1. Make the Sale
TASK # / TASK DESCRIPTION / TIMEFRAME / RESPONSIBLEPARTIES / Tools & Info Needed to Complete task / Target
Date /
1 / Introduce the PE concept (high-level)
· Establish time/date for formal extended meeting with decision-maker(s)
· Send/deliver Census & Initial Interview Form
· Census form optional / Day 1 / BROKER
Employer / · Your Exchange site
· Census Form
· Initial Interview(II) form
· ER presentation
2 / Return completed Census to agent / Week 1 / Employer / · Completed Census
3 / Prepare to meet with executives/decision-makers
· Review presentation
· Create a “leave-behind” packet/folder for execs
o Articles about H.S.A.’s, DC plans, reform, etc.
o Business cards
*ALTERNATIVE –
· Use ER Page of your Exchange Site to sell the concept
· Can be done in person or over the phone / 1-2 days before Executive Meeting / BROKER / · Presentations
· Articles/white papers
· Completed census
· Completed II Form
· Business cards
· ER Page of Private Exchange Site
4 / Close the sale with decision-maker(s). Use above preparation/docs to
1. Sell the PE concept
2. Illustrate the savings/benefits for the Employer/company
3. Illustrate the savings/benefits for the Employees
4. Discuss including DC/PRA
5. Summarize next steps
6. Schedule enrollment/promotion of exchange site time-frame
7. Discuss option of outbound calls (ER would need to provide contact info *template available in toolkit)
8. If necessary, schedule a time with TPA to demo administration platform / TBD / BROKER
Employer
TPA (Optional) / · Use above tools/info
· Calendar
· TPA Affiliate Referral process
2. Plan Design and Set Up
TASK # / TASK DESCRIPTION / TIMEFRAME / RESPONSIBLEPARTIES / Tools & Info Needed to Complete task / Target
Date /
5 / If offering DC/PRA Complete Set Up
· Follow process outlined by TPA / 25 min. / Employer
TPA
BROKER
(Optional) / · Company Contact Information
· Company Billing Information
· TPA Affiliate Referral process
6 / ER Design DC/PRA Plan Online –
· Define contribution amounts for employee classes
· Define eligible categories of expenses
· Select eligibility requirements / 15 min. / Employer
TPA / · TPA’s Online Plan Design or manual process
7 / Launch Plan and Adopt Plan Documents
· Select plan effective date and renewal date
· Print and sign plan documents / 5 min. / Employer
TPA
8 / Enroll Employees and Send Welcome Kit
· Add employees online or complete the enrollment file (20+ employees) / 15 min. / Employer
TPA / · Blank Enrollment File (optional)
9 / Send Employee Welcome Kits
· Email or print automatically generated Welcome Kits
· Can include link to exchange site to shop for benefits / 5 min. / Employer
TPA
3. Employee Health Plan Enrollment
TASK # / TASK DESCRIPTION / TIMEFRAME / RESPONSIBLEPARTIES / Tools & Info Needed to Complete task / Target
Date /
10 / Prep &communication for all employee consultations
(Group meeting or webinar to kick off may help with participation)
· Provide meeting spaces
· Assist with scheduling
· Remember you are selling the concept here not the products
Ensure leadership promotion/attendance / Week 2 / Employer / · Email template
· Co-Branded marketing materials
11 / Plan for Group Meeting with Employees – IF NECESSARY
· Ensure coordination of time/place/logistics with Employer contact
· Webinars can be an excellent alternative and recording can be posted on employers website for future reference
Stress executive attendance at all group meetings / Week 2 / BROKER / · Presentation (hand-outs or on screen)
· Menu of options
· Other Co-branded materials
12 / Promote Private Exchange/call center for one-on-one consultations
o Use email marketing and other agreed upon methods to promote Exchange site visits
o Upload Census/contact info for outbound calls / Week 2 / BROKER / · Co-branded EE materials
· Census/contact info form template
13 / Track call center activity
o Log in to Agent Cubed with VP_ log in to track call center activity
o If you are handling any of the leads yourself they will be found in your Agent_ log in on Agent Cubed
o Set up your Agent log in to email notify you of new leads / Week 2 / Employer
BROKER
Employees / · Agent Cubed VP log in
· Agent Cubed Agent log in
14 / Pay first month’s premiums / Week4 / Employee
15 / If using DC/PRA - Submit Claim for Reimbursement
· Login to personal account or print fax claim form
· Send completed claim and proof of expense to TPA
· (future exchange integration will eliminate EE activity) / Week 4 / Employee / · Online or Fax Claim Form
· Proof of Purchase
16 / Reimburse approved expenses to employees / Week 6 / Employer/TPA / · TPA Platform
17 / “Hand-off” of any on-going admin:
· Accessing employer reports
Understanding various reports / Week 6 / TPA
Employer
BROKER
4. Renewal Time-line: 6-8 week BEFORE renewal!
TASK # / TASK DESCRIPTION / TIMEFRAME / RESPONSIBLEPARTIES / Tools & Info Needed to Complete task / Target
Date /
18 / Review plan design and use TPA platform to make edits to plan design / Week of renewal / Employer
TPA
BROKER / · TPA’s plan design options
· TPA’s Reports
19 / Promote Private Exchange site and 800 number for ongoing insure needs
· Follow up and complete sale for any leads directed to yourself / 6-8 weeks before renewal date / BROKER
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