Getting to the Wizard
To get to the Add New Client Wizard
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Click Add Client.
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Click Start Wizard
If you exit the wizard before completing all of the steps
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Click Add Client.
- Locate your client's name from the drop down menu shown.
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The system will then allow you to modify existing steps or finish remaining ones.
Company Information
General Information
Enter the Company Name, Address, HR Contact, Coverage Effective Date, and Phone # in the provided fields.
Notification Contacts
If you or anyone else wish to receive daily status updates on your client's progress enter the email address in the Notification Contacts field (multiple email addresses should be separated by a semi -colon (;) with NO spaces). If you don't want any notifications set up, choose "No" in the Enable field.
Enrollment Modes
Prescreening
For groups who need underwritten rates.
Final Plan Selection
For groups who need to enroll in Core and Voluntary products. This mode is used during Open Enrollment period and access is controlled by the "Enrollment Schedule".
New Hire Mode
For new employees who need to enroll in Core and Voluntary products after Open Enrollment is completed. The Number of days after hire date that enrollment remains open for the New Hires determines
the grace period for new employees to complete their enrollment, and restricts current employees from modifying their applications outside of the Open Enrollment period.
HR Administrator Username and Password
Allows the Company HR Rep. to log in and view employee activity and set up reference documents and compensation reports. Only give this information to the Company HR representative at this company.
Enrollment Schedule
The employees will only be able to complete or update their application between the Start Date and End Date chosen here.
Configure Benefits
Select which core benefits will be part of this client's enrollment. If you are using the Final Plan Selection or New Hire Modes there will be an additional page you will encounter to configure the voluntary products.
By default, all of the benefits are offered to the client. To exclude a benefit, simply uncheck the corresponding checkbox and the benefit.
100% Employer Paid Benefits
If one or more of the benefits will be 100% employer paid, select Yes in the applicable drop down menu next to the benefit. This feature removes the Waive option when employees are completing their elections during enrollment.
Advanced Settings
Account Manager Assignment **Only visible to Administrator Accounts**
This feature will allow site administrators to designate which broker/producer accounts will have access to this client within EasyAppsOnline. If you do not wish to provide access to anyone other than yourself, simply choose My Broker.
Registration Username and Password
This allows new employees to create their own accounts without uploading a census. If you enter a registration username/password you will be given a special instructional sheet at the end of the wizard to send to your client.
NOTE: This feature is only available for groups who are NOT using the Class Assignment feature.
Medical Questions
By turning off medical questions you are removing the Family Medical History page within the employee application. If your client is using the program to underwrite with carriers who require this information, you will not be able to obtain the desired results unless medical questions are kept on.
Tobacco Question
The tobacco question will typically remain turned on unless you have explicitly been told by the carriers to turn this question off.
Other/Prior Coverage Questions
Check with your carrier representatives to determine if prior Medical, Dental, and Medicare policy information is required. If not, simply turn this off to remove the Other/Prior Coverage page from the enrollment.
Allow Employees to print their applications
If allowed, employees will have access to every carrier application that you attach to the group. We strongly encourage brokers to use caution when activating this feature as employees occasionally forget to pick up their applications from the printers, exposing their PHI to other co-workers.
Employee Census
The employee census template allows brokers to pre-load employee information into EasyAppsOnline. This feature will create employee accounts for each person listed on the census template, and preload the employee information directly in the system.
Downloading the Census Template
To download the census template, Click Download Census Template and Savethe file to your computer as a 97-2003 Excel Spreadsheet (.xls). Open the file you saved and populate it with each employee's information (including waivers).
Uploading the Census Template
Once you've completed populating the census, save it and click Upload Completed Census to add the new employees. If the system detects an error during the upload process, you will be prompted with a warning and a "Fix and Re-Upload" button. This will allow you to make changes to your Excel spreadsheet and then attempt to re-upload the data in the system.
Attach Carrier Applications
Select the carrier applications that will be used for underwriting and/or enrollment purposes.
To add new carrier applications
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Select a Carrier name in Step 1.
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Select an Application in Step 2.
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Click Add Selected Application.
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When you have completed attaching the applications, click I am finished adding apps.
To remove a carrier application
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Locate the carrier application under the Current Applications Attached list.
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Select Delete.
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Click Yes to confirm.
Configure Final Plan Selection Products
NOTE: This step is only required if your client is in Final Plan Selection or New Hire mode.
1. Click the Start Plan Builder button to start setting up your plans.
2. Click Back to Wizard button to finish setting up your client.
Refer to the Final Plan Selection Tutorial for additional help with this step.
Download and Email Instructions for Employees
Based on the configurations of your client, the system will recommend instructions for you to use for this client. Simply click on the PDF icons listed to download/save the files to your computer. After downloading the files, attach them to a new email message and send them to the HR Contact at the group to distribute to each employee. This is the best method to ensure these instructions are delivered to each applicant.
If you have successfully completed all of the steps in the Add New Client Wizard, click I am finished with the wizard to be taken directly to your list of clients.
If you click the Back button at the top of the wizard screen, the system will remember where you left off on your client set up. You can return to the wizard later to finish.
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Click Start Wizard.