State of Ohio Open Enrollment 20082009

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State of OhioOpen Enrollment 2008-2009

• Focus on using OAKS Self Service
• Direct employees to BAS web site for information
• Advantages
• for employee
• for agency HR staff
• for the State
• Current Benefits Confirmation of new choices
• Dependent Eligibility
• Other issues

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Using OAKS Self-Service

• Self Service is a major feature of OAKS
• Use same process as with ePay
• http//oaks.ohio.gov/
• Password issues
• OAKS Help Desk email support DASHRD.HCMOAKSSUPPORT
  _at_das.state.oh.us
• OAKS help desk
• 614-466-8857 or 1-800-409-1205
• Sign in
• Benefits option
• Benefits Summary
• Life Events
• Benefits Enrollment

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Information at BAS web site

• New look and feel
• Separate link for OE information
• Rate table
• Health Plan comparison guide
• Directions on how to use OAKS self-service
• Dependent eligibility information
• Forms for benefit enrollment if employee chooses
  to not use self-service
• Forms for Supplemental Life enrollment
• Link to Union Benefits Trust for bargaining unit
  employees
• www.ohio.gov/employeebenefits

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Employee Advantages

• Convenience
• Can access from work, home or any internet
  connected computer during available hours
• Accuracy
• Employee wont have to worry about data entry
  errors. They put the information into the
  Benefits module themselves

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Agency Advantages

• Fewer paper forms to process
• Fewer questions from employees about benefits
• More time to focus on other issues
• May require more employee assistance initially
  but should reduce work load over time.

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Advantages for the State

• Real savings resulting from minimal mailings to
  employees
• Information employees need is on the BAS web site
  resulting in much lower printing costs
• Reinforces the use of OAKS self service as the
  way forward for employees to access and control
  their benefits

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Current Employee Benefits

• In the past, employees have received a letter
  advising them of their current benefits
• Employees can now see their current benefit
  selections through self-service
• Printing and mailing costs saved by use of self
  service
• Agency HR personnel dont have to look up current
  information for employees
• Current Benefits letter will be available to be
  printed should an employee request one

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Confirmation of Benefit Choices

• Confirmation letters will not be sent to
  employees
• Employees can use Self Service to confirm new
  choices
• Instructions on how to confirm choices through
  Self Service will be on BAS web site
• Will save printing, postage, and agency personnel
  costs
• Confirmation letters can be printed by agency
  personnel if requested by employee

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Dependent Eligibility

• Very important issue
• Ineligible dependents cost the state money
• State of Tennessee found 17 of its dependents
  were ineligible for benefits
• This forces larger premium increases than may
  really be necessary

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Dependent Eligibility

• Controlling health care costs is one of our
  greatest challenges
• If ineligible dependents account for even 5 of
  health care claims from State employees and
  dependents, that means 25 million in savings if
  those dependents are removed
• This represents real savings for employees and
  agencies

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Dependent Eligibility

• Who are ineligible dependents?
• Children who are over age 18 and not enrolled in
  school
• Grown children over the age of 23 who are not
  disabled
• Ex-Spouses who were never removed from the health
  plan when the divorce occurred
• Ex-spouses added to the plan when the court
  ordered the employee to provide health care
  coverage

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Dependent Eligibility

• Examples of ineligible dependents
• Grand children
• Live in partners/roommates/family
• Children now working for the State who are
  eligible for health care or have signed up for
  health care in their own name
• Spouses who work for the State and are signed up
  for health care coverage under their own name
• Anyone else who does not meet the eligibility
  rules

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Dependent Eligibility

• Dependent Eligibility rules are on the BAS web
  site
• Agency HR personnel should know the eligibility
  rules
• Emphasize to employees the importance of
  following the rules
• Follow proof procedures recently published as
  part of eligibility policy
• Contact HRD Policy or BAS if uncertain about
  dependent eligibility policy
• Enrolling an ineligible dependent for benefits is
  fraud and fraud is a crime

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Proof of Eligibility

• Proof Policy
• Applies to all three ways dependents can be added
• New Hire
• Life Event
• Open Enrollment
• Query to run after open enrollment
• Identifies added dependents
• Proof must be provided to agency HR office
• Agency should send confirmation to HCM Support
  that proof was received

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Other Issues

• Unknown or expired OAKS passwords
• Refer to OAKS help desk to reset password
• Employee may need help contacting help desk
• Access to an internet connected computer
• Self Service only works if all employees have
  access
• Employees shouldnt be denied access because of
  their work location
• Set up access in break rooms, lunch areas or
  unused offices so employees can use Self Service
  year round

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Other Issues

• Print and put up OE posters
• Some employees may need assistance using BAS web
  site
• Be willing to print information for employees who
  request it
• Show employees the BAS web site and where
  information is located
• This is a new process and some employees will
  need your help

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Final Word

• OAKS has been live for 18 months
• Self service offers all of us the chance to
  realize the efficiency that OAKS has promised.
• We know that some employees wont want to use
  OAKS.
• Encourage employees to try OAKS but be willing to
  assist employees in meeting their open enrollment
  needs