MMA MARKETLINKSM ADMINISTRATION GUIDE€¦ · MMA MARKETLINK ADMIN USER GUIDE MARSH & McLENNAN AGENCY, LLC 1 1. Introduction Who should read this document? If you are responsible

MMA MARKETLINKSM

ADMINISTRATION GUIDE UPDATED OCTOBER 2017

MMA MARKETLINK ADMIN USER GUIDE

MARSH & McLENNAN AGENCY, LLC i

TABLE OF CONTENTS 1. Introduction .......................................................................................................................... 1

Who should read this document? ......................................................................................... 1

• How should I use this document? ................................................................................... 1

• What if I need help? ........................................................................................................ 1

2. System Access ..................................................................................................................... 2

Log-In ................................................................................................................................... 2

• Main Page ...................................................................................................................... 2

• Updating Username/Profile ............................................................................................. 3

• Forgot Password ............................................................................................................ 3

• Change Password .......................................................................................................... 4

3. Employee Management ....................................................................................................... 5

Find and Manage Employees ............................................................................................... 5

• Add New Hire ................................................................................................................. 6

• Add Enrolled ................................................................................................................... 6

• EOI Processing .............................................................................................................. 6

• Life Event Processing…………………………………………………………………………...8

• New Hire Processing/Tracking………………………………………………………………..11

• Enrollment Passwords…………………………………………………………………………16

• Edit Employee…………………………………………………………………………………..17

• Edit Dependents………………………………………………………………………………..17

• Employee Status………………………………………………………………………………..18

• Change Password……………………………………………………………………………...26

• Unlock Account…………………………………………………………………………………29

• Recalculate Costs………………………………………………………………………………29

• Auto/Default Benefit Processing………………………………………………………………32

• Eligible Populations…………………………………………………………………………….32

• Confirmation History……………………………………………………………………………33

• Billing History……………………………………………………………………………………34

• New Hire Enrollment / Open Enrollment (By Administrator)……………………………….36

• Life Events………………………………………………………………………………………36

MARSH & McLENNAN AGENCY, LLC Trion ii

• Audit……………………………………………………………………………………………..39

• Notes…………………………………………………………………………………………….40

Employee Enrollment………………………………………………………………………………41

• Enrollment Summary…………………………………………………………………………..41

• Benefit Enrollment Process - New Hire……………………………………………………...42

• New Hire View………………………………………………………………………………….42

• Employee Active View…………………………………………………………………………43

• My Benefits Summary………………………………………………………………………….43

• My Profile………………………………………………………………………………………..44

• Add a Life Event………………………………………………………………………………..44

• Update My Beneficiaries………………………………………………………………………45

Reporting Capabilities……………………………………………………………………………...46

• Save a Report…………………………………………………………………………………..47

• Run in Background……………………………………………………………………………..48

• Schedule Report………………………………………………………………………………..48

• My Reports………………………………………………………………………………………49

• Schedules Reports Summary…………………………………………………………………49

Data Import…………………………………………………………………………………………..50

• Formatting……………………………………………………………………………………….50

• Employee Data………………………………………………………………………………….50

• New Employee Worksheet…………………………………………………………………….50

• Employee Update Worksheet…………………………………………………………………53

• Dependent Data ............................................................................................................55

• Coverage Data ..............................................................................................................56

• Beneficiary Data………………………………………………………………………………..57

• Import History…………………………………………………………………………………..58

• Export History…………………………………………………………………………………..58

Tickets………………………………………………………………………………………………..59

• Ticket Summary………………………………………………………………………………...59

• Ticket Details……………………………………………………………………………………59

• Edit Ticket……………………………………………………………………………………….60

• New Ticket………………………………………………………………………………………60

MARSH & McLENNAN AGENCY, LLC Trion iii

• Ticket Report……………………………………………………………………………………61

Premium Billing……………………………………………………………………………………..62

• View Monthly Billing……………………………………………………………………………63

• Edit Premium Billing…………………………………………………………………………...64

• Create a Manual Adjustment………………………………………………………………….65

• Post Billing………………………………………………………………………………………66

• Carrier Remittance Summaries……………………………………………………………….67

System Management……………………………………………………………………………….67

• Administrators…………………………………………………………………………………..67

• Notifications……………………………………………………………………………………..68

• Batch Processes………………………………………………………………………………..70

• Update Logo File……………………………………………………………………………….73

• Auto/Default Benefit Processing………………………………………………………………75

Appendix I: Report Guide…………………………………………………………………………..77

• Introduction...……………………………………………………………………………………77

• How to Create Reports………………………………………………………………………...77

• Available Reports……………………………………………………………………………….78


MARSH & McLENNAN AGENCY, LLC 1

1. Introduction

Who should read this document?

If you are responsible for keeping employee benefits up-to-date with the insurance company,

COBRA administrators, payroll, or other providers of services for your organization, this

document is for you.

How should I use this document?

This document is organized by task. Open the bookmarks for this document. Look for the task

you need to complete, go to that section and follow the instructions.

What if I need help?

Please contact your MMA representative.



2. System Access

Log-In Open your web browser

Enter the URL that was assigned for your system access:

https://www.mybenefitsservicecenter.com/logon

A login page will appear.

Type in your Username and Password, then click the Login button or press enter on your

keyboard.

Main Page

• You should see a screen that looks similar to the screen shot below.

• You should see your company name in the upper left hand corner of the page.

• This is your home page; you can conduct all transactions from here.

https://www.mybenefitsservicecenter.com/logon



Updating Username/Profile

• Click on the My Account link under your username.

• You can update your user information and change your username.

Forgot Password

1. Click the “Forgot your password?” link on the login page.

2. Enter your Username OR email address. If you enter your Username, it will send an email

with a temporary password to the email address on file.

3. If you enter your email address, you will be sent an email with the Username and temporary

password. With this email you will be able to log on.

4. If you do not have an email address on file, please contact your Broker or Account Manager

for assistance.



Change Password

• Click on System.

• Then, select Administrators from the Left hand navigation panel.

• Select your username by clicking on it.

• Click on the “Reset Password” button, at the bottom of the screen. The system will reset the

password and send a new one to the email address on file. This is a temporary password

that you can change the next time you log in.



3. Employee Management

Find and Manage Employees • On the Home page, click “Employees” found in the top center content block.

• Enter the employee’s last name (or first few letters) or alternate criteria in the search screen.

• Hit enter or click the “Search” button.

• If this is the only employee with the criteria you entered you will be taken directly to the

employee confirmation page.

• If there is more than one employee with the criteria you entered simply click on the

employee name to view the current confirmation page.



Add New Hire

Please Note: New Hires are only to be entered (either manually or via data import) if the client is

NOT utilizing an automated census file.

The Social Security Number is MarketLink’s unique identifier. If this number needs to be

corrected (whether manual or automated entry), please coordinate with your MarketLink team.

(Just sending a new SSN, will create a new employee profile.) *Coordination also needs to be

done with the carriers for employee & dependent census changes.

On the Home page, click “Add New Hire” found in the top center content block titled Employees.

Fill out the form for a new employee.

Click “Save”

The employee information is now in the system.

The employee can conduct their own enrollment by logging in to the system with the username

and Password you created. (MarketLink 1.0 Only)

The employee can conduct their own enrollment by logging in to the system with the Username

and Password generated by the system. (Usernames may be customized by the employer, but

passwords will always be the default. For MarketLink 2.0 Only)

Add Enrolled

Once you have clicked on Add New Hire, you will find the Add Enrolled link that will take you to

the same demographic page as Add New Hire; however, when you click save on this page, you

will then immediately be guided through the enrollment process for this employee. You will be

required to enter the coverage effective date for each benefit.

EOI Processing

If an employee has pended life insurance; submitted proper Evidence of Insurability; and been

approved by the Insurance Provider you will need to update the system to reflect the correct

approved amount. Follow these simple instructions:

• On the Home page, click on “Open EOI” found in the top left content block titled Things that

need your attention.

• The following Table will appear:



• Search for the employee using the search feature on this page.

• Click on the employee name to display the details for that employee.

• If the benefit pending does not have a volume, then one will not be displayed. You will need

to enter the effective date only.

• If the benefit pending is a volume based benefit, then the volume will be displayed and you

can edit the amount to approve only a partial amount if required. Note: When you change

the amount the ‘Approve’ button will change to ‘Approve Partial’.

• If the Insurance provider has denied the coverage use the Deny button. When denying

coverage, entry of an effective date is not necessary.



Life Event Processing

Many Life Events require an approval process. The purpose of the approval process is to move

the changes made during the event from a pended status to an approved status. Changes

made via a Life Event that have not been approved remain in a pended status and will not be

sent to carriers or considered in reports and billing until the approval process is complete.

• On the Home page, click on “Open Life Events” in the top left hand content block titled Things that need your attention.

• You may click to select the employee you need to process or you can use the search

features at the top of the Life Event Processing page.



• After selecting the employee you wish to process, the Life Event Details for this employee

will appear in the box below.



• You can review the before and after columns to identify what was changed during this life

event. Review the changes to ensure that they are allowed changes for the life event type.

• To approve the entire event and accept all changes make sure the pull down next to each

change is set to allow and click on the accept button at the bottom of the screen.

• If you wish to reject or disallow the entire event you need only click on the Reject All button.

• If the Life Event has multiple changes you can chose to allow some changes and disallow

others. To do so set the Allow/Disallow flags next to each of the changes and then click on

the accept button at the bottom of the page.

• If you need to make additional changes to the employee’s benefits you will need to search

for the employee at the Employee Management content block. Once you have located the

employee you will be given the option to “Edit Open Life Event”.



New Hire Processing/Tracking

New Hire Processing makes it possible to configure and schedule a New Hire Enrollment event.

Based on the event configuration and schedule, the system will automatically generate a list of

subscribers and provide the administrator with the appropriate available actions.

Configure New Hire Enrollment Event

A New Hire Enrollment Event will identify any employees eligible for new hire enrollment a set

number of days prior to the enrollment window beginning.

To Configure a New Hire Enrollment Event:

• On the Home page, click “New Hire Tracking” in the top left hand content block titled Things

that need your attention.

• Click Scheduling

• In the Events Table, click the configure event icon next to New Hire Enrollment.



• Select the number of days prior to enrollment eligibility you would like to be notified.

• Specify a population for the event or leave at None to include all employees.

• Set or remove the flag to only include employees that are eligible for benefits.

• Check the flag to exclude test employees if desired.

• Check the flag to automatically send new hire enrollment notifications – if not checked,

these notifications can be sent manually from New Hire Processing.

• Check the flag to automatically close new hire enrollment events when enrollment has been

completed – if not checked, these can be closed manually from New Hire Processing.

• Click Save Changes.

Schedule Event

• Once you have configured an event, you will need to schedule the event.

• By default, the schedule will be set to run weekly on Monday with no end date.

• To edit a schedule, click on the scheduling icon. Make the desired changes and click Save

Your Changes.



• Advanced - The advanced scheduler gives additional parameters such as time of day,

reoccurrence, range of reoccurrence and more. To access the advanced scheduler, click the

Advanced Scheduler button on the Schedule Event Processor page.

Simple Scheduler



Advanced Scheduler

Run Process Now

In addition to setting a schedule, you also have the option to run the new hire process

immediately by clicking the Run New Hire Processing Now button found on the bottom of the

New Hire Processing page. When you select this option, a new batch will be created if there are

any eligible employees.

Note: Using this option does not disrupt the schedule. The schedule will still run at the next

appointed time.

Managing New Hire Events

All eligible events can be managed directly from the main New Hire Processing page.



There are five actions available that can be performed for selected employee(s).

1. Send Enrollment Message – Send an email to a select group of employees prior to the

beginning of their enrollment period. (This can also be configured to be automatically sent

from Configure New Hire Enrollment page.)

2. Send Enrollment Reminder Message – Send an email to a select group of employees at

any point during their enrollment period. (This can also be configured to be automatically

sent from the Configure New Hire Enrollment page.)

3. Send Confirmation Statement – Email a link to the employee’s confirmation statement to a

select group of employees.



4. Generate Confirmation Statements – Generate a batch file of confirmation statements for

a select group of employees.

5. Export Demographic Data to Excel – Download the demographic information for selected

employees to an excel file.

All actions that involve an email being generated allow the following fields to be edited:

• Attachments

• From Address

• Email Subject

• Email Message Body

• Signature

For each email action, there is also the option to make changes and send a preview to a

specified email address prior to sending the email to the employee(s).

Note: To access the employee page, click on the employee’s name in the list.

Enrollment Passwords

The Enrollment Passwords section allows an administrator to reset all employee passwords at

one time. You also have the option to require all users to change their password at the next

login. *Please consult with your MarketLink team prior to resetting all passwords. This is

for MarketLink 1.0.



For MarketLink 2.0, please reach out to your MarketLink Team to perform the Reset All

Employee Passwords.

Edit Employee

• On the Home page, click “Find & Manage Employee” found in the top center content block

titled Employee Management.

• Enter the name of the employee in the “Search” field and click “Search”.

• Once you have selected the employee click on “Edit Employee” on the left hand menu.

• Update fields as needed.

• Please Note: Edits can only be made (either manually or via data import) if the client is NOT

utilizing an automated census file. If an automated census file is utilized, the updates need

to come from that file. The automated census file will always override manual updates made

in the employee’s profile.

• The Social Security Number is MarketLink’s unique identifier, if this number needs to be

corrected (whether manual or automated entry), please coordinate with your MarketLink

team. (Just sending a new SSN, will create a new employee profile.)

• Please coordinate employee census update(s) with the carriers. (Some carriers only accept

census information in the initial file.)

• Click Save.

Edit Dependents




• Once you have selected the employee click on “Edit Dependents” on the left hand menu.

• Click on the name of the dependent you want to edit.

• Update fields as needed

• Please coordinate dependent census update(s) with the carriers. (Some carriers only accept

census information in the initial file.)

• Click Save



Employee Status

The system classifies a participant using one of the following ‘Employee Status’:

1. Employee (Active)

2. Retiree



3. Surviving Spouse

4. LOA (Paid)

5. LOA (Unpaid)

6. COBRA (State)

7. COBRA (Federal)

When a status change is implemented, the administrator may also need to create a life event to

make the appropriate change to coverages. Below is a table that identifies what action the

system takes with each status change. The possible actions are defined as:

All Terminated – All coverages are automatically terminated upon status change.

Life Event – No change is made. It is recommended that a life event be created

to manage any coverage changes needed.

N/A – This status change is not allowed.

Current Status New Status What happens to Coverages?

Employee Terminated All Terminated

Employee COBRA (State) All Terminated

Employee COBRA (Federal) All Terminated

Employee Retiree Life Event

Employee LOA (Unpaid) Life Event

Employee LOA (Paid) Life Event

Employee Surviving Spouse N/A

COBRA (State) Employee All Terminated

COBRA (State) COBRA (State) All Terminated

COBRA (State) COBRA (Federal) All Terminated

COBRA (State) Retiree All Terminated

COBRA (State) LOA (Unpaid) N/A

COBRA (State) LOA (Paid) N/A

COBRA (State) Surviving Spouse All Terminated

COBRA (Federal) Employee All Terminated

COBRA (Federal) COBRA (State) All Terminated

COBRA (Federal) COBRA (Federal) All Terminated

COBRA (Federal) Retiree All Terminated

COBRA (Federal) LOA (Unpaid) N/A

COBRA (Federal) LOA (Paid) N/A

COBRA (Federal) Surviving Spouse All Terminated



Change Employee Status: The below steps should only be taken if an automated census file is NOT being utilized.

• On the Home page, click “Find & Manage Employee” found in the top center content block titled Employee Management.


• Once you have selected the employee click on “Employee Status” on the left hand menu.

Retiree Employee Life Event

Retiree COBRA (State) All Terminated

Retiree COBRA (Federal) All Terminated

Retiree Retiree All Terminated

Retiree LOA (Unpaid) N/A

Retiree LOA (Paid) N/A

Retiree Surviving Spouse N/A

LOA (Unpaid) Employee Life Event

LOA (Unpaid) COBRA (State) All Terminated

LOA (Unpaid) COBRA (Federal) All Terminated

LOA (Unpaid) Retiree Life Event

LOA (Unpaid) LOA (Unpaid) All Terminated

LOA (Unpaid) LOA (Paid) Life Event

LOA (Unpaid) Surviving Spouse N/A

LOA (Paid) Employee Life Event

LOA (Paid) COBRA (State) All Terminated

LOA (Paid) COBRA (Federal) All Terminated

LOA (Paid) Retiree Life Event

LOA (Paid) LOA (Unpaid) Life Event

LOA (Paid) LOA (Paid) All Terminated

LOA (Paid) Surviving Spouse N/A

Surviving Spouse Employee Life Event

Surviving Spouse COBRA (State) All Terminated

Surviving Spouse COBRA (Federal) All Terminated

Surviving Spouse Retiree N/A

Surviving Spouse LOA (Unpaid) N/A

Surviving Spouse LOA (Paid) N/A

Surviving Spouse Surviving Spouse All Terminated



• Click on “Change Status” (Terminate is also an option on this page. See Termination section

for details.)

• Enter the requested information. Note: This screen will change based on the current

employee status.



When changing an active employee’s status to one of the COBRA options, you will need to

make sure the employee is terminated first before moving them to a COBRA status.

Terminate: The below steps should only be taken if an automated census file is NOT being utilized.

• On the Home page, click “Terminate an Employee” found in the top center content block titled Employee Management.




• Select the name of the employee you wish to terminate.

• Enter the employee termination date (last day on the job).

• Select the reason for termination.



• Click on “Terminate” to complete the termination.

Note: The system will calculate the termination date of each benefit according to the rules setup

in the system. The termination reason is necessary for COBRA. If in doubt as to the proper

reason, select “Termination of Employment.” This will allow the employee to be sent on the files

to your COBRA vendor and offered COBRA.

Rehire: The below steps should only be taken if an automated census file is NOT being utilized.

• On the Home page, click “Rehire an Employee” found in the top center content block titled

Employee Management.




• Select the name of the employee you wish to rehire.

• Enter the employee’s rehire date and click “save”.

• Re-enroll the employee in their benefits. The rehire function does not reinstate

benefits; it merely allows you to re-enroll the employee in benefits.



Change Password in MarketLink 1.0

• On the Home page, click “Reset a Password” found in the top center content block titled

Employee Management.


• Select the name of the employee who needs their password reset.

• To specify a new temporary password, enter it the New Password box and click Save.



• The employee can now login and will be prompted to change their password before

continuing in the system.

Change Password in MarketLink 2.0

On the Home page click on Employee Management.


• Select the name of the employee who needs their password reset.



• Click on Visit Employee in TIMS on the Employee Profile

• Click on CREATE NEW INTERACTION

• Click on MyMarketLink 2.0

• If the employee has not yet changed their password, you’ll be prompted to update

their password.

• If you need to reset the password from what it was changed to, go to the Employee

Profile.

• Click on Change Password

• Change the password and click on Save.



Unlock Account in MarketLink 1.0

If an employee account becomes locked and they are unable to login, the administrator can

unlock the account by clicking on the unlock button.

Unlock Account in MarketLink 2.0

Account will automatically unlock within 5 minutes. Please Note: You can only reset a password

once in a 24 hour period.

Recalculate Costs

To recalculate costs for an individual employee:



• Once you have selected the employee click on “Recalculate Costs” on the left hand menu.

• Choose either Select Benefits or All Benefits.



• Selecting All Benefits will automatically start the recalculation process and the results will

then be displayed.

• Clicking on Select Benefits will allow you to choose the calculation type, effective date, and

what benefits to recalculate.

• Click Recalculate to start the process.

• When complete, the results will be displayed.

Note: When recalculating, proration will not be applied to an FSA/HSA type benefit.





Auto/Default Benefit Processing

To process an automatic or default benefit for a specific employee:



• Once you have selected the employee click “Auto/Default Processing” on the left hand

menu.

• Select the plan year, enrollment period, and benefit type.

• Click Preview.

• Use the plus and minus signs on the left to display or hide details.

• To apply a benefit, choose Click to Select, and then click on Apply Selected Benefits.

Eligible Populations

Clicking on the Eligible Populations link will display all of the populations that the employee

belongs to.



Confirmation History

• The confirmation history is available for each employee.




• Once you have selected the employee click on “Confirmation History” on the left hand menu.

• Select the Current view for a plan year or the History.

• If History is selected, you will then see a list of the confirmation dates to choose from.

Billing History

The billing history is available for each employee.


• Once you have selected the employee click on “Billing History” on the left hand menu.



• Select the desired parameters (range, benefit, output, etc.).

• Click Submit



New Hire Enrollment / Open Enrollment (by Administrator)


titled Employee Management. Please Note: You will be navigating through the

MarketLink 1.0 Employee experience.

• Once you have located the employee, you will be able to make changes using the “New Hire

Enrollment” or “Open Enrollment” link on the left hand menu. (NOTE: If one or both of these

links is not visible, the employee is outside the new hire or open enrollment window as it has

been setup in the system.)

• Simply continue through the election screens and make the appropriate elections.

Life Events

After the new hire enrollment period and open enrollment periods have ended, you will need to

enter a “Life Event” to change an employee’s benefits. Each life event has a set of default

behaviors set at both the event level and the benefit level. It is important to understand these

behaviors before entering life events. For complete details on the life event configuration for

your group, please contact your Broker.

Behaviors set at Event Level:

• Display Order

• Max Days before Event

• Max Days after Event

• Auto Approve

• Change Effective Date

• Term Reason

• Visibility

Behaviors set at Benefit Level:

• Elect Benefit

• Increase Coverage

• Decrease Coverage

• Waive Benefit

• Add Dependent

• Drop Dependent



• Below is a table of the default term reasons and whether or not COBRA applies. Remember

these defaults may have been changed during the initial configuration, so please check with

your Broker.

Life Event Term Reason

Adoption Adoption (Non-COBRA)

Annulment Annulment (Non-COBRA)

Birth Birth (Non-COBRA)

Death of Dependent Dependent Death (Non-COBRA)

Dependent becomes Permanently Disabled

Disability (Non-COBRA)

Dependent Student Status Change Child becomes ineligible (COBRA)

Divorce Divorce (COBRA)

Domestic Partnership Creation Domestic partnership creation (Non-COBRA)

Domestic Partnership Dissolution Domestic partnership dissolution (Non-COBRA)

Employment Status Change Terminated due to change in employment level (COBRA)

Gain Custody of Dependent Other (Non-COBRA)

Legal Separation Legal separation (Non-COBRA)

Loss of Dependent Status Child becomes ineligible (COBRA)

Marriage Marriage (Non-COBRA)

Moved Other (Non-COBRA)

Other Other (Non-COBRA)

Change in Employment Level Terminated due to change in employment level (COBRA)

Overage Dependent Child becomes ineligible (COBRA)

Dependent Gains Coverage Voluntary coverage waive (Non-COBRA)

Dependent Loses Coverage Voluntary coverage waive (Non-COBRA)

Dependent Judgment Decree or Court Order

Other (Non-COBRA)

Gain Eligibility Medicare/Medicaid Voluntary coverage waive (Non-COBRA)

Lose Eligibility Medicare/Medicaid Voluntary coverage waive (Non-COBRA)

Significant Change in Cost of Coverage

Other (Non-COBRA)

Commuter/Transit Benefit Change

ACA Full Time Status Change

Administrative Override

To enter a life event:





• Once you have located the employee click “Life Events” on the left hand menu.

• Click on “New Life Event”.

• This will open a new window where you can report the life event.

• Select the event type from the drop down list.

• Enter the date of the life event.



• You may enter a note about the change for example you can indicate when documentation

was received.

• Click the “Save” button.

• Continue through the Enrollment Introduction and follow the prompts through to the

enrollment screens to make the necessary changes and/or new selections.

NOTE: The system has two different options for Life Events. Some events are automatically

approved and do not require an administrator to approve them. If the event you used does

require an approval process you must complete the approval process to complete the changes

by clicking on Life Event Processing once you have completed the Life Event. If the event you

used is an auto approved event, you would be required to enter another Life Event to make

additional changes if changes to the Life Event are needed.

Audit

For a complete Audit history for an employee:



• Once you have located the employee click on Audit.

• Use the plus/minus signs and History/Hide History buttons to navigate to the information in

each section.

• Clicking on Export to Spreadsheet will produce an excel spreadsheet of the audit details.

Each section is separated on a different worksheet within the excel workbook.



Notes

To add a note to an individual employee record:


• Once you have located the employee click on Notes.

• Select Add Note.

• Enter text and then click Save.



Employee Enrollment

Enrollment Summary

The employee enrollment experience will vary per client, plan year, and even employee based

on the client configuration and employee eligibility. Depending on the current status, each

employee will have one or more of the following options available when they log in:

• Enroll

• View My Full Benefits Summary

• View My Personal Info

• Make a Change to My Benefits – Life Events

• Update My Beneficiaries

• My Account



• Request Help

Benefit Enrollment Process – New Hire

The employee benefit enrollment can be entered by an administrator via the enrollment link on

the left content links on the Manage Employee page. (For more details, see the section on

Employee Management.) The employee enters the enrollment session by logging in and clicking

the Enroll link on the main page or the Update link (as displayed) if they had already walked

through the enrollment.

New Hire View Screen shots are of the MarketLink 2.0 Employee Experience



Employee Active View

My Benefits Summary

This page displays the employee’s current benefit elections statement and allows it to be printed

or saved as a PDF.



My Profile

The Personal Information page allows the employee to view the current demographic

information on file. The employee will only be able to make certain changes and will receive a

notice to contact their HR representative for additional changes.

Add a Life Event

This link will be available to create a Life Event for active employees who are no longer within

their New Hire status to make enrollment elections.



Update My Beneficiaries

To make changes to a beneficiary, click on the benefit name to be taken to that page and make

changes as needed. The current beneficiaries’ page lists all beneficiaries currently listed per

benefit. It allows for more than one beneficiary and requires that the allocation totals when

adding more than one beneficiary sum up to 100%.



Reporting Capabilities • All reports on the system are viewable in a web browser or exportable to an Excel

spreadsheet. Additionally, you may choose to run a report in the background, save a report,

or specify a schedule for the report. On the Home page, click “All Reports” found in the top right content block titled Group Management.



Please see the Report Guide in Appendix I for a complete listing of available reports and

descriptions.

Save a Report

• At the bottom of the page, click on the tab ‘Save this Report’.

• Enter a name for the Report.



• Set the report parameters (will vary per report).

• Click Save Report

This report will now be visible in the drop down menu for the Load Report field.

Run in Background

• At the bottom of the report page, click on the tab ‘Run in Background’.

• Enter the email address you would like the report delivered.

• Check the box to create a ticket if applicable.

• Click on Run Later.

Schedule Report

• At the bottom of the report page, click on the tab ‘Schedule Report’.

• Click on Create a new schedule.



• Enter a name for the scheduled report.

• Fill in the schedule parameters.

• Click Save

My Reports

All reports that have been run will be visible in the report queue indicating the time of success or

failure.

Schedules Reports Summary

If you click on the ‘My Reports’ tab on the left hand side, you will find a link titled “My

Scheduled”. From the summary page you can see each report that has a schedule and choose

to edit the schedule or view the generated reports. Filter options include: report type and hiding

or displaying inactive schedules.



Data Import

The Data Center provides options for importing data and reviewing the import and export

history. Imports are available for employee data, dependent data, coverage data, and

beneficiary data.

Formatting

Each cell on the spreadsheet generated by the system contains specific formatting based on the

field it represents. Employee data fields such as hire date and birth date are set to a date

format. Other fields such as last name and password are formatted for text.

Copying data from another spreadsheet will overwrite this formatting and may cause import

errors. It is important to know that checking the format assigned in excel does not always

indicate how this data will be treated by the system. Excel formatting will display according to

the prior location of the copied data. Therefore, you must review the actual contents displayed in

the formula bar to verify the format and see what will be imported.

For example, a numerical password of 19760211 might get copied to the spreadsheet. What

you see displayed is "19760211" due to the format. However, the actual contents of the cell is

"3/5/1970 8:54:00 AM".

Employee Data

New Employee Worksheet

Step 1: Download a New Employee Worksheet located in the Data Center.

a. Click on Data.

b. Click on New Employee Worksheet in the Employee Data section.

c. A spreadsheet will appear.

d. The first tab will include all the fields you will need to populate with the client employee

demographic data. Required fields will be indicated with a RED column header.

e. The second tab has some instructions including some values that need to be used in

certain fields. If there are values on the second tab for a particular field, you will need to enter the values exactly as they appear.

Step 2: Create your Import file

a. Fill out the spreadsheet with your client’s employee demographic details.

b. The first tab will include all the fields you will need to populate with the client employee


c. The second tab contains important instructions including some values that need to be

used in certain fields. If there are values on the second tab for a particular field, you will need to enter the values exactly as they appear.



d. Save your file. You may want to keep this file for future reference.

e. Note: Remember that your file must be saved as file type .xml.

Step 3: Importing your Data

a. Click on Browse in the Employee Data section and find your file.

b. Select the correct Salary year for your import data.

c. Click on Upload. Step 4: Reviewing your results

a. A summary will appear that will indicate how many employees were loaded and how many records were not loaded due to errors.

Step 5: Retrieving and Scrubbing Error Records

a. Click on the link provided under the import results to retrieve a new spreadsheet. This

will take you to the Tickets page.



c. On the Ticket Details page, click on the file number in the Attachments section. This will

open a new spreadsheet.

d. This file contains all the records with errors. Scroll to the far right column and review the

error details.

e. Correct the errors on this spreadsheet.

f. Save the file. Note: The file will load with the error column still intact.

g. Change the status of the ticket to closed and click save.

h. Return to the Data Center and complete Step 3 above to import this updated

information.

i. Repeat this process if any additional errors are identified.



Employee Update Worksheet

This feature provides the ability to update one or more fields across employees without

accessing each employee record. (Please Note: This should only be used if the client is NOT

utilizing an automated census file.) If an update is made, you may need to contact the carrier(s).

Step 1: Create and Download an Employee Update Worksheet located in the Data Center.

a. Click on Data.

b. Click on the Employee Update Worksheet link in the Employee Data section. Formatting

options will now be visible.

c. Select the fields you wish to be included on the import spreadsheet from the Available

Fields box on the left and move them (by clicking the arrow provided) to the Selected

Fields box on the right.

Note: The first column on the spreadsheet is automatically the SSN.



d. Click the box next to ‘Generate Empty Worksheet’ to create a worksheet without the

current employees pre-loaded. To create a worksheet with the employees pre-loaded,

leave this box unchecked.

e. Select the correct plan year for the Benefit Salary.

f. To save this report as a template that you can use later, type in a Name and click Save

Import.

g. Click Generate.

h. A spreadsheet will appear.


a. Fill out the spreadsheet with the updated demographic details.




used in certain fields. If there are values on the second tab for a particular field, you will

need to enter the values exactly as they appear.




a. Click on Browse in the Employee Data section and find your file.



b. Select the correct Salary year for your import data.

c. Click on Upload.

Step 4: Reviewing your results

(Refer to Employee Data: New Employee Worksheet, Step 4)



Dependent Data

New Dependent Worksheet

Please Note: You may need to contact the carrier(s) directly with the updates.

Step 1: Download a New Dependent Worksheet located in the Data Center.

a. Click on Data.

b. Click on New Dependent Worksheet in the Dependent Data section.


d. The first tab will include all the fields you will need to populate with the client employee


e. The second tab has some instructions including some values that need to be used in

certain fields. If there are values on the second tab for a particular field, you will need to

enter the values exactly as they appear.


a. Fill out the spreadsheet with your client’s employee dependent details.











a. Click on Browse in the Dependent Data section and find your file.

b. Click on Upload.





Coverage Data

Plan Year Worksheet

Ensure you work with your EDI Team to coordinate baselines that may need to be run.

If the effective date is past a specified timeframe, you may need to check with the carriers to

confirm if they will accept it.

Step 1: Download a Plan Year Worksheet located in the Data Center.

a. Click on Data.

b. Click on the Plan Year Worksheet link for the correct plan year in the Coverage Data

section. Benefit options will now be visible.

c. Select either All or the single benefit you wish to be included on the import spreadsheet.

If you need to import multiple benefits, it may be easier to manage if you do a few at a

time. For Example: Create one spreadsheet for all level based benefits (medical, dental,

vision), then create a second spreadsheet for volume based benefits (basic life,

voluntary life, spouse life, etc.).

d. Click Generate.

e. A spreadsheet will appear.


a. Fill out the spreadsheet with the employee coverages details.


coverages data. Required fields will be indicated with a RED column header.






d. The third tab allows the configuration parameters to be set. More information on how

these configurations affect the import behavior is provided on the configuration

worksheet page to assist you in determining the correct settings.

e. Save your file. You may want to keep this file for future reference.

f. Note: Remember that your file must be saved as file type .xml.


a. Click on Browse in the Coverage Data section and find your file.

b. Click on Upload.





Beneficiary Data

New Beneficiary Worksheet

Step 1: Download a New Beneficiary Worksheet located in the Data Center.

a. Click on Data.

b. Click on the Plan Year Worksheet link for the correct plan year in the Beneficiary Data

section.



a. Fill out the spreadsheet with the beneficiary details.


beneficiary data. Required fields will be indicated with a RED column header.


used in certain fields. If there are values on the second tab for a particular field, you will need to enter the values exactly as they appear.






a. Click on Browse in the Beneficiary Data section and find your file.

b. Click on Upload.





Import History

• To view a history of prior imports:

• Go to the Data Center.

• Click on Import History.

• To view the details of the import, click on Report.

• To view an associated ticket, click directly on the ticket number.

Export History

The export history page provides a detailed listing of all exports. On the summary page you can

apply filters to narrow summary listing. For each import listed you can then open the file or view

the details.



Tickets

If utilizing the Premium Billing section of MarketLink, all tickets must be closed prior to the

reports being run. Any open tickets may cause a discrepancy in MarketLink’s records for

premium billing vs. the Carrier.

Ticket Summary

• Click on Tickets.

• Use the filters to narrow the results, enter search criteria.

Ticket Details

• Click on Details to view the ticket and access any associated documentation.



Edit Ticket

• To edit an existing ticket, click on edit.

New Ticket

• Click on Add New Ticket on the Tickets dropdown menu to manually enter a ticket.

• Enter the summary, description, Plan Year, category, and assign an administrator.

• Click Save.



Ticket Report

Clicking on the Ticket Report button will download a summary report of all tickets that will

include: Category, Status, Date Created, Assigned To, and Summary.



Premium Billing

The system automatically produces a monthly bill for your employee benefits. This bill will be

generated on the date specified during setup. A date can be entered for a preview bill, a final

bill, and the posting of the bill. The date of the preview and final billing run can be viewed at the

bottom of the premium billing main page.

Bills can also be run manually. When a manual run request is made, the bill is run using a

background process so you will need to come back to the billing page after a few minutes to see

if it has been completed.

Billing Period Status:

The status button on the billing page will either show green or red. Green indicates there are no

open items to be resolved before posting can be done. Red indicates there are open tickets with

items to be resolved before the billing period can be posted. For more information on ticket

items and processing, please see the Tickets section of this manual.



View Monthly Billing

• Click on “Billing” link at the top.

• Select the date for the period you wish to view.



Premium bills can be filtered by Carrier, Benefit, or Plan.

• To select a sort option click directly on the column titled “Carrier” or “Benefit” or “Plan”.

• To display a detailed listing for a carrier or benefit, click on the specific name of the carrier or

benefit you wish to view.

• To view a detailed listing of all carriers and benefits, click on the link “Click here for a full

company roster”.

• All detailed bill listings can be downloaded as an excel spreadsheet.

Edit Premium Billing

To change the bill, you need to change the enrollment data for the individual(s) that is (are)

incorrect and then have the system recalculate the bill. (Note: Once a bill has been posted, the

billing cycle is closed and changes cannot be made.)



There are two ways to access the employee page to update the coverage information:

1. From the detailed billing page, click directly on the name of the employee.

2. Go to Employee Management and follow the standard look-up procedures. (See

Employee Management section for more details.)

When all coverages have been updated:

• Return to the Premium Billing page.

• Click on the link ‘Click here to redo billing for period YYYY-MM-DD’.

• Click Okay when asked to verify you want to recalculate.

• The bill will be recalculated. Repeat this process until satisfied with the billing results.

NOTE: Most carriers have retro-active rules that do not allow credits back further than 45 to 60

days. If the retro termination exceeds the carrier’s retro rule the carrier may not credit your

account with the money prior to the limit.

Create a Manual Adjustment

To create a manual adjustment:

• Go to the billing period.

• Select the specific carrier that requires adjustment.

• At the bottom of the details page, click the Adjust button.

• You will first be required to select the employee.

– To select the employee, click Choose Subscriber and search by name. Highlight the

employee’s name and click Okay.

• Fill in the remaining information and click Save.

Note: When the ‘Exclude from Adjustment Calculations’ box is checked, the premium billing

system will not consider this adjustment as it calculates retroactive premiums.



Post Billing

Once the billing has been posted, no changes can be made to that billing period. It is therefore

very important to make sure all coverage changes, adjustments, and recalculations have been

completed before posting a billing period.

To post the billing:

• Return to the Premium Billing page.

• Click on the link ‘Click here to post billing for period YYYY-MM-DD’.

• Click Okay when asked to verify you want to post for the last billing period.

Reminder: If the status button for the billing period is red, there are open tickets that need to be

handled prior to posting the billing period.



Carrier Remittance Summaries

The carrier remittance summaries are a quick snap shot of the billing cycle that includes the

information needed for carriers that are normally on a self-bill.

Note: Remittance summaries are optional and must be configured for a client before this option

will be visible. If you do not see the option to view remittance summaries and would like this

made available, please contact your Broker for assistance.

To view this statement:

• Return to the Billing Premium Page.

• Click View in the Remittance Summary column for the period you would like to see.

System Management

Administrators

Add Administrator

• On the Home page, click “Add/Change Administrator” found in the top right content block titled Group Management.

• Click the “New Admin” button at the bottom.

• Fill in the requested information. Make sure time zone is accurately set to reflect your time

zone.

• On Field Access Role, choose “Read Only” or “Update All” (NOTE: Do not select Import or

Subscriber.)

• To obtain more information about an Available Role, place your cursor over the ‘i' icon. A list

of capabilities assigned to the role will be displayed.

• Make sure to enter an email address so that the administrator may take advantage of the

“forgot password” link.

• Leave the date account disabled blank.

• Click Save

Edit Administrator

• On the Home page, click “Add/Change Administrator” found in the top right content block titled Group Management.

• Click on the Username of the administrator you wish to update.

• From this screen you can update all administrator information.

• You can disable an account by clicking the Disable Account Button.



Unlock Administrator Account

If an administrator has three failed login attempts their account will be automatically locked by

the system.

On the Home page, click “Add/Change Administrator” found in the top right content block titled Group Management and click on the “Clear Lock” button at the bottom of the page.

Reset Administrator Password

On the Home page, click “Add/Change Administrator” found in the top right content block titled Group Management and click on the “Reset Password” button.

Disable Administrator

On the Home page, click “Add/Change Administrator” found in the top right content block titled Group Management and click on the “Disable Account” button.

Notifications

Automatic notifications can be set for the following areas (options are dependent on

administrator role):

• Automatic/Default Benefits

• Contact Administrator

• Data Watcher

• Exports

• Exports Data Rejections

• Exports Preference Rejections

• FTP Account Changed

• Imports

• Life Events

• New Administrator

• New Subscriber

• Premium Billing Automation

The notification options are:

• None

• Email (specify one or more email addresses)

• Ticket

• Message



• All Methods

Examples

Life Event:



Data Watcher:

Batch Processes

There are two options available for batch processing:

1. Generate Organization Confirms

2. Open Enrollment Email



Generate Organization Confirms

This will produce a PDF containing the confirmation statements for the population selected. To

begin the process:

• On the Home page, click “Send Batch Confirmation” found in the top right content block titled Group Management.

• Click on Generate Organization Confirms.

• Complete the available selections.

• Click on Generate Now.

Important Note: Once you have clicked on Generate Now, the system will begin processing

your request. Once complete, a ticket will be generated with the file you requested. Go to the

main Ticket page to look for the ticket. Depending on the size of the group, this may take a few

minutes. Please do not make an additional request as this will make the process take longer

and produce double the results.



Open Enrollment Email

The open enrollment email allows an administrator to send an email to a group of employees

containing either their confirmation statement or a message concerning incomplete or not

started enrollments.



Upload Logo File

To upload a logo click browse, select the file, and then click upload.



You can also choose to load a different logo for a subset of employees by adding logos for a

specified population(s).



Auto/Default Benefit Processing

For clients with less than 1000 lives, to process an automatic or default benefit:

• Click on Auto/Default Benefit Processing.

• Select the plan year, enrollment type, and benefit type.



• Click Preview

• Use the plus and minus signs on the left to display or hide details.

• To apply a benefit, choose Click to Select, and then click on Apply Selected Benefits.

For clients with more than 1000 lives, to process an automatic or default benefit:

• Click on Auto/Default Benefit Processing.

• Select the plan year, enrollment type, and benefit type.

• Click Preview to generate a file to review prior to applying benefits.

• Click Apply to apply all benefits without previewing.

Note: Both preview and apply options will generate a job that will process in the background.

Once the file is complete, it will be attached to a ticket for review.



Appendix I: Report Guide

Introduction

The system provides many reporting options to accommodate various administrative functions.

Many of the reports include tools for further flexibility such as selecting which fields are to be

included.

Most of the reports may be viewed, printed, or exported to Excel.

How to Create Reports

• On the Home page, click “All Reports” found in the top right content block titled Group

Management or on Report Center found on the top ribbon.

You will now see the main page for Reports and Graphs.



Available Reports NAME DESCRIPTION

Plan Year Specific

Abandoned Shopping Cart Report

ACA 1094-C Report

A standard report that provides detail, by employee, of the 1094-C data for each month of the reporting year.

ACA 1095-C Changes Report

A standard report that shows 1095-C changes by employee.

ACA Monitoring Report

An easily customizable report that provides information about Measurement, Gaining



and Losing FT Status as well as potential penalties.

ACA Paper Form Opt Out Report

A standard report that provides a list of employees that have elected to receive their 1095-C form electronically.

Life Event Report

Most popular report that can easily be customized to show employees that have a current life or processed life event during a specified period of time.

Notification History Report

A standard report that shows all past notifications sent to each employee.

Recent Activity Report

A standard report that shows account activity by selected activity and date range.

Employee Enrollment Rosters

This report shows all employees enrolled in benefits. You may select active, termed, or all employees. A combined roster of all benefits or one specific benefit can be selected.

Dependent Enrollment Roster

This report shows all dependents currently enrolled in benefits. A separate report is provided for each benefit.

Dependent Benefits Changes Report

An easily customizable report to show dependent coverage enrollment changes within a plan year.

Dependent Demographic Changes Report

An easily customizable report to show dependent demographic changes within a specified period in time.

Dependent Eligibility Report

An easily customizable report that captures eligibility for dependents at any enrollment type selected.

Document Request Processing Report

Use this report to view your organizations document management activity.

Primary Care Physician Report

A combined report of all benefits that includes the specified PCP Name and PCP code.

Payroll Deduction Report

A listing of payroll deductions for current employees. (One line per payroll deduction per employee.) A request can be made to show only the changes made during a specific date range.

Total Payroll Deduction Report

A standard report to show the total payroll deduction for each employee per deduction period.



Benefit Plan Graphs

A graph reflecting the enrollment statistics for each plan, one benefit at a time. (This also includes the number of declinations reported.)

Validation Data Report

A listing of all data validation errors for the specified plan year.

Population Usages Report

This report lists all usages of defined populations.

Employee Demographic Changes Report

A listing of demographic field changes based on either a specified date range or the plan year. The demographic fields to be included can be selected by the user.

Benefits Changes Report

A listing of coverage field changes based on a specified date range. The coverage fields to be included can be selected by the user.

Data Comparison Report

This report compares demographic, coverage, and premium data for subscribers and dependents as well as look at beneficiary data.

Billing Variance Report

This report compares two billing periods and identifies the difference and reasons for the variance.

Employee Census Report

A listing of all employees or a group of employees selected by employment status. This report can be run for either a specified date range or the entire plan year.

Dependents Census Report

A listing of all dependents or a group dependents selected by the employee’s employment status. This report can be run for either a specified date range or the entire plan year.

Employee New Hires Report

A listing of all new hires entered 30, 60, 90, 180 days or one year prior to the report run date.

Employee Termination Report

A listing of all terminations entered 30, 60, 90, 180 days or one year prior to the report run date.



Employee Graph

A graphical representation of current employees and terminated employees.

End of Plan Year Adjustment Report

This report contains the list of Adjustments that exist on the last paycheck of the Plan Year.

Enrollment Form and Confirmation Data

Newly Enrolled Dependent Coverages Report

Overage Dependents Report

A listing of all overage dependents as of the current day or 30, 60, 90, or 180 days after the current date.

Benefit Report

This report displays a roster of the employees enrolled in a specified benefit or group of benefits. A single plan or a selection of plans may be chosen for this report. The entire plan year may be selected or a starting date to track changes only. ** This report provides many selection options for fields at each level (benefits, demographics, etc.).

Restricted Enrollments Report

A listing of all employees whose enrollment has been restricted by the administrator.

EOI Report

A listing of all pending EOI’s for the specified plan year.

Complete Enrollments Report

A standard report to show completed employee enrollment activity by plan year.

Incomplete Enrollments Report

A standard report to show incomplete employee enrollment activity by plan year.

Not Started Enrollments Report

A standard report to show employees who did not start the enrollment process by plan year.

Coordination Benefits Report

A listing of possible related employees to assist in coordinating proper benefit coverage.

Employees with Undeliverable Email

A listing of all employees whose email address has been flagged as undeliverable.

Beneficiary Report



A listing of beneficiaries for specified benefits in the selected plan year.

Survey Report

A listing of the survey benefits and corresponding responses given or specified

benefits in the selected plan year.

Extended Billing Report

This report is similar to the extended billing spreadsheet found in premium

billing, but it has more options to allow for configuration of which fields are

included in the report.

Subscriber Eligibility Report

This report captures information on eligibility for employees at any enrollment type you select (Initial Enrollment, Life Event, Open Enrollment)

HCR W2 Report

Beginning with the Tax year 2013, this report will aid you in reporting employer-sponsored healthcare contributions and coverage’s on each employee’s W2.

Defined Benefits Contributions Report

This report captures information on Defined Benefit Contributions.

Administrator Role Changes Report

This report will show roles that have been added and roles that have been deleted for admins within the system.

HCR W2 Report (Health Care Reform)

Health Care Reform (HCR) requires that employers report employer-sponsored healthcare

coverage’s on each employee’s W2, beginning with the Tax year 2013 this report will aid you in

reporting employer contributions.

a. Go to the Report Center

b. Under Available Reports select ‘All’

c. Find: HCR W2 Report

d. Select the Tax Year for which you are reporting

e. Select the Available Benefit Types, Plans, and optional Employee Fields that you require

f. Provide your Email Address to receive a notification via email when your report is

complete. If you prefer a ticket to be generated on the home page you can also select

the “Create a ticket option”



g. Click on Run Later. Depending on the size of your group you should receive the email

within 5-20 minutes.

h. Click Run Later, and you will be notified via email when your report is complete

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