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2019-20 Open Enrollment Communications

2019 Open Enrollment Communications

Following is a schedule of OEBB’s 2019 Open Enrollment Communications with links to view the documents.

The description in the far left column will be an active link when a preview is available. If the description does not link, the item is still in progress. Thank you for your patience!

  

Description Who/What/Why/How Data Pull Date Delivery Date
Open Enrollment Preview Mailer
Hard-copy self-mailer containing a "sneak peek" of what to expect in the fall. Mailed to all benefits-eligible employees and early retirees USPS. June 14, 2019 To be postmarked July 8, to be received by members the second week in July.
Heads-Up Postcard Hard-copy postcard mailed USPS to all benefits-eligible employees and early retirees. The card instructs them to watch their USPS mailbox for their OE Materials.
July 11, 2019 To be postmarked July 23, to be received by members the last week in July.

Open Enrollment Poster – Design A

Open Enrollment Poster – Design B

A supply of posters (hard copies in two sizes 18” x 30” and 8.5" x 11", both designs) mailed to each entity benefits administrator to be displayed in common areas before and during the Open Enrollment period. June 6, 2019 To be postmarked July 23 and delivered to employers the last week in July.
OEBB’s Open Enrollment Packet (see individual inserts below) July 11, 2019 To be postmarked Aug 1 – 3, all to be received first week in August
Packet Part 1 of 3

Cover Letter

Spanish translation
Personalized letter to each benefits-eligible employee or early retiree detailing the specific plans available to them. To be mailed hard copy to all benefits-eligible employees and early retirees.    
Packet Part 2 of 3

Plan Comparison Inserts
Three 11x17 pages (medical) and one 8.5x11 page (dental and vision) all printed on both sides, showing side-by-side benefit details of all OEBB medical, dental and vision plans.
Packet Part 3 of 3

Hard Copy Booklet (original version printed and mailed hard copy)

Spanish translation
All benefits-eligible employees and early retirees will receive a hard copy of this booklet, summarizing all OEBB plans.


   
E-Version of Packet Part 3 of 3

Online Booklet
Interactive "eMag" format for viewing online
Link available on various pages of the OEBB website including Member Resources page, Open Enrollment page, and OEBBplandocs.com.
   
Reminder Postcard – Required Open Enrollment This hard-copy postcard will be mailed USPS to all benefits-eligible employees and early retirees, reminding them to log in and enroll in benefits for 2019-20. July 11, 2019 August 15, 2019
Confirmation Email - Enrollments Saved
This email will be sent to those members with an email address in the MyOEBB system confirming their enrollments have been recently saved, and providing links to federally required notices. If records are saved multiple times, the member may receive multiple emails. Data pulled daily at midnight throughout Open Enrollment to capture the records saved that day. Data pulled on weekends and holidays will be batched for the next business day. Emails sent each business day throughout Open Enrollment to members whose enrollments were saved within the associated time period.
Confirmation Letter - Enrollments Saved  Mailed USPS to those benefits-eligible employees and early retirees without a valid email in the MyOEBB system confirming their enrollments were successfully saved and providing links to federally required notices. Sept. 23, 2019 Postmarked October 1, 2019 and delivered the first week in October.
Required Notices Letter - Enrollments NOT Saved Mailed USPS to those benefits-eligible employees and early retirees who did NOT save their enrollments in MyOEBB during Open Enrollment, notifying them they have no OEBB medical, dental, or vision coverage for the 2019-20 plan year. Provides links to federally required notices. Sept. 23, 2019 Postmarked October 1, 2019 and delivered the first week in October.
Dental 12-Month Wait Letter
Mailed USPS to all benefits-eligible employees and early retirees who have at least one individual enrolled on their OEBB dental plan who is subject to the 12-month waiting period for the 2019-20 plan year. The letter lists the individuals subject to the waiting period and explains how to appeal it if they experienced a QSC.
Sept. 23, 2019 Postmarked September 30, 2019 and delivered the first week in October.

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