Enrollment

Initial/New Hire Enrollment Checklist
Presentations
Initial Enrollment
Web Enrollment
Transferring Employee
Returning to Work After Leaving Employment

Initial/New Hire Enrollment Checklist 

Enrolling a New Employee

Confirm the employee is eligible for the insurance.  (See Eligibility)
Download the most current Insurance Enrollment Form and General Notice of COBRA Continuation Coverage Rights from the OSEEGIB IC web page.
On the Insurance Enrollment Form, fill out the “Employer Information” and indicate this is a “New Hire Enrollment”.
The “Effective Date Of This Form” is normally the first day of the month following the hire date or any mandated employer probationary period.
Inform the employee of the insurance options offered through your employer.
Give the Insurance Enrollment Form and General Notice of COBRA Continuation Coverage to the employee to complete and inform them of your deadline for returning the form.
Verify the employee has completed and signed the form and confirm elections with the employee.
If the employee elects dental and life insurance without electing health insurance, you must obtain proof of other group health insurance.  (See HIPAA)
Review the form back to make sure the employee has completed all required signatures and dates.
If employee is electing Supplemental Life in excess of $20,000, complete the “Employee’s Yearly Salary” amount (salary does not include overtime or bonuses). If the employee is electing Supplemental Life in excess of Guaranteed Issue, obtain a Life Insurance Application, and instruct the employee to complete and send it to OSEEGIB for review.  (See HealthChoice Life Insurance)
Sign and date the form on the “Insurance Coordinator Signature” section.
If you use Web Enrollment, input the information.  (See Web Enrollment)
If you do not use Web Enrollment, make a copy of the front and back of the form and mail the original form to OSEEGIB or fax it to 1-405-717-8939 or 1-405-717-8942, “Attention: Accounting."
Keep a copy of the form in the employee’s file.

Presentations 

The Employee Benefit Options Presentation is available on the OSEEGIB website for new employees. If you would like a CD version, please contact OSEEGIB Member Services.

Initial Enrollment 

A new employee has 30 days from their eligibility date to enroll in coverage. Employees are eligible to enroll in only the benefits offered through your employer. A new employee is different from a current employee because at initial enrollment,  they are eligible to enroll in the Guaranteed Issue life insurance amount. If an employee does not enroll in life insurance at initial enrollment, they must wait until the next annual Option Period to apply.  (See HealthChoice Life Insurance) It is important to review the Insurance Enrollment Form with new employees, and inform them of any benefit allowance provided by your employer.

To be eligible to enroll in dental and/or life coverage, an employee must have group health coverage through OSEEGIB or another group health plan. An employee’s individual health insurance policy is not considered group health insurance for the purposes of opting out of health coverage through OSEEGIB.

Vision coverage is the only benefit that is available without proof of other group health insurance. An employee must be enrolled in a vision plan for their dependents to be eligible for enrollment in that plan.

Coverage for new employees becomes effective the first day of the month following their employment date or the date they become eligible based on your employer’s rules.

A new employee has 30 days from their eligibility date to make changes or add additional coverage by completing a new enrollment form (supersede). These changes are effective the first day of the month following the date of the change. Changes outside this 30-day window can be made only if a qualifying event occurs or during the annual Option Period.

After the 30-day eligibility window has passed, enrollment and/or administrative errors can be reviewed by OSEEGIB. Please contact your Member Services Representative for information.

Enrolling Dependents

An employee can add their eligible dependents at initial enrollment, within 30 days of a qualifying event, or during the annual Option Period.

If an employee gains new dependents, this is a qualifying event and the dependents can be enrolled provided the request is made within 30 days following the event; otherwise, the dependents can be enrolled during the annual Option Period. Limitations may apply.  (See OSEEGIB Rules 360:10-3-24)

To enroll a dependent, specific forms and/or information may be required, such as the:

• Insurance Enrollment Form or an Insurance Change Form
• Portion of the employee’s latest tax return listing  dependents for income tax deduction purposes
• Adoption papers, legal guardianship papers, or other court records
• Disabled Dependent Assessment Form
• Application for Coverage for Other Dependent Children
• Dependents' Social Security numbers

Web Enrollment 

OSEEGIB offers a web-based enrollment application to all Insurance Coordinators (ICs). Using our Web Enrollment System, ICs can make real-time changes to their employees’ coverage, print confirmation statements, and print/view both monthly premium bills and estimated future bills.

ICs must attend a training session and register with OSEEGIB to use this valuable tool. If you are interested in attending one of our Web Training sessions, please contact Web Support at 1-405-717-8707 or toll-free 1-800-543-6044, extension 8707 to enroll.

Transferring Employee 

A transferring employee is someone who moves from one OSEEGIB employer to another. They are treated as a new employee and with the following exceptions; the employee may:

• Enroll and have coverage effective their first month of employment. If their insurance coverage ended the month prior to their new employment, the employee is responsible for paying plan premiums for this first month of coverage.
• Continue coverage through their previous employer for one month until they are eligible to enroll with their new employer.
• Enroll in COBRA coverage for the gap in coverage/transition period.
• Enroll in the Guaranteed Issue amount of life insurance because they are considered a new employee.
• Continue any amount of life insurance they had under their previous employer without completing a Life Insurance Application.  (See OSEEGIB Rules 360:10-3-22)

Returning to Work After Leaving Employment 

If an employee returns to work for your employer after a break of less than 30 days, they are eligible to enroll in only the coverage they had when they left employment.

If an employee returns to work for your employer after a break of 30 days or more, they are considered a new-hire and their enrollment should be treated as an initial enrollment. An exception to this is life insurance. If the employee returns within 24 months, they can only enroll in the amount of life insurance they had during their previous employment.