TABLE OF CONTENTS. SECTION 1: How to Access Employee Self Service 2. SECTION 2: Enrolling in Benefits Plans 3 29

Transcription

1 Guide to Enrolling for Benefits with Employee Self Service Step by Step Instructions TABLE OF CONTENTS PAGES SECTION 1: How to Access Employee Self Service 2 SECTION 2: Enrolling in Benefits Plans 3 29 Accessing the Benefits Enrollment Area Enrolling in Medical, Dental and Vision Plans Enrolling a Dependent and/or Beneficiary Enrolling in Wellness Pledges Enrolling in Flexible Spending Accounts Finalizing Your Benefits Enrollment SECTION 3: How to Sign Out of Employee Self Service 29 1

2 SECTION 1: HOW TO ACCESS EMPLOYEE SELF SERVICE Access and Login for Returning Users Step 1: From any computer with Internet access, type the following address into the Web Browser: and click Enter. Or, go to HealthPort, the Employee Intranet, and select Employee Self Service on the left hand side of the page. You will then arrive at the Employee Self Service portal homepage shown below. Step 2: Once on the Employee Self Service homepage, select Login to Self Service. Note: You must be registered to use Employee Self Service. See instructions below to register as a first time user. Step 3: Enter your secure North Shore LIJ Universal ID, Password and ESS Key. Congratulations! You are now securely logged into the Employee Self Service Portal. 2

3 Note: If you are a first time Employee Self Service user or need help retrieving your ESS login information, please refer to the Complete Guide to Employee Self Service located in the Training and Educational Materials section of the Employee Self Service portal home page. SECTION 2: ENROLLING IN BENEFITS PLANS 1) Accessing the Benefits Enrollment Area Accessing your work is simple. Once you are logged into Employee Self Service, simply click on the Personal Information tab, shown below. *Note: Employees at Lenox Hill, Staten Island and Huntington Hospitals may not yet have North Shore LIJ or access to Employee Self Service. 3

4 You will then be taken to the Navigation Menu, shown below. Click on the Self Service link in your Navigation Menu. Under the Benefits Menu select the Benefits Enrollment Link. Congratulations! You are now logged into Benefits Enrollment. 4

5 Click on the Select button to begin enrolling in your Benefit plans. Your Event Status should show as Open until you have finalized your Benefits Enrollment. If it is not, you must contact a Customer Service Specialist in the HR Service Center by calling (516) ) Enrolling in Medical, Dental and Vision Plans Your available Benefit plans will display. To begin enrolling in a particular Benefit plan, select the Edit button wherever you would like to begin. Please note, your Current Benefit status is automatically set to Waive. Therefore, if you do not enroll in Benefits during your eligibility period, you will automatically be waiving your coverage with the Health System. 5

6 Once you choose a Benefit plan, you will then be given the available options under that particular plan as well as the cost based on your enrollment level of coverage (Single, Employee + Spouse, Employee + Children). In the screen below, we have selected to choose a Medical plan. Use your cursor to select the Plan option. 3) Enrolling a Dependent and/or Beneficiary. Once you make your selection, scroll down to bottom of the page. If you are enrolling in more than Single coverage, you can select or edit dependents that are displayed. 6

7 If you are a new hire or eligible employee, you must click on the Add/Review Dependents button to enter your dependent information for the first time. If your dependents are already listed, you can simply choose the dependents you wish to cover under your plans by clicking in the box with your cursor. If the dependent/beneficiary being added has the same address and phone number as the employee, you do not need to re enter, scroll down and check the "Same Address as Employee" box. Make sure you enter each field accurately and that each required field ( * ) is completed, otherwise, your information will not save. Hit Ok when you are finished to save your changes. 7

8 You will then see your plan cost for your selection and your covered dependent/s. Click the Ok button to continue. 8

9 You will now be brought back to the Benefits Menu to continue your enrollment. You must repeat these steps for dental and vision insurance. Click edit next to Dental and Vision coverage, select the plan you wish to enroll in, add/edit beneficiaries and then your costs for these plans will be shown to you before you click ok to enroll in the coverage. Please note, your changes will not take effect until you hit the Submit button at the bottom of this screen. 9

10 4) Domestic Partner Coverage To enroll in Domestic Partner Coverage, simply select the plan you want by clicking your mouse in the circle next to the benefit plan. You can see the Imputed income by Plan. Please note, you need to submit additional documentation to qualify for this coverage. For more information, please contact the HR Service Center at (516) As of 1/1/2013, it will be required that anyone applying for same sex domestic partner must get married if permissible in the state in which you reside. To add a dependent, click on the Add/Review Dependents button and input your dependents information. Once finished, click Continue. 10

11 5) Enrolling in Wellness Pledges To take the Tobacco Free pledge, click on yes with your mouse. If you want to decline, select no. Click Ok to continue. 11

12 You will then see the $10 Credit you will receive for the pledge. Click Ok to complete your election. To take the Flu Prevention Pledge, simply follow the instructions and scroll down to the bottom to continue. 12

13 To take the pledge, click next to Yes under Coverage Level. You will again see your $10 credit. Click ok to continue. 13

14 To take the Personal Care Physician Pledge, you must select or input the Doctor you and your family members use the most. To begin, click Yes if you wish to take the pledge. You will see that your dependents will list and you will have a search option below your dependents. The dependents you have enrolled will already be selected, so you just need to find or input your Personal Care Physician. Click on the Search link to look for a participating IPA Physician or input a Non IPA Physician. 14

15 You can search for your Doctor in the IPA by inputting their name. You can also refine your search by clicking on the Advanced Search button below. To search for a Non IPA Physician, you will click on the Add New Physician directly to the far right of the search box. In the Advanced Search, you can search by Category and Subcategory. Once you find enter your criteria, put your Doctor s Last and First name. 15

16 Once you hit Search, you will have matches and will need to scroll through the list to find your Provider. Please note that your Doctor may have multiple locations. Once you found your Doctor, hit Select. You will notice, the Provider s name is now on your Pledge screen. If all of your family members see this Provider, you can simply check the box Check here to use the same physician for all your dependents. If you have seen this provider before, you can click in the box next to "Check here if you have previously seen this physician. If your dependents use a different Personal Care Physician, Simply click on the Dependent Provider List link and repeat the previous steps to search or add the Provider. 16

17 If your Doctor is not in the IPA, you can enter their information by clicking on the Add New Physician button. Enter all fields completely. When you are finished, click the Save button. Now that you have saved the Provider, you must close out of this window, and go back to the IPA search page. 17

18 Enter the Physician s last name as you entered it and hit Search. 18

19 If you have seen this provider before, click in the box. If all of the members of your family see the same Doctor, you can click in the box below the doctor s name. If your dependents see a different doctor, you can click on the Dependent Provider List (see examples 1 below) and select/add their Doctor. Once you are finished, click on the Continue button. 19

20 Once finished, you will see your credit for taking the $10.00 pledge. Hit the Ok button to submit your pledge. 20

21 To take the Health Assessment Pledge, click on yes with your mouse. Once the button is highlighted, click Continue. Scroll down to the bottom of the page and click on the Ok button. 21

22 5) Basic Employer Paid Life Insurance and AD&D To enroll in your Basic Employer paid Life insurance and AD&D, choose your selection by clicking in the circle next to each benefit. When you are done, click on the Continue button. Scroll down to see your beneficiaries on file. You can edit and change the percentage allotted to each, but please note that your total must equal 100%. 22

23 6) Supplemental Life and AD&D Review your confirmation and scroll down to the bottom of the screen to submit. To enroll in supplemental Life and AD&D, choose from your options listed by clicking in the circle next to each option. Please note that you can only enroll in up to 3x s your annual salary up to $500,000, without submitting Evidence of Insurability (forms available on HealthPort). 23

24 You can input your beneficiaries for your Supplemental coverage. Review your confirmation and scroll down to the bottom. Please note that you will only be charged for up to 3x s until your application is approved. Click on the Select button to submit your election. 24

25 To enroll in Supplemental Dependent Life select the Coverage Level by clicking in the circle next to each benefit. Scroll down to the bottom and click the Continue button to submit your election. 25

26 You will then see your cost for this coverage and simply scroll down to the bottom of the page and click on Continue to proceed. 7) Enrolling in Flexible Spending Account Select Healthcare FSA and enter the dollar amount between $150 and $5,000. If you need assistance, click on the worksheet link to calculate your amount. Click Continue to save your election. 26

27 You can also enroll in the Dependent Care FSA. Click Edit, then submit the amount and click Continue to save your changes. 8) Enrolling in Voluntary Benefits and Finalizing Your Benefits Enrollment You will be brought back to the Benefits Menu. If you are finished with selecting your Benefits, you MUST click the Submit button to finalize your enrollment. Please note, once your elections are finalized, you cannot make changes. If you need to make changes (within 30 days following your coverage effective date), you must contact the HR Service Center by calling (516) Within 24 hours of finalizing your Benefits, you will receive an with your Benefit Confirmation Statement to your NSLIJ mailbox or your private if you have provided one to the Health System. 27

28 You can hit Cancel at this time if you need to go back and make other changes, otherwise continue to the Electronic Signature box. Read carefully, then click in the box under the Electronic Signature header and proceed by selecting the Submit button. Here you can enroll in Voluntary Benefits and Print your confirmation statement. To enroll in Voluntary benefits, click on the Enroll inadditional Voluntary Benefits. You can also click Print to print your benefits enrollment confirmation. 28

29 Once finished, your Event Status will now show as Submitted and you will receive an confirmation to your NSLIJ account and/or your personal address if supplied. SECTION 3: HOW TO SIGN OUT OF SELF SERVICE It is very important to sign out of Employee Self Service when you have completed your session to ensure your privacy. Employee Self Service will automatically be timed out after 5 minutes of inactivity. If this happens, you will need to login to Employee Self Service again. See Section 1. 29