Your Toolkit of Information During Benefits Open Enrollment


Open Enrollment header with Deanna Carter photo

Open Enrollment Toolkit

Your Toolkit of Information During Benefits Open Enrollment

Benefits Open Enrollment occurs October 5 – 16, 2020. The Open Enrollment website is open, and this announcement details:

  • Action items to prepare yourself for Open Enrollment
  • Tools and resources to help you explore benefits options
  • Steps to enroll in Workday 

For a detailed explanation of benefits changes for 2021, please review the 9/1/20 Open Enrollment email.

This is a busy time of year, and your benefits are an important financial investment. We are pleased that you approach benefits decisions with the same focused level of research and intentionality as you do with any other major expenditure. Our goal with this email is to make the Open Enrollment process as positive an experience as possible.

Action Items

How to Prepare for Open Enrollment

1. Mark your calendar for these key dates: 

  • Oct. 5 – 16, 2020: Open Enrollment Period
  • Sep. 21: Open Enrollment Brochure mailer arrives this week
  • Sep. 28: Open Enrollment Cost Comparison mailer arrives this week
  • Sep. 28: – Oct. 14: VIRTUAL Open Enrollment Presentations
  • Oct. 5 – 16: VIRTUAL Benefits and Well-Being Expo, 24/7
  • Oct. 7: VIRTUAL Open Enrollment Town Hall
  • Oct. 16: Open Enrollment closes at midnight

2. Familiarize yourself with the newly designed Open Enrollment website. 

The Open Enrollment HOME webpage clearly lays out changes, costs, and action steps, all on one page. For additional details, the benefit-specific pages are accessible via the sidebar navigation box. You’ll see a new Medical Scenarios webpage that compares costs for common medical procedures across the three health plan options. You’ll also find details on all pages about how to enroll or make changes in Workday.

3. Try out the new resources listed below.

Take the new resources out for a spin, such as the Open Enrollment video, podcasts, Medical Scenario page, Aetna Navigator tools, and more. Check back often as we continue to update the website with new resources prior to the launch of Open Enrollment.

4. Confirm your home address in Workday. 

Make sure your home address and phone numbers are correct in Workday so you can receive the mailers and your new Aetna medical/pharmacy ID card.

Open Enrollment Tools

Understand Available Resources and Tools

WHAT'S NEW

Resources to help you select the best health, dental and vision options for you and your family are numerous, and are found on the Resources 2021 webpage. NEW resources this year are as follows:

Medical Scenarios webpage - six common medical scenarios that you might experience, with estimates for what you would pay for each service depending on your health plan option. Visit the Medical Scenarios webpage for details.

NEW Podcasts - on retirement, Aetna as UVA’s new pharmacy benefit manager and the new Aetna One Advocate model (coming soon); and Dependent Daycare FSA (coming soon).

Open Enrollment Overview – this animated Overview Video details benefits changes, action items for you to take, and resources.

Aetna Navigator - a new “Find Care & Pricing” tool compares costs to deliver real-time, personalized estimates and provide average in-network and out-of-network costs. Visit the Aetna website and click on “Log in/Register” to access this new tool.

VIRTUAL Benefits & Well-Being Expo - hosted online and running two weeks instead of two days, you will find a one-stop shop for well-being and benefits information, including presentations that dive deeper into physical, financial, and emotional well-being topics from UVA HR Staff and community partners. Visit the Expo 2021 webpage and register on the page's Virtual Expo portal (link will be active October 5).

Open Enrollment Town Hall – in addition to five virtual Open Enrollment presentations offered Sep. 28 – Oct. 14 by the HR Benefits team, a new Open Enrollment Town Hall will include presentations by FEAP, Hoos Well, and the Leave, Benefits, and Retirement teams. Questions from you can be upvoted during the Q&A. Visit the Presentations 2021 webpage for a full schedule and Zoom links.

“For Your Benefit” mini-videos (coming in late September) - short informative videos about benefits topics including how to understand the Schedule of Benefits tables, the difference between HSAs and FSAs, and how the three health plan options differ.

WHAT’S BETTER

We heard you!

We’ve also enhanced and upgraded some resources based on your great feedback from last year:

Website: The UVA HR Open Enrollment website is redesigned and easier to navigate. Each page offers relevant changes and action items at the top of the page, and detailed instructions for enrolling in Workday near the bottom. Schedule of benefits resources are both in the sidebar and in the main content area. The Medical Scenarios webpage is an exciting new addition that you have been asking for! Six common medical scenarios provide estimates for what you would pay for each service across the three health plan options (keep in mind that the real costs depend on the services you receive and how the doctor or health care facility bills Aetna).

Picwell and ALEX Interactive Tools: Both Picwell and ALEX have been updated to reflect CARES Act changes that extend deadlines for spending FSA monies, how COVID-related services are covered, and Teladoc access. Both plans have been enhanced to explain why they make the recommendations they do, and to provide alternative recommendations for employees unable to cover out-of-pocket expenses with the high deductible Basic Health option. Both plans state how much you should put in your HSA and your FSA to meet your medical needs. 

Home Mailers

  • The Overview mailer about Open Enrollment has been expanded into a 12-page brochure and will arrive at your home during the third week of September. It details key dates, benefits changes, action items, what’s new for 2021, resources, and how to enroll in Workday. A PDF version of the brochure is available on the Open Enrollment website, Resources webpage.

  • The Comparison mailer has been expanded into an 8-page booklet and includes not only the four “Health Plan Options at a Glance” tables, but also a shortened version of the Aetna Schedule of Benefits comparison table for in-network services, a comparison of dental plan options, additional resources, and key dates. A PDF version of the Cost Comparison booklet is available on the Open Enrollment website, Resources webpage.

Aetna One Advocate: You told us you wanted a more concierge approach to managing your health care needs. Starting in January 2021, you will enjoy a new dedicated advocate service model:

  • Members connect directly to an advocate on UVA’s dedicated service team
  • Advocates work with members to understand medical care costs, coordinate care and approvals, and connect members with available resources
  • Advocates can create a personalized care plan focused on a seamless, hassle-free member experience

Elect Benefits in Workday

Understand the Process in Workday

To review and elect your benefits in Workday:

  1. Navigate to Workday on or after October 5
  2. In your Workday Inbox, click on the message titled "Open Enrollment Change: [Your Name] on 01/01/2021"
  3. Follow the instructions to navigate through each part of the Workday Open Enrollment screens:
    • Modify medical, dental, vision benefits, if desired
    • Add or drop dependents, if applicable (adding a spouse requires spousal affidavit to be completed before finalizing your benefits elections). Confirm social security numbers for dependents. Confirm home address.
    • Elect/waive Health Savings Account and Flexible Spending Account
    • View insurances and long-term disability
    • Confirm or change beneficiaries for life insurance
    • If you are not ready to submit, back up one page using your "back" arrow in your browser, and select "Save for Later"
    • When you are ready to submit, electronically sign at the bottom of the last page and press the SUBMIT button
    • Workday does not currently offer the option to confirm your elections in writing, so after you submit your elections, it is a good idea to print a copy of your elections confirmation for your records. This will save a PDF of the document, which you can print or save.
    • Watch for additional emails in your Workday Inbox related to post-Open Enrollment action items you made need to take

If you change your mind on an Open Enrollment choice you made and Open Enrollment has not closed:

  1. From the Benefits app in Workday, click on "Change Open Enrollment"
  2. You will be making changes to what has been previously submitted. Any changes made will need to be resubmitted. If you do not resubmit, the changes will be deleted and the previous submission will remain in effect.
  3. Move through the same screens to elect or waive coverage
  4. Once changes are complete, electronically sign at the bottom of the last page and press the SUBMIT button
  5. Print the new confirmation of benefits elections

Tell Us How We're Doing

We Love Your Feedback!

Constructive feedback from you after last year’s Open Enrollment helped guide many improvements you will see with this year’s Open Enrollment website and communications. Thank you for your feedback, and please complete the survey after Open Enrollment this year to let us know how we did!

We hear you. How can we help?

If, after reviewing materials and resources on the Open Enrollment website, you would like additional 1:1 personalized assistance, there are several options to receive support:

  • Email AskHR@virginia.edu or click on the “Chat with an Expert” button at the bottom of every Open Enrollment webpage (during regular work hours) for a more immediate response to your questions
  • Email AskHR@virginia.edu or call 434.243.3344 to schedule a 20-minute Zoom appointment to discuss your more complex questions with an HR professional. HR will accommodate as many appointments as possible through Wednesday, October 14.

We are here to help you!