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2018-19 Open Enrollment Communications

2018 Open Enrollment Communications

Following is a schedule of OEBB’s 2018 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 members USPS just after Memorial Day. May 8, 2018 To be postmarked June 1, to be received by members the first week in June.
Text Message Reminder Opt-In Postcard Hard-copy postcard mailed USPS to all members. The card makes members aware of the new opt-in service for text message and email reminders. June 13, 2018 To be postmarked July 5, to be received by members the first week in July.
Heads-Up Postcard Hard-copy postcard mailed USPS to all members. The card instructs them to watch their USPS mailbox for their OE Materials. July 10, 2018 To be postmarked July 24, 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. July 2, 2018 To be postmarked July 23 and delivered to employers the last week in July.
OEBB’s Open Enrollment Packet (see individual inserts below) July 10, 2018 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 retiree detailing the specific plans available to them. To be mailed hard copy to all subscribers.    
Packet Part 2 of 3

Plan Comparison Inserts
Two 11x17 pages (printed on both sides) showing the main benefit details of all OEBB medical, dental and vision plans side-by-side.
Packet Part 3 of 3

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

Spanish translation
All members 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 retirees, reminding them to log in and enroll in benefits for 2017-18. July 10, 2018 August 15, 2018
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 health assessments and 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 members without a valid email in the MyOEBB system confirming their enrollments were successfully saved and providing URLs to online health assessments and federally required notices. Sept. 26, 2018 Postmarked October 10, 2018 and delivered the second week in October.
Required Notices Letter - Enrollments NOT Saved Mailed USPS to those members who did NOT save their enrollments in the MyOEBB during Open Enrollment, notifying them they have no OEBB medical, dental, or vision coverage for the 2017-18 plan year, and providing URLs to federally required notices. Sept. 26, 2018 Postmarked October 10, 2018 and delivered the second week in October.
Dental 12-Month Wait Letter
Mailed USPS to all members who have at least one individual enrolled on their OEBB dental plan who is subject to the 12-month waiting period for the 2017-18 plan year. The letter lists the individuals subject to the waiting period and explains how to appeal it if they experienced a QSC.
Sept. 26, 2018 Postmarked September 29, 2018 and delivered the first week in October.

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