Setting Up and Using the "Apply Plan Group" Function

You can create and apply plan groups to save time adding offered benefits to a batch using the Apply Plan Group function. The Apply Plan Group function allows you to set up a group of benefit plans and add a group of Offered Benefit Plans all at one time to a Benefits Batch.

It is important to note that:

  • The Apply Plan Group function can only be used on plans in "New", "Pending Activation" or "Activated" status.

  • When a new Offered Benefit Plan is generated that shares the Carrier and Category (i.e., Plan Type) with an existing plan that is Active and not Rejected, the new Offered Benefit Plan inherits the Rate Group value from the existing plan.

When to Use the Apply Plan Group Function

Apply Plan Group can save you time when:

  • You are renewing benefits and you want to offer multiple clients the same group of regular plans or supplemental plans.

  • You are setting up new clients and you want to quickly add a group of offered plans to a Benefits Batch for them.

Setting Up Plan Groups

To set up plan groups:

  1. Access the Admin Workspace:

    There is more than one way to access the Admin Workspace:

    • From the modules bar, click Workspaces.

      The Workspace Search dashboard opens.

    • Type "Admin" in the search box to filter the list of workspaces and locate Admin Workspace.

    OR

    • On the modules bar, on the right side, click <username> > Modules.

      The Modules Search dashboard opens. The Admin Workspace is listed at the top of the dashboard.

  2. Once in the Admin Workspace, type "Benefits Plan Group" in the dataform search box to display the Benefits Plan Group tile, and click the tile to open the Benefits Plan Group dashboard/search form.

  3. Click Add to add a new Benefits Plan Group.

    The Benefits Plan Group: Add window displays.

  4. Complete the following fields:

    Plan Year

    Type the year you want the plans to be applied.

    Note: We recommend using the same year as the majority of your Benefit Batch effective dates in ClientSpace.
    Plan Group

    Select the name of your new group of plans. EX: Health Plans 2024 or Aetna Plans 2025. Think of this as the "bucket" into which you will place all of the benefit plans you want to include in this group.

    Note: This lookup list uses the Benefit Plan Group lookup list.
    Benefits Plan Select the parent plan that you want to associate with this Plan Group. These are the plans you are placing in the "bucket".

  5. Click Save (or Apply if you want to continue adding .

  6. Repeat these steps until all of the benefit plans you want to associate with the Plan Group are added as benefit plans in this Plan Group.

Applying a Plan Group

Once your plan groups are set up, you can apply them to Benefits Batches.

  1. Open the Benefits Batch where you want to apply the plan group.

    1. From the modules bar, click Workspaces.
      The Workspace Search dashboard opens.
    2. Select the desired workspace and click (Open).
      The Workspace page opens.

    3. Move down the page to the administrative tiles where you see the dataform categories.

    4. Enter "Benefits Batch" in the search for dataform field and then click the Benefits Batch tile.

      The Benefits Batch dashboad/search window displays.

    5. Locate the batch and click (Open) next to it.

  2. In the Action Center, under Workflow, click Apply Plan Group.

    The Apply Plan Group window displays.

  3. Complete following fields:

    Plan Year

    This defaults to the year of the Effective Date of the Benefits Batch.
    Plan Group

    Select Plan Group containing the plans you want to apply to the Benefits Batch.
    Benefits Plan Select an individual Benefit Group to create OBPs for the selected Benefit Group only; otherwise, click the All Classes checkbox to create OBPs for all Benefit Groups.

  4. Click OK.

    A popup window displays the OBPs that were generated for the Plan Year and Plan Group combination you specified under "Added".

    Note: Previously added plans are also listed under "Existing". These plans were not created because they already existed for the specified Plan Year/Benefit Group combination.

    Apply Plan Group will not duplicate plans if you add a new plan to the group and need to reapply the plan group. Previously added plans will always show under "Existing".

  5. Click OK.

    Note that the Associated OBPs and Offered Benefit Plans badge counters are now updated to reflect the newly added OBPs.