With a seemingly never-ending list of new participants, flight changes, and now pandemic restrictions, keeping track of participants who need insurance coverage and for what period of time is a job in and of itself. Not to mention that having each member insured for the full period of their program is a requirement of the Department of State, adding an extra layer of potential liability.
While managing the health insurance portion of a program can seem like a daunting task at first, our enrollment management system is designed to be user-friendly and intuitive and should help make this process as easy as possible. This article will explore a plethora of helpful tips and tricks to help you navigate the enrollment process with ease!
All clients of ours receive free access to our state-of-the-art enrollment system, or “the tool” as we call it. The tool was built by our in-house tech team from the ground up, meaning that it was designed to do everything you can imagine and more. From sending out ID cards with a touch of a button to adding hundreds of new enrollments from a single spreadsheet, our system can do it all — and fast.
Each year our tool undergoes a series of enhancements from client feedback, meaning it continues to get better and better! Learning what the tool can do as well as gaining familiarity with its key features will help make managing your insurance enrollments and modifications a breeze.
Here Are Some of Our Favorite Time-Saving Features:
Once you’ve familiarized yourself with the tool, you’ll gain a better understanding of how long it will take you to manage your enrollments and how frequently you’ll need to do so. Some programs will need to modify records every few days, while others may be able to get away with only doing so once a week or maybe even once a month.
The amount of time that it will take each program to manage their insurance enrollments will vary. Smaller or seasonal programs may need to log into the enrollment system more infrequently, while larger programs will require a lot more tweaking as flights are cancelled or visa appointments delayed.
Naturally, the more updates you have to make, the more overwhelming those changes can feel (even when you have access to an enrollment system like ours). This is why our team suggests that you set aside at least a few minutes each week to manage the insurance plan. Once you’ve collected each of the changes that need to be made, during this designated time you can add new participants to the system and also make any necessary changes to existing records.
It may be helpful to mark your calendar with the time you’d like to dedicate to this task, ensuring that you won’t be disturbed. The more that you stay on top of the changes that need to be made, the less stressful the task will be!
If at any point you’re feeling overwhelmed by the process of modifying your insurance enrollments or need a refresher of some of the tools’ key features, help is only a phone call, video call, or email away.
Your dedicated account manager can help answer any questions you may have about the tool, in addition to adding, removing, or altering your participant’s insurance coverage for you. If your updates are taking more than a few minutes to manage, loop in your account manager for assistance. Odds are they can show you a more efficient way to make the changes needed.
Our account managers have years of experience in the fields of both cultural exchange and international education and also hold an insurance license, making them an ideal resource to help you manage your enrollments and answer any questions. They are here to help you, so don’t be afraid to lean on them!
For future or current participants who are insured on our plans, you can view all the details about your plan through your Student Zone. You can find this information in your welcome email and insurance ID card. If you cannot find this, please contact us.Contact Us