1 Step-By-Step Benefits Enrollment Guide How To Enroll In Benefits Items Needed before Enrolling Dependents/beneficiary information including date of birth and social security number. Name and address of your physician(s). Required to complete the Primary Care Provider (PCP) section for your State Health Plan and for your Evidence of Insurability (EOI). EOI may be required for the NC Flex Cancer and Life Insurance Plans. EOI is the record of a person's past and current health events and is used to verify if a person meets the definition of good health by the insurance company. Important: You have 30 days from your Hire Date or your Qualifying Event Date to enroll or make changes to your benefits. Accessing Employees Self Service 1) Visit the BEACON portal at: To login, use your NCID and password. You will receive your NCID from your agency. A page similar to the right is displayed. Note: For NCID assistance, contact your agency NCID administrator or to reset your NCID password, visit For assistance in completing your enrollment through Employee Self Service (ESS), you can view an online video presentation at 2013 ESS Health Benefit Enrollment Tutorial. Before selecting your benefits, you must first complete Step 1 Adding Beneficiaries and/or Dependents. The system must have this information first before you can include a dependent or beneficiary to a plan. If you are not enrolling any dependents onto a plan, you can proceed to Step 2 Start Your Benefits Enrollment. Remember, you can always add your Beneficiary (ies) at any time. Step 1 Adding Beneficiaries and/or Dependents 1) Select the My Data (ESS) tab and then the My Benefits link Click My Data (ESS) tab. Then click My Benefits.
2 2) Select the Beneficiaries & Dependents link. Click Beneficiaries & Dependents. 3) Select the appropriate button to add your beneficiaries or dependents to your personal data. Note: To select a beneficiary that is not related to you, use the Other button. To designate your estate as beneficiary, click Testator. Click the appropriate button to add your family member, dependent, or beneficiaries. 4) To change or modify your current beneficiary or dependent information, select the Edit button and/or select the Delete button to remove them. Note: Please understand that you cannot remove or delete a dependent or beneficiary that is currently attached to a benefit plan. For example, if your spouse is your beneficiary on your life insurance plan (and you would like to change beneficiaries) but you also have your spouse under your health insurance plan as a dependent, unfortunately, you will not be allowed to remove or delete your spouse at this screen. You will need to change your spouse percentage to 0 at another screen later in the guide (please see step 2, section 9b).
3 5) Complete the form with at least the required fields. All required fields are indicated by an asterisk *. Here the first name, last name and date of birth are required fields. Note: It is important to also select the correct gender. A Social Security Number is required for a Spouse. 6) To review your entry, click the Review button at the bottom of the page. Click Review. 7) On the Review page, click Save if your information is correct but if you need to make additional changes, click Previous Step. Note: By clicking Exit, you will cancel all additions and/or changes made in the previous steps. Click Save or Previous Step to make additional changes.
4 8) A confirmation page will display ensuring you that your changes have been saved. To add additional dependents or beneficiaries, go to Family Member/Dependents Overview link and repeat the process again. OR To start your benefits enrollment, click the Go to Employee Self-Services homepage link. Step 2 Start your Benefits Enrollment 1) Select My Data (ESS) tab and then My Benefits link. Click My Benefits. 2) Before proceeding to your online enrollment, it is important to read the following link: This link will provide additional information that can help you through your online process. 2a) Under the Adjustment Reason Enrollments heading, select the link available for your qualifying event: Note: Employees with life-changing events, such as a new employee will see a New Hire link or an employee adding a baby will see a Newborn link available under the Adjustment Reason Enrollment heading. These links must be created by your Agency HR Department or, in some cases, BEST Shared Services before available under the Adjustment Reason Enrollment heading. For Annual Enrollment, an employee will see an Annual Enrollment link that is created by BEST Shared Services. Select the qualifying event Adjustment Reason available.
5 3) On the Plan Selection screen, a list of your eligible State-wide plans will display. Note: To view additional information about these State-wide plans, click on link. This link will display various websites for your review. If You are not enrolled in a plan. You are already enrolled in the plan, but would like to make changes (chg plan options or add/remove dependents, etc.). You want to stop participation in a plan. Click Click Click Then NOTE: Employees are not automatically enrolled in a medical plan. If you want to enroll in a medical plan, you must select a plan during the enrollment process. Important: For New Hires ONLY, your Medical plan will have two date options available. Please select only one date, the date you want your health plan to start. Note: When choosing the earliest date, both options will appear chosen. Though, you have only enrolled in the first option. Once you have saved this option, you will not be able to switch to the second start date in ESS. Please contact BEST Shared Service if you need to change your start date to the second month.
6 4) After clicking either or, a health plan comparison document is displayed. This document is to help you review your choices. After reviewing the document, click CLOSE to continue your enrollment. a) Step 1 If this is your new hire/newly eligible or annual enrollment, select your plan. b) Step 2 Select the appropriate dependent coverage option such as either, EE only, EE + Child(ren), EE + Spouse or EE +Fmly(Spouse Req). NOTE: Dependents are not automatically added to benefit plans. Click Select Dependents to add them to your plan option. 5) On the Select Dependents screen, all dependents eligible for the selected benefit plan will be listed. Select the dependent by clicking the check box next to their name. This dependent will be added to the selected plan. If you selected an Employee Only plan, you will see a message that dependents are not eligible for the selected plan. To continue the enrollment process, click Next Step.
7 6) After selecting your eligible dependents, you will move onto the Primary Care Provider (PCP), Medicare and Other Health Insurance screen. You must complete the PCP section in order to continue to the next screen but the Medicare and Other Health Insurance are optional fields and can be skipped, if not applicable to you or any of your covered dependents. 6a) To select a Primary Care Provider (PCP) for you and each of your covered dependents, highlight the member you want to update. Next, click the PCP lookup button. This button will take you to the carrier's directory website, where you can either select a PCP or opt not to select one at this time. 6b) After clicking the link, a Primary Care Provider Lookup Instructions pop-up will appear. This pop-up will provide instructions on how to navigate through the carrier s directory website. Next, click the Open PCP Lookup Tool box to start your search.
8 6c) You can either search for a provider by name or by specialty or even opt not to select a PCP at this time by checking the box that says: I do not wish to select a PCP at this time. 6d) If you decide to Search by Name, click that box and then enter the last name of the provider you are searching for and their zip code, then click Go. The system defaults to a 40 mile radius but can be changed if necessary. 6e) A list of Providers will appear and you can select the appropriate provider from the list by clicking Select as PCP. 6f) The following message will appear and you would need to click Yes if you are satisfied with your selection.
9 6g) Another message will appear, confirming your request has been submitted. Note: Do not click the X at this point. Please wait until the next confirmation page appears before closing out the window (see next step). If you click the X you will need to make the selection again. 6h) Once this confirmation page appears, you should verify that the appropriate PCP has been selected and then click Close to finalize your selection. 6i) The Primary Care Provider Lookup Instructions pop-up will appear again. Click the Finish With PCP Selection box to end your search. 6j) The employee or dependent that has a PCP assigned to them will now show a status of Complete. Any other remaining dependents will show Incomplete until you select a PCP for them as well. You can either follow the steps above for all of the other dependents listed until each show as Complete or if you and your covered dependents have the same PCP, you can simply check the Same PCP for all dependents box. If your dependents have similar PCPs, then you can use the Same PCP as option to coordinate physicians. Note: You and your covered dependents must have a designated PCP before moving
10 forward with your enrollment. 7) Are you or any of your covered dependents eligible for Medicare? If not, you can leave this section blank. If applicable, highlight the member you want to update and provide the Medicare Claim Number, Eligibility Reason and Eligible Dates for Part A and B coverage for that covered dependent. This information will be passed for BCBS. 8) Are you or any of your dependents covered under other health insurance? Other Health insurance is necessary if you or your covered dependents have two or more health insurance plans and the State Health Plan needs to coordinate benefits with the other plan (s), in which this other plan (s) would be the secondary plan. If applicable, highlight the member you want to update and provide the Insurance Provider, Policy Number and Start Date of other plan. If not, you can leave section blank. 9) Once you and your covered dependents have completed the PCP designation(s), Medicare Information and Other Health Insurance, then you can click Next Step.
11 10) If you are enrolling in either the Enhanced 80/20 Plan or Consumer Directed 85/15 plan, then the Smoking Attestation page will display. You must agree or disagree with the statement, then click Next Step. 11) If you are enrolling in either the Enhanced 80/20 Plan or Consumer Directed 85/15 plan, then the Health Assessment page will display next. This page will either indicate that your health assessment is completed or it will direct you to the My Benefits page to complete the assessment. Click Add Plan to Selection to continue your enrollment. (NOTE: If you have not completed the Health Assessment, once your enrollment has been completed and saved, you can click on the Benefits Medical Information link on the My Benefits page to complete the Health Assessment.) 12) After clicking on Add Plan to Selection, the section page will display. Repeat sections 3-5 until all plans you want to enroll in have been selected.
12 13) On the Plan Selection screen, your enrolled plans will include the plan costs, (this does not include any premium credits that may be applicable for the health plan), the plan options and a plan details overview link to review further information about the plan. NOTE: YOUR ENROLLMENT HAS NOT BEEN SAVED. After completing your enrollments for all preferred plans, click Review Enrollment to continue. Click Review Enrollment to continue. 13a) For NC Flex Only-Enrolling in Life Insurance: To enroll in Life Insurance, select a level of coverage you want. Click Select Beneficiaries to add them to your plan. Click Select Beneficiaries to continue. 13b) On the Select Beneficiaries screen, Family members and Beneficiaries added in Step 1 will be listed. Designate the beneficiary and/or any contingent beneficiaries and their percentages and click Add Plan to Selection. The totals for each column must equal 100%, even if more than one individual is selected for either column. NOTE: Contingent beneficiary (ies) is only paid in the event the primary beneficiary is deceased. Click Add to Plan Selection. 14) If an Evidence of Insurability (EOI) is required for the Flex Cancer or Life Insurance Plan, a link for Evidence of insurability required no later than mm/dd/yyyy will display. Click on this link to be redirected to the vendor s website.
13 15) When you are satisfied with your benefit selections, click Review Enrollment. YOUR ENROLLMENT IS NOT SAVED YET!! 16) Click Save to complete your enrollment. Click Review Enrollment. Note: By clicking Exit, you will cancel all additions/changes made in the previous steps. Please notice the NC Flex Life Insurance option chosen requires Evidence of Insurability. You may click on those links to give you further information regarding those requirements. Click on Save to complete enrollment or Exit if you want to cancel all additions/changes made in the previous steps. 17) Your enrollment is not complete until you have received a confirmation statement stating that your selections have been saved. Remember; always print a copy of your plan selections for your records. Note: To print your plan selections or any additional forms, you must first click Close in the box that lists the Evidence of Insurability Required. Before closing the box, you can click on the links to complete/receive additional information about Evidence of Insurability. After saving your selection, if you need to make any additional changes, Go to My Benefits Homepage and repeat Step 2.
14 18) To stop participation in a plan, click 19) When has been selected, a WARNING box will appear. Select to remove plan.
15 20) In the next screen select the plan. to continue removing YOUR CHANGES ARE NOT SAVED YET!! 21) Click Save to complete the removal of your plan. Note: By clicking Exit, you will cancel the change made in the previous steps.
16 Important Benefit Enrollment Tips: Medical Plan Selection If you wish to enroll in a medical plan, you must select a plan during the enrollment process. You are not automatically enrolled. Depending on the qualifying event, the offer will display Medical plans with either one or two enrollment start dates to choose from. You must select the start date you would like the coverage to begin. For a New Hire or Newly Eligible qualifying event, you can choose either the first of the month after your hire date or qualifying event date; or the first of the second month. Benefits Medical Information Anytime Enrollment If you would like to review or update your Primary Care Provider (PCP) or other Medical Information for you and your covered dependents at any time, you can visit this link: Note: The link only displays the dependents currently enrolled in the health plan. The link will only be displayed once you have enrolled in the State Health Plan. You can also provide a personal address to receive news, announcements and other important benefits information from your statewide benefit providers under anytime enrollment. Health Assessment If you would like to complete your Health Assessment, use the link below to connect with Active Health. Pharmacy Benefits The State Health Plan utilizes an online resource for the prescription drug benefit, where you can review your prescriptions, claims and deductible information.
17 State Health Plan Member Services You can now link your BCBSNC Member Services account to your BEACON account to quickly access information about your claims, deductibles, coinsurance and estimated out-ofpocket costs. All Plans - Pre-Tax Deduction During the enrollment process, you will see the 'Pre-Tax Deduction' checkbox. The box will default as checked. If unchecked, the benefit plan will be cost as POST-TAX. Note: You can only select the State Health Plan as a Post Tax deduction. All other plans require Pre-Tax deductions. Life Insurance (ING) Cancer Plan (Allstate) Depending on the coverage elected in these plans, Evidence of Insurability (EOI) may be required. If EOI is required, you will see the following message next to the plan at the Plan selection screen. When clicking on the link above, you will be directed to the vendor's site during the enrollment process. Note: You will not be an active participant in the plan until the EOI process is complete. Beneficiary Changes You can change beneficiary information to your NC Flex AD&D or Life Insurance Plan at any time. Click on the Beneficiary Changes on the My Benefits Page to make these changes.
18 Participation Overview-Reviewing Benefits A list of your enrolled State-wide plans will display. At any time, you can return to your My Benefits page and click on the Participation Overview link to review your benefits: To view additional information about all State-wide plans, just click on the specific plan name in the list displayed under the Benefits General Links list. Click: To view Plan Details regarding the plans you are currently enrolled in, click the radio button to the left of the plan and then click the Show Participation Details button. Click: Click on the link to the right of the plan name to open a new browser window to the external website of the plan provider. You can print current plan selections by clicking on Print Confirmation Form All Plans or future/past plan selections by changing the date in the Show Participation Overview as of xx/xx/xxxx and clicking Go. Click Exit to return to My Benefits Page. Life Changing Events When you experience a life-changing event, such as marriage, divorce, birth of a child, or a spouse s job changes, you must change your benefits within 30 days of the life event. First, notify your Agency HR representative of your life event with proof of the event. They will need to create the adjustment reason before you can enroll on ESS. The link will become available on your My Benefits page under the Adjustment Reason Enrollments heading. The page at the right displays a Marriage adjustment reason.
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