adam · number of meaningful and impactful ways. You have the power to make something special. We’ve done our best to make it as easy as possible. The rest is up to