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OPEN ENROLLMENT 2010 INSTRUCTIONS
 
  Overview New This Year Logging In Emp Info Elections
  Flex Accounts Dependents Review/Print Resubmit Logging Out
 

OVERVIEW

The Open Enrollment period begins on October 14, 2009 at 8 am and closes on October 30, 2009 at 5 pm. The online Open Enrollment system is designed for making Health, Dental and Vision plan option selections and changes to covered dependents for the calendar year 2010. You can also change your current level of coverage for family members by adding or deleting dependents. Open Enrollment can also be used to enroll in the Flexible Spending Accounts (Medical Expense Account and/or Dependent Care Account).

Please note: Enrollment in the pre-tax plans from year to year is not automatic. All employees must enroll for 2010 even if you wish to waive coverage.

Waiving Coverage - If you are waiving Health, and/or Dental, and/or Vision coverage, refer to the Selecting Your Benefit Elections section. If you do not want coverage for yourself,  then you cannot enroll any dependents for coverage.

 Before you log on to enroll, make sure you consider the following:
•Do you want health coverage?
 •Review your benefit materials and share them with your family
 •Have you added or lost eligible dependents?
 •Does your spouse’s employer offer benefits?
 •If you did not enroll for Dental or Vision coverage last year, do you want to enroll this year?
 •Do you want to enroll in a Flexible Spending Account?

 Medical and Dental Enrollment
 •Name of Medical Plan and PCP Number
 •Name of Dental Plan and dental facility if selecting the DHMO Dental Plan

 Flexible Spending Accounts
•Amount to contribute to the Medical Expense Account on a bi-weekly basis
 •Amount to contribute to the Dependent Care Account on a bi-weekly basis

 Dependent Information
•

Name, Date of Birth, and Social Security number
•

Dependents that are no longer eligible because they have reached the age of 30 have been removed for enrollment for 2010
• Student documentation or Affidavit of Financial Support for all dependents over the age of 18 must be submitted by January 20, 2010 in order for the dependent to continue to be enrolled for the Year 2010. It is the employee’s responsibility to remove any dependent shown who is no longer eligible

Note: Federal regulations require that Broward County plans have a dependent’s Social Security number on record. Your dependent will not be covered under the plans unless you provide the plan with his or her Social Security number. If your dependent is not a citizen of the United States or is a newborn, enter 9 zeros (000-00-0000) for the social security number.

System Timeout

 The Open Enrollment system is currently configured to timeout after 15 minutes of inactivity. If a timeout occurs, you will be automatically redirected back to the Welcome Page and you will need to select the “I Acknowledge the Employee Statement” button again and log back in. Also, please note that if a timeout occurs, data may be lost and it may need to be re-entered.

NEW THIS YEAR
•

Mandatory online enrollment
•

After logging in, the right pane of the Employee Information section will display the employee's current coverage for 2009. This information is used to assist employees with remembering which plans they are currently enrolled in.
•

There will no longer be a Health HMO offering
•

There will no longer be a Dental Schedule PPO offering
•

When enrolling in a Health option, two affidavit dialog boxes will appear. The first affidavit requires an indication of whether or not the employee or any of the dependent enrollees use or have used tobacco within the past 90 days. Please note that a positive response will result in a surcharge of $20 per pay period. The second affidavit requires an acknowledgement that a surcharge of $20 per pay period will be assessed if the employee does not participate in the Biometric Screening/Online Health Risk Assessment program
• Retirees/COBRA enrollees will be handled by a Third Party Administrator (TPA) rather than by using the Open Enrollment system

 
LOGGING IN
Before you log in to Open Enrollment, you will need to "allow" pop-ups in your browser. If you do not "allow" pop-ups, you will see the following message when you attempt to enroll and you will not be able to continue.



Follow the steps below to enable pop-ups in the Internet Explorer browser:

Step Action
1 From the Internet Explorer browser, select the Tools menu, point to Pop-up Blocker, and then select Pop-up Blocker Settings.
Result: The Pop-up Blocker Settings dialog box appears.
2 Click in the Address of website to allow field, type bcegov3.broward.org, and then click the Add button.
3 Click the Close button.

Follow the steps below to login to the Open Enrollment system:
Step Action
1 Launch Internet Explorer and type www.broward.org/benefits
2 Click on the Online Enrollment link.
3 Read the information on the screen including the Employee Agreement section.
4 Click the I Acknowledge the Employee Statement button.
5 Enter your Active Directory username, your 10-digit Employee ID, and your Active Directory password.

Note: Your Active Directory username and password are the same that you use to log in to your computer. For employees that do not have an Active Directory account, temporary login IDs were distributed with the 9/25 paychecks.
6 Click Log In.

  Contact the ETS Service Desk at 954.357.8600 from 7:30 am - 5:30 pm if you are having difficulty logging in. After hours, limited support will be available at this phone number.


 
VIEWING YOUR INFORMATION
After you have logged in, the window displays 3 sections: Employee Information, Benefits Selections, and Flexible Spending Accounts. The Employee Information section displays your personal information on the left pane and displays your 2009 elections for reference purposes only on the right pane. The Benefits Selections section allows you to select your Health, Dental, and/or Vision elections. The Flexible Spending Accounts section allows you to enter a tax-favored amount that you can use to pay for your pharmacy, dental, vision, and approved over-the-counter expenses that are not covered by your insurance or any other plan (covered health expenses will automatically be paid out of your Health Reimbursement Account if enrolled in one of the CDH health plans) or dependent day care expenses.
Step Action
1 In the Employee Information section, enter your email address (your Broward County or your personal email address) in the Email field. The email address is used by the System to send you your enrollment confirmation after you have submitted your enrollment. The email address is not saved by the system after you log off.

Note: Contact your Division or Payroll Liaison if you need to change or correct any information.
2 Proceed to the section below, Selecting Your Benefit Elections to select your Health, Dental and/or Vision coverage.

  
SELECTING YOUR BENEFIT ELECTIONS
The Benefits Selections section allows you to select your Health, Dental or Vision coverage by clicking the corresponding drop-down menus to make your selection. This section also allows you to waive any type of coverage or all coverage. Pharmacy coverage is included in the health premium. 

 Note: The Health PCP Code field becomes enabled when you make a selection from the Health Coverage drop-down list. The DHMO Dentist Code field only becomes enabled if CompBen-DHMO is selected from the Dental Coverage drop-down list.

 To Waive Coverage for All Elections:
Step Action
1 Click the Health Coverage drop-down list and select Do Not Want.
2 Click the Dental Coverage drop-down list and select Do Not Want.
3 Click the Vision Coverage drop-down list and select Do Not Want.
4 Click the Are you covered by other Health Insurance? drop-down list and select Yes or No.
5 Click the No Dependents button.
6 Click Submit Enrollment.
7 Proceed to the section, Reviewing/Printing Your Benefit Summary to review and/or print your enrollment summary.

To Select Health, Dental, and/or Vision Coverage:
Step Action
1 Click the Health Coverage drop-down list and select the desired plan or select Do Not Want to waive health coverage. If you select an option other than Do Not Want, the Non-Tobacco User Certification Smoking Affidavit window opens.
2 Non-Tobacco User Certification Smoking Affidavit - This affidavit will ask you to indicate whether or not you or any of the dependents you plan to enroll with Health Coverage is or was a tobacco user within the previous 90 days.

 4a.  Click the Smoking button to indicate that you or the dependent(s) you plan to enroll with Health Coverage is or was a smoker within the previous 90 days. By clicking the Smoking button, the Tobacco Use Surcharge field will automatically display "Yes" as an answer.

Note: By clicking the Smoking button, a surcharge of $20 per pay period will be added to your payroll deductions.
                                                      - OR -

4b.  Click the No Smoking button to indicate that you or the dependent(s) you plan to enroll with Health Coverage are not smokers or have not smoked within the previous 90 days. By clicking the No Smoking button, the Tobacco Use Surcharge field will automatically display "No" as an answer.

Result: After you have selected Smoking or No Smoking, the Biometric (finger stick) Screening & Health Risk Assessment Acknowledgement affidavit window opens. This affidavit will require you to acknowledge that if you do not participate in the Biometric Screening and Health Risk Assessment,  a surcharge of $20 per pay period will be added to your payroll deductions effective April 1, 2010.
3 Click the Acknowledge button.
4 Click the Dental Coverage drop-down list and select your desired dental plan or select Do Not Want to waive dental coverage. If you select CompBen-DHMO, a dialog box will appear informing you that you will later need to select a dentist. Click OK if this dialog box appears.
5 Click the Health PCP List link to view the list of  Providers/ Doctors. The Provider list contains a 6-digit Provider ID for each doctor. Enter the Provider ID in the Health PCP Code field.



Note: Only enter a code if you selected a Health Coverage plan in step 1 above. To have VISTA assign a PCP code for you, enter 00000.

6 Click the DHMO Dentist List to view the list of Florida Dentists. The Florida Dentists list contains a 4 - 6 digit Facility # for each dentist. Enter the Facility # in the DHMO Dentist Code field.



Note: Only enter a code if you selected the CompBen-DHMO option in step 4 above. To have CompBenefits assign a dentist for you, enter 00000.
7 Click the Vision Coverage drop-down list and select VISION or select Do Not Want to waive vision coverage.
 8  Click the Are you covered by other Health Insurance? drop-down list and select Yes or No.
9 Proceed to the section Selecting Your Flexible Spending Accounts below to enter your tax-favored amount (if you desire).

SELECTING YOUR FLEXIBLE SPENDING ACCOUNT
The Flexible Spending Accounts section allows you to enter a tax-favored amount that you can use to pay for your medical, pharmacy, dental, vision, and approved over-the-counter expenses (covered health expenses will automatically be paid out of your Health Reimbursement Account if enrolled in one of the CDH health plans) not covered by your insurance or any other plan or dependent day care expenses.

 Medical Expense Amount -  This is a voluntary pre-tax deduction which allows you to set aside an amount you determine for unreimbursed Health, pharmacy (including some over-the-counter expenses), dental, vision and health expenses (be very conservative if enrolled in a CDH plan because the Health Reimbursement Account will automatically pay covered health expenses first) for the employee and eligible dependents.

 Dependent Care Amount - This is a voluntary pre-tax deduction, which allows you to set aside an amount you determine for child (under age 13) or adult day care.
Step Action
1 Click in the Medical Expense Amount field and enter an amount (if desired).
2 Click the Dependent Care Amount field enter an amount in (if desired).

You have now completed the benefits coverage selection for yourself. You must now determine if you are going to enroll any dependents.

Proceed to the section  Selecting Your Dependents below to either enroll your dependents or to claim no dependents .
SELECTING YOUR DEPENDENTS
The Open Enrollment system allows you to view all the dependents that you enrolled the previous year. If you wish to continue coverage for your current dependents, you must enroll your dependents again this year for each type of coverage.

Coverage availability for dependents is restricted to the employee’s selections previously chosen. Also,  for each type of coverage, dependent selection must be the same option the employee selected. This occurs automatically by selecting "Yes" from the dropdown list for each coverage type. Selecting "No" denies that type of health coverage for that dependent. The exceptions are that for Health coverage and CompBen-DHMO Dental Coverage; dependents’ PCP’s may be different than the employee’s. Selecting all "No's" for Health, Dental, and Vision is not permitted; at least one type of coverage is required for dependents to become enrolled in the system.

Follow the steps below to claim no dependents or to enroll dependents.

 To Claim No Dependents
Step Action
1 Click No Dependents.
2 Click Submit Enrollment.
3 Proceed to the Reviewing/Printing Your Benefit Summary section.

To Enroll Dependents
Step Action
1 Click View Dependents.

 Result: The Dependent Coverage window appears.
2 To enroll your current dependents, proceed to step 3 below.

To add new dependents, proceed to step 4 below.

To delete your current dependents, proceed to step 5 below.
3 To Enroll Current Dependents:
Step Action
3a Click the Enroll This Dependent link in the row which contains the dependent's information.

 Result: The Edit Dependent Information window appears.

 In the Personal Details section, you can change the dependent’s name. If you want to change the SSN, Gender, Relationship, or Date of Birth, you must contact Employee Benefits at 954.357.6700 during normal business hours.

 In the Benefits Details section, populate the following fields:
•

Disabled - Click the drop-down list and select Yes or No
•

Child Over 18? - Click the drop-down list and select the desired option.
If you select Student or Financial Dependent, a Student Affidavit or a Financially Dependent Affidavit window will appear. After you have read the affidavit, you will need to click the Acknowledge button.
• Other Health Coverage - Click the drop-down list and select Yes or No

In the Enrollment Selections section, populate the following fields:
•

Enroll in Health - Click the drop-down list and select Yes or No
•

Health PCP # - Only enabled if you selected Yes to enroll in Health.
 Click the PCP  List link to view the list of  Providers/ Doctors. The Provider list  contains a 6-digit Provider ID for each doctor. Enter the Provider ID in the Health PCP # field.
•

Enroll in Dental - Click the drop-down list and select Yes or No
•

Dental PCP # - Only enabled if you selected Yes to enroll in the Dental DHMO plan. Click the PCP List link to view the list of  Providers/Dentists. The Provider list contains a 4 - 6 digit Facility # for each dentist. Enter the Facility # in the Dental PCP # field.
• Enroll in Vision - Click the drop-down list and select Yes or No

Note: If you have waived any coverage for yourself, the dependent selections will automatically default to "No" and cannot be changed unless you change your elections.
3b Click Enroll Dependent.
3c Repeat steps 3a - 3b to enroll additional dependents. 
3d Click Next when you are done and then proceed to step 3d. If you need to add a new dependent proceed to step 4 below.
3e Click Submit Enrollment.
3f Proceed to the Reviewing/Printing Your Benefit Summary section.
4 To Add New Dependents:
Step Action
4a Click Add New Dependent.
Result: The Add New Dependent window appears.

In the Personal Details section populate the following fields:
•

SSN - Type the dependent's social security number. If the dependent does not have a social security number, then type 999999999
•

First Name, Middle Initial, and Last Name - Type the dependent's first, middle, and last name
• Gender - Click the drop-down list and select Male or Female
• Relationship - Click the drop-down list and select your relationship with the dependent
• Date of Birth - Type the dependent's date of birth in the format MM/DD/YYYY

In the Benefits Details section, populate the following fields:
•

Disabled - Click the drop-down list and select Yes or No
•

Child Over 18? - Click the drop-down list and select the desired option. If you select Student or Financial Dependent, a Student Affidavit or a Financially Dependent Affidavit window will appear. After you have read the affidavit, you will need to click the Acknowledge button.
• Other Health Coverage - Click the drop-down list and select Yes or No

In the Enrollment Selections section, populate the following fields:
•

Enroll in Health - Click the drop-down list and select Yes or No
•

Health PCP # - Only enabled if you selected Yes to enroll in Health. Click the PCP List link to view the list of  Providers/ Doctors. The Provider list contains a 6-digit Provider ID for each doctor. Enter the Provider ID in the Health PCP # field.
•

Enroll in Dental - Click the drop-down list and select Yes or No
•

Dental PCP # - Only enabled if you selected Yes to enroll in the Dental DHMO plan. Click the PCP List link to view the list of  Providers/Dentists. The Provider list contains a 4 to 6 digit Facility # for each dentist. Enter the Facility # in the Dental PCP # field.
• Enroll in Vision - Click the drop-down list and select Yes or No

Note: If you have waived any coverage for yourself, the dependent selections will automatically default to "No" and cannot be changed unless you change your elections.
4b Click Submit New Dependent.
4c Click Add New Dependent to add additional dependents or click Next if you are finished. 
4d If you clicked Next in step 4c, click Submit Enrollment.
4e Proceed to the Reviewing/Printing Your Benefit Summary section.
 5 To Delete Dependents: 
Step Action
5a Click the Delete link in the row which contains the dependent's information and then click OK to confirm deletion.
5b Click Next when you are finished.
5c Click Submit Enrollment.
5d Proceed to the Reviewing/Printing Your Benefit Summary section.
REVIEWING/PRINTING YOUR BENEFIT SUMMARY
Step Action
1 Click Review/Print from the Enrollment Submitted window.

Result: Your Benefit Summary Statement - Year 2010 opens as a PDF file in a separate browser window.
2 To print your Benefit Summary Statement, click the File menu, select Print, and then click OK.
3 Close the PDF browser window.
4 If you need to change your enrolment, proceed to the Resubmitting Your Enrollment section below.
5 If you are satisfied with your enrollment and your are finished, proceed with the section titled Logging Out.

RESUBMITTING YOUR ENROLLMENT
If you submitted your enrollment and then you decide to change your enrollment, you can do so before the open enrollment deadline of October 30, 2009 by 5:00pm.

Important: The Change Enrollment button should not be used unless you need to make changes to your elections. Once you click the Change Enrollment button, you are responsible for any changes you make. If for any reason you exit the system without ever submitting your elections, the next time you log back into the system, a dialog box will appear indicating that you have not enrolled in benefit coverage. It will remind you to click the Submit Enrollment button to complete your enrollment. This information is explained below.

A.  If you are still in the Enrollment Submitted window and wish to make changes, follow the steps below:
Step Action
1 Click the Change Enrollment button.
Note: Please be aware that once you click the Change Enrollment button, you will need to complete the entire enrollment process again and submit your enrollment.
2 Read the Attention dialog box that appears and then click OK.
Result: A second dialog box appears reminding you that you will need to click on the Submit Enrollment button to complete your enrollment after you have made your changes.
3 Go back to the steps starting with the Viewing Your Information section up to the Reviewing/Printing Your Benefit Summary section to change your enrollment.


B.  If you submitted your elections and you logged out, and then you wish to make changes, follow the steps below.
Step Action
1 Log back into the Open Enrollment system.

Result: The Enrollment Already Submitted window appears.

2 Click the Change Enrollment button.
3 Read the Attention dialog box that appears and then click OK.
Result: A second dialog box appears reminding you that you will need to click on the Submit Enrollment button to complete your enrollment after you have made your changes.
4 Click OK from the dialog box.
5 Proceed with the steps in the Viewing Your Information section up to the Reviewing/Printing Your Benefit Summary section to change your enrollment.

LOGGING OUT
Step Action
1 From the Enrollment Submitted window, click the Log Out button.
Result: You will be redirected to the Open Enrollment Benefit Year 2010 window.
2 Close the browser window.
 
 CONGRATULATIONS!
YOU HAVE COMPLETED YOUR 2010 ENROLLMENT
 
           Need help? Contact the ETS Service Desk at 954-357-8600 from 7:30 am - 5:30 pm