Congratulations! You’ve officially enrolled your business in a Trovia plan. You’re embracing the future of health insurance benefits and giving your employees the power of choice with an ICHRA group health plan that uses payroll deducted-premiums, pre-tax. These are exciting times, and we’re here to help you navigate what comes next: the employee onboarding process. With these few simple tips, it can be seamless for HR administrators and employees, alike.
Things to know before you begin employee onboarding
Before the ICHRA onboarding process begins, it’s helpful to get all of your employees prepared with what they’ll need. First, encourage employees to really think about their family dynamics, how much they’re using their doctors and which aspects of their current plan is or isn’t working for them. “Mentally doing an inventory of their personal health care journeys is helpful. Have them think about what doctors they go to, what their coverage looks like today, research the coverage they might need in the future and understand what their budget might be,” says Julie Halgren, marketing director at Nexben.
After you’ve set up your business in Trovia and loaded your employee data, you’ll send out an email to employees that includes a link to set up a personal account. Keep in mind that the employees will have seven days to complete this task before the link expires. They’ll need to know their basic personal information, including social security numbers, and lists of any dependents that may be enrolled on the account with them. Having employees fully prepared for these tasks makes the whole process easier for everyone involved. In the event an employee did not fill out their information in the seven day-window, you can resend the account creation email through your Admin view.
Exploring the employee benefits portal and selecting a plan
Once the employee has logged into their portal, they’ll need to double check that all personal information for both the employee and their respective dependents is correct. After that, the personalized marketplace shopping experience begins for employees. “If you think about shopping online at Amazon, it’s a really similar experience.” Halgren says, “Employees can browse, add a plan to their cart, and check out. All insurance carriers that have plans in their area will pop up, but they can begin to narrow down quickly based on the ones that best fit their needs.”
If your employees have additional questions on how Trovia works, they’ll find many of the answers in this guide.
Keep in mind that if an employee chooses a health insurance plan but then decides different coverage would better suit their needs, they are able to change the plan at any time during the open enrollment period. After your company’s open enrollment ends, no additional plan changes can be made. If a qualifying life event occurs, like getting married, having a baby, or moving, it’s important to note that the employee is responsible for updating their profile in the system and calling the carrier directly to inform them of this change.
Employer benefits: Using the administrator view
As an administrator, you can go into the portal and change things on behalf of employees, if necessary. This includes
- Regenerating user account emails
- Removing employees if they no longer work for the company
- Enrolling employees based upon their requests
However, as an administrator, you cannot give advice on what coverage employees should choose. For more information on the steps in the enrollment process, a step-by-step guide and video tutorial can be found under the “Learn” tab in the Trovia portal.
We hope that the onboarding process is a smooth one, but if you or your employees ever have any questions about Trovia or ICHRA, we’re available at 1-877-4-Trovia for support.