EWS Roles and Responsibilities 12-19-12
Enterprise-Wide Solution Roles and Responsibilities
BB&T Distribution Channel
Updated: 12/19/2012
NOTE: Property & Casualty Brokers/Agent - Please inquire how these Roles & Responsibilities may
differ when you are referring a group.
Activity
Phase 1: Demand Creation
Initial contact and prospect
qualification
BB&T Partner
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Proposal Creation/RFP Response
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EWSC
New or existing client
prospecting and lead
tracking
Alignment of priorities
Solution mapping with
client
Sales pipeline tracking
and reporting
Gathering key
information about
prospect for analysis
(premiums &
commissions, #EEs,
previous renewals,
culture, etc.) in order to
complete EWS
Questionnaire
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Gather necessary
proposal data (census,
current
rates/contributions, etc.)
Build proposal
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Support BB&T producers
with training, presentation
materials, marketing
information
Analyze key information
gathered by BB&T and
provide EWS
Questionnaire to assist in
evaluating the fit
assessment for EWSC
including high-level
opportunities
Provide FAQ for
distribution to prospect
Analyze data
Shape proposal content
by detailing value
proposition opportunity
and providing templates
to use for key messaging
Approve final proposal
scope and pricing
Proposal presentation
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Deliver proposal (finalist
presentation, orals, etc.)
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Support finalist
presentations and followup
Phase 2: Demand Fulfillment
Underwriting Pre-Open
Enrollment (Year 1)
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Participate in planning
and strategy meeting
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Conduct planning and
strategy meeting with
client
Request census and
carrier bills
Create product & pricing
strategy
Deliver client Audit
presentation
Make adjustments based
on client feedback and
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EWS Roles and Responsibilities 12-19-12
Activity
BB&T Partner
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Finalize Agreements &
Contracting
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Secure BOR from client
and distribute
Present EWS Agreement
Introduce EWSC
Implementation Team
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New Group Set-up
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Act as liaison with client
and provide support as
requested by the EWSC
Implementation Team
Ensure client sign off on
completed
carrier/partner
implementation forms
Communicate to all
carriers the relationship
with EWSC/ProView
Assist as required with in
force plan termination
notifications.
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Conduct Kick-off Meeting
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Participate in Kick-off and
on-going Implementation
Meetings
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Open Enrollment Strategy
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Support employee
meeting coordination
and presentations as
requested by the EWSC
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EWSC
Prepare Executive
Summary
Deliver Executive
Summary
Confirm client final
decisions, notify carriers
Begin population of the
Sold Transition Form
Complete EWS
Agreement
Work through legal
questions with client on
contract
Support the presentation
and execute Agreement
Complete Sold Transition
Form (for internal use
only)
Notify carriers that
ProView will be
outsourced Benefits
Administrator
Notify carriers of
termination of old plans
Complete carrier/partner
implementation forms
Complete and distribute
to all departments New
Group Profile Form (for
internal use only)
Complete all
Departmental-specific
implementation
workflows (FSA, COBRA,
etc.) Establish group into
all EWSC internal systems
Educate client HR team
on EWS Commitment
Review Implementation
Process and Project Plan
Identify key stakeholders
Establish meeting
schedule
Develop strategy and
confirm OE
Dates/Schedule
Complete and/or provide
EWS Roles and Responsibilities 12-19-12
Activity
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BB&T Partner
Implementation Team
(level of participation will
vary based on group size,
number of locations etc.)
Support agreed upon OE
strategy, including use of
Enrollers for initial
enrollment to EWS
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Online Enrollment System and
Data Management
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Act as liaison with client
and provide support as
requested by the EWSC
Implementation Team
Complete/Review on line
enrollment system
Playbook (plans, business
rules, rates, etc.) based
on client discussion as
requested by EWSC
Implementation Team
Participate in testing
enrollment system
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Benefits Portal
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Benefits Administration
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Act as liaison with client
and provide support as
requested by the EWSC
Implementation Team
Review Benefits Portal as
requested by EWSC
Implementation Team
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Act as liaison with client
and provide support as
requested by the EWSC
Implementation Team
Ensure client understands
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EWSC
EWSC Communications
Templates (active,
COBRA, Leave)
Determine
communication
distribution methods,
timing and responsible
partners
Coordinate and train
Enrollers
Participate in
employee presentations
and coordinate support
requirements with BB&T
partner
Facilitate completion of
On Line enrollment
system Playbook (plans,
business rules, rates, etc.)
based on client discussion
Complete Data
Exchange Guide
(inbound/outbound
files/payroll/census)
based on client discussion
Customize Data
Exchange Calendar
Configure and test
enrollment system
Configure and test data
files to and from client
and carriers
Conduct post OE data
audits
Establish single-sign-on to
business partners
Establish single-sign-on to
business partners
Customize and connect
to Coverage Advisor
Load communications to
Benefits Portal
Test Benefits Portal
Review Administration
Process Guide with client
Ensure all Implementation
Workflows are complete
Train internal stakeholders
EWS Roles and Responsibilities 12-19-12
Activity
Client Training
BB&T Partner
their role in
ongoing/routine support
of benefits administration
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Act as liaison with client
and provide support as
requested by the EWSC
Implementation Team
Participate in Online
Enrollment System and
Benefits Portal training
Support establishing a
Culture of Health
Support client in their role
as manager of HSA
banking and funding
EWSC
(Customer Center,
Benefits Administration
Teams)
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Health Management Services
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Act as liaison with client
and provide support as
requested by the EWSC
Implementation Team
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Phase 3: Demand Management
Underwriting – Post-Open
Enrollment
Manage Annual Wellness
Activities
Participate in the delivery of the
migration report
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Support biometric
screenings by:
Providing resources at the
various screening sessions
to assist with employee
check-in for screening
and Health Risk
Assessments (HRA)
The level of participation
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Conduct Online
Enrollment System training
Conduct Benefits Portal
training
Conduct Coverage
Advisor training
Conduct Monthly
Premium Funding training
Conduct HSA banking,
funding and reporting
process (client
responsibility)
Provide instructions and
support on establishing a
culture of health
Customize Annual
Wellness Calendar with
dates, deliverable and
responsibilities for core
activities critical to the
success of the EWS
Commitment and impact
on clients experience
rating
Education on incentive
strategy
Complete all HMS
implementation
workflows
Coordinate Biometric
screenings within 30 to 60
days from start of new
plan year
Deliver migration report
and discuss results and
financial implications
Manage biometric
screening vendor
Set-up Health Assessment
with carrier
Ensure that monthly
activities are completed
Provide communication
documents and emails
(for distribution by client)
EWS Roles and Responsibilities 12-19-12
Activity
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Manage Benefits Administration
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BB&T Partner
will vary based on group
size, number of locations
etc.)
Participate in the delivery
of the quarterly EWS
check-up and
Performance Reports
Act as liaison with client
and provide support as
requested by EWSC
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Legal and Compliance
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Act as liaison with client
and provide support as
requested by EWSC
Communicate Legislative
issues and ruling
impacting benefits plan
Manage distribution of
required annual
compliance documents
Access to monthly
Newsletters and updates
for clients
WRAP documents
5500 services
Education seminars and
webinars
Contract review &
PPACA filings co-sourced
(as needed)
SPD review and
distribution
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EWSC
Conduct outreach
programs
Prepare and deliver
Quarterly Check-up and
Performance Reports
Coach client on wellness
approach and results
Maintain Enrollment
System
Create and distribute
carrier files, incentive and
payroll files
Manage: new hire
enrollments, Life Events
and verifications, EOI,
Student status and
overage dependent
monitoring
Deliver monthly
Consolidated Bill and
distribute premium
payments to carriers
Provide Customer Care
Center Support to
employees and
beneficiaries
Work with Broker Partner
to resolve escalated
employee and claim
issues
Support client and Broker
Partner as requested
EWS Roles and Responsibilities 12-19-12
Activity
Vendor Management
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Population Management
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Underwriting – Renewal (Year 2)
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BB&T Partner
Act as liaison with client
and provide support as
requested by EWSC
Act as liaison with client
and provide support as
requested by EWSC
Act as liaison with client
and provide support as
requested by EWSC
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EWSC
Manage proactive and
reactive issues pertaining
to vendors
Wellness Director to:
– Review clinical
claims history to
confirm plan
design structure
– Review all
condition
management
– Review large
claims
– Design culture of
health program
for each client
Analyze claims data,
experience rating, and
conduct underwriting
Finalize
recommendations, rates
and fees