AGENDA CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING. April 12, :00 A.M 12:00 P.M.

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1 I. CALL TO ORDER II. AGENDA CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING April 12, :00 A.M 12:00 P.M. CCCSIG Conference Room 550 Ellinwood Way Pleasant Hill CA ROLL CALL & INTRODUCTIONS Bylaws of the Contra Costa County Schools Insurance Group I.G.4. Quorum. A majority of each Committee membership shall constitute a quorum for the transaction of business except that less than a quorum may adjourn from time to time. Member Districts = 9 Number required to achieve a quorum = 5 CCCSIG: Contra Costa County Schools Insurance Group MEMBERS: Arcohe Union School District Arcohe Union School District Brentwood Union School District Brentwood Union School District Byron Union School District Byron Union School District Canyon School District Canyon School District Castro Valley Unified School District Castro Valley Unified School District Moraga School District Moraga School District Oakley Union Elementary School District Oakley Union Elementary School District Travis Unified School District Travis Unified School District Walnut Creek School District Walnut Creek School District CONSULTANTS Keenan & Associates Keenan & Associates Jürg Morach, Executive Director Troy Miller Mindy McCreery Roxane Jablonski-Liu, Vice Chair Debbie Valladao, Alternate Kathy Bell Stephanie Brundy, Alternate Monica Santiago Ramona Nisbet, Alternate Suzy Chan Robin Yearby, Chair Daniela Parasidis/Kathy Bell Courtney Avellar, Alternate Maria de la Luz Bordanaro Cindy Peterson/Tammi Lauderdale, Alternates Trudy Barrington Sonya Lasyone, Alternate Open Griselda Barraza, Alternate Debra DeSpain Vickie Vales III. PUBLIC COMMENTS Comments from the public will be received and limited to five minutes per person.

2 IV. APPROVAL OF AGENDA Action The Committee retains the right to change the order in which agenda items are discussed. Subject to review by the Committee, the agenda is to be approved as presented. Items may be deleted or added for discussion only according to G.C. Section V. APPROVAL OF MINUTES February 8, Action The Committee will review the minutes of the last Committee meeting for any adjustments and adoption. VI. CORRESPONDENCE Correspondence will be presented and reviewed by the Committee. No action may be taken in response; only referred for action on a subsequent agenda. VIII. ADMINISTRATION/HEALTH BENEFIT PROGRAM ADMINISTRATIVE UPDATE IX. Building Blocks/Colonial Plan Overview, Part Sutter Health Plus/Western Health Advantage Update BenefitBridge Employer Quick Reference Guide Benefits Administration Workshop Legislative Updates/Briefings The Consultant will present Legislative Updates/Briefings/Articles of Interest to the Committee. INFORMATION MEMBER COMMENTS Each member may report about various matters involving the Committee. There will be no Committee discussion except to ask questions, and no action will be taken unless listed on a subsequent agenda. CONSULTANT COMMENTS The Consultant will report to the Committee about various matters involving the Committee. There will be no Committee discussion except to ask questions, and no action will be taken unless listed on a subsequent agenda. X. AGENDA ITEMS NEXT MEETING Members and others may suggest items for consideration at the next meeting scheduled for May 10, 2019 XI. ADJOURNMENT Americans with Disabilities Act: Contra Costa County Schools Insurance Group conforms to the protections and prohibitions contained in Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof. A request for disability-related modifications or accommodation, in order to participate in a public meeting of the Contra Costa County Schools Insurance Group, shall be made to: Bridget Moore, Executive Director, Contra Costa County Schools Insurance Group Ellinwood Way, Pleasant Hill, CA (866)

3 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: Action Approval of Agenda Enclosure: Yes Category: Prepared by: Requested by: Approval of Agenda Keenan & Associates BACKGROUND: Under California Government Code Section the Legislative Body is required to post an agenda detailing each item of business to be discussed. The Committee posts the agenda in compliance with California Government Code Section STATUS: Unless items are added to the agenda according to Government Code (b) (1) (2) (3), the agenda is to be approved as posted. RECOMMENDATION: Subject to changes or corrections, the agenda is to be approved.

4 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: Action Approval of Minutes February 8, 2019 Enclosure: Yes Category: Prepared by: Requested by: Approval of Minutes Keenan & Associates BACKGROUND: As a matter of record and in accordance with the Brown Act, minutes of each meeting are kept and recorded. STATUS: Included in the agenda packet are minutes from the February 8, 2019 meeting, which have not yet been approved. RECOMMENDATION: Subject to changes or corrections, the minutes of the February 8, 2019 meeting is to be approved as submitted.

5 MINUTES CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING February 8, :00 A.M 12:00 P.M. CCCSIG Conference Room 550 Ellinwood Way Pleasant Hill CA I. CALL TO ORDER Roxane Jablonski-Liu called the meeting to order at 10:02 AM with introductions. II. ROLL CALL & INTRODUCTIONS Bylaws of the Contra Costa County Schools Insurance Group I.G.4. Quorum. A majority of each Committee membership shall constitute a quorum for the transaction of business except that less than a quorum may adjourn from time to time. Member Districts = 9 Number required to achieve a quorum = 5 Those in attendance were: CCCSIG: Contra Costa County Schools Insurance Group Contra Costa County Schools Insurance Group MEMBERS: Arcohe Union School District Brentwood Union School District Byron Union School District Moraga School District Oakley Union Elementary School District Travis Unified School District Walnut Creek School District ABSENT: Canyon School District Castro Valley Unified School District CONSULTANTS Keenan & Associates Keenan & Associates GUESTS: Kaiser Permanente Jürg Morach, Executive Director Erica Williamson, HR/Communications Manager Troy Miller Roxane Jablonski-Liu, Vice Chair Kathy Bell Kathy Bell Tammi Lauderdale, Alternate Trudy Barrington Audrey Katzman Monica Santiago Robin Yearby, Chair Debra DeSpain Vickie Vales Kelsey Lesley, Senior Account Manager III. PUBLIC COMMENTS There were no public comments.

6 IV. APPROVAL OF AGENDA Action A motion was made by Kathy Bell, seconded by Audrey Katzman and unanimously carried to approve the Agenda as presented. Votes: Arcohe Aye Brentwood Aye Byron Aye Canyon Absent Castro Valley Absent Moraga Aye Oakley Aye Travis Aye Walnut Creek Aye V. APPROVAL OF MINUTES January 11, Action A motion was made by Audrey Katzman, seconded by Kathy Bell and unanimously carried to approve the November 9, 2018, Minutes as presented. Votes: Arcohe Aye Brentwood Aye Byron Aye Canyon Absent Castro Valley Absent Moraga Aye Oakley Aye Travis Aye Walnut Creek Aye VI. CORRESPONDENCE Debra DeSpain reviewed the enclosed correspondence: VII. 1. Notice from Arcohe Unified School District to remove Jim Shock as an alternate as he has retired. 2. Notice from Moraga School District with the temporary appointment of Kathy Bell, Interim CBO, as representative effective January 11, 2019 March 8, 2019, while Daniela Parasidis is on leave. 3. Notice from Byron Union School District with the appointment of Kathy Bell, Interim CBO, as representative and Stephanie Brundy as the alternate representative effective 1/1/2019. ADMINISTRATION/HEALTH BENEFIT PROGRAM ADMINISTRATIVE UPDATE Kaiser Periodic Utilization Report Kelsey Lesley, Senior Account Manager with Kaiser Permanente, presented the Periodic Utilization Report for the period 1/1/2018 9/30/2018. Highlights of the report are: Unadjusted PMPM (Per Member Per Month) charge has increased 17.84% Pooling Point remains at $280,000. The pooling point is the claim threshold for the JPA. Any claim costs over $280,000/claim is a credit towards the renewal calculation. There are three (3) high cost claims for the upcoming renewal period and all are expected to be ongoing. One of these claims is over $4,000,000 and represents 18% of total claims, which ties to the PEPM increase Reviewed pooling and how pooling is used to determine renewals Provided four (4) Key Findings and their metrics and relevance to the renewal o Total Paid Claims o Inpatient Claims o Outpatient Claims o Pharmacy Claims Demographic make-up of the JPA has remained constant

7 Building Blocks/Colonial Plan Overview, Part Debra DeSpain provided the committee with benefit information for the Accident and Medical Bridge voluntary plans. Highlights of the Accident plan Guaranteed Issue The plan is not age-based/rated Employees can choose coverage for either on and off the job or off the job only Offers coverage for Employee only, Family, Spouse or Children only Can be used with an HSA plan Pre-tax deduction Employees can port the plan and take it with them with no rate change when they leave the district Highlights of the Medical Bridge plan: Guaranteed Issue The plan is not age-based/rated Benefits are paid regardless of other coverage Benefits can be assigned Waiver of premium if member is confined for 30 days or more Can be used with an HSA plan Pre-tax deduction Debra reviewed Life Claim Examples for both plans detailing the types of benefit payments that are possible. Debra also reminded the committee these plans can be loaded to BenefitBridge for new hire onboarding and open enrollment assistance. The Building Blocks team are knowledgeable in BenefitBridge and can assist employees with the system. The employee would then make their own elections. Other districts have implemented voluntary plans for new hires for a separate effective date from open enrollment. For example, new hires could make voluntary elections effective October 1 and then the plans can be displayed during open enrollment for existing employees. Legislative Updates/Briefings There were no briefings for this meeting. VIII. INFORMATION MEMBER COMMENTS Audrey Katzman announced she will be retiring February 28, A replacement has not been found yet, but Audrey will continue to support the district on a limited basis. Jürg Morach informed the committee Erica Williamson would be leaving CCCCSIG the end of March.

8 CONSULTANT COMMENTS There were no additional Consultant comments. IX. AGENDA ITEMS NEXT MEETING The next meeting is scheduled for April 12, Agenda topics include: 1. Building Blocks/Colonial Plan Overview Part 2 Critical Illness & Whole Life/LTC 2. Sutter Health Plus update X. ADJOURNMENT The meeting was adjourned at 11:42 AM. Americans with Disabilities Act: Contra Costa County Schools Insurance Group conforms to the protections and prohibitions contained in Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof. A request for disability-related modifications or accommodation, in order to participate in a public meeting of the Contra Costa County Schools Insurance Group, shall be made to: Bridget Moore, Executive Director, Contra Costa County Schools Insurance Group Ellinwood Way, Pleasant Hill, CA (866)

9 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: Correspondence Enclosure: No Category: Prepared by: Requested by: Correspondence Keenan & Associates BACKGROUND: Communications received by, or sent on behalf of, the Committee is presented to the Committee. These communications are normally informational in content and no action is required except to acknowledge receipt. STATUS: There was no correspondence received for this meeting. RECOMMENDATION: For review and discussion.

10 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: Building Blocks/Colonial Plan Overview, Part 2 Enclosure: Handout Category: Prepared by: Requested by: Administration Keenan & Associates BACKGROUND: It was recommended at a previous meeting that an overview of each of the Building Blocks Colonial plans be provided to give the HBPC a better understanding of the plans. STATUS: Keenan will provide an overview of the following plans: Critical Illness Whole Life/LTC Rider RECOMMENDATION: For review and discussion.

11 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: Sutter Health Plus/Western Health Advantage Update Enclosure: Handout Category: Prepared by: Requested by: Administration Keenan & Associates BACKGROUND: Keenan reviews ongoing service items with carriers. STATUS: Keenan will review the most current member communication flyers for Sutter Health Plus and Western Health Advantage. RECOMMENDATION: For review and discussion.

12 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: BenefitBridge Employer Quick Reference Guide Enclosure: Yes Category: Prepared by: Requested by: Administration Keenan & Associates BACKGROUND: Keenan created a BenefitBridge Employee Frequently Asked Questions, which was provided to the committee. An employer document was in the draft stage and would be distributed upon completion. STATUS: Keenan will review the BenefitBridge Employer Quick Reference Guide. RECOMMENDATION: For review and information.

13 BENEFITBRIDGE ADMINISTRATION for Employers BenefitBridge provides administrative automation, through a secure internet portal. BenefitBridge integrates enrollment, eligibility and self-service tools. is delivered to the user based on unique login criteria, job classification and employment status. The secure access guarantees an individual only has access to the data they are authorized to see. BenefitBridge provides the following features: Benefits Administration BenefitBridge handles eligibility, enrollment billing/reconciliation, payroll data and reporting. BenefitBridge helps employers maintain accurate plan information, streamlines carrier eligibility and provides premium remittance data. Manages enrollment for active employees, retirees and COBRA members Processes new hire, life event and open enrollment, either employee self-service or on an assisted basis Maintains enrollment history Provides benefit confirmation statements for employees Transmits enrollments electronically to carriers Generates census and enrollment/premium reports Decision Support BenefitBridge provides plan comparison tools, resources relating to life events and decision-making tools and calculators. Review and compare plan benefits Financial and retirement planning tools and calculators available Employee Communication BenefitBridge provides employees with specific information about the plans available, health care, and information from their benefits administrators. Direct links to health plans, state and federal programs Benefits tab containing documents and forms Benefit confirmation statements available The BenefitBridge Administrator Reference Guide was updated December This guide can assist benefits administrators with completing the various tasks needed to manage enrollments. The guide can be accessed via BenefitBridge under the More Resource Center Training Resources tabs on the BenefitBridge Home page. In the Resource Center, there are process videos available to view as well as other benefit information. Mar-19 1

14 General Administrative Actions Upload Documents 1. To add a document, e.g., marriage/birth certificate, proof of other insurance, waiver form, select Add or View Comments/Enrollment Summary Archive link (from the Benefits tab, lower right corner). Browse and select the saved document on your computer, add description of the document, select Upload. 2. The document will appear in the Enrollment Summary Archive list. Note: If you cannot find this feature on the Benefits tab, contact your BenefitBridge Service Manager, who can enable this feature for you. Mar-19 2

15 Upload and/or Categorize Forms 1. To create a section for specific forms, select Upload Forms from the Benefits tab in the Resource Center. 2. Select Add Section, complete the Section Name and Description fields. Select Save. 3. To upload a form within the Section, select Upload Forms (as noted in #1 above). 4. Within the appropriate Section, select Add Document. 5. Complete the Document Name and Description fields, browse your computer for the form/document, click Save. Employees can view and/or download the form/document from the Benefit tab in the Resource Center. Mar-19 3

16 More Tab Find information on Health Care Reform, Health and Wellness information and the Resource Center Health Care Reform three (3) tabs to choose from Administration Section, Compliance or Tools. Topics under each section include: o Administration: Claims & Appeals, Uniform Summary of Benefits & Coverage and more o Compliance: Coverage of Dependents to Age 26, Essential Health Benefits, Prohibition on Pre-Existing Conditions and more o Tools: Healthcare Glossary of Terms from A to Z and Subsidy Calculator Health and Wellness Health and Wellness interface from Keenan brought to you by Well.org. o View tools and resources designed to keep employees healthy. Resource Center Eight (8) tabs to peruse Training Resources, Briefings, Benefits, Health Insurance Basics, Medicare, Glossary, Media, Calculators o Training Resources: Online Training Videos including Enrollment Approval Process and Save/Schedule Reports (not available to non-administrative employees) o Briefings: May contain information on news and events pertinent to BenefitBridge clients, if applicable (not available to non-administrative employees) o Benefits : plan information, such as benefit summaries or Summary of Benefits & Coverage o Health Insurance Basics: includes answers to some frequently asked questions about finding the right healthcare plan to meet an individual s needs o Medicare: overview and general information relating to Medicare o Glossary: Healthcare Glossary of Terms from A to Z o Media: links to videos which may assist with information on health and wellness o Calculators: tools to assist with healthcare subsidy assistance, Flexible Spending Accounts (Health Care and Dependent Care) and Life Insurance Mar-19 4

17 Add Organization Contacts Benefits Administrators can add new contacts for their organization. 1. Select Contacts from the Admin Tasks tab. 2. Select Add Client Contact. 3. Add Contact Details, click Save. 4. To view the newly added contact, hover on Need Help? link on the Home Page. The organization contacts will be listed below the BenefitBridge contact information. Mar-19 5

18 Add Admin Announcements Benefits Administrators can add announcements, which employees see when they log into BenefitBridge. This can be about anything employees would need to know regarding their benefits, open enrollment, plan updates, health fairs, etc. 1. Select Announcement from the Admin Tasks tab (as displayed for Contacts). 2. Select Add Announcement. 3. Complete the required details, click Save. 4. The Announcement will post to the BenefitBridge Home page. The announcement can also be viewed in the Message Center. Mar-19 6

19 Reports Carrier Transmittal electronic reporting of eligibility to carriers; occurs automatically Eligibility captured and transmitted after the close of business on the 1 st, 8 th, 15 th and 22 nd of each month, regardless of whether the date falls on a weekend or holiday Future Effective/Termination Dates future dates are transmitted to carriers on the 15 th of the month for the 1 st of the following month. Termination dates are sent only once to the carrier(s) Billing Data captured on the 15 th of each month at approximately 5:00 p.m. PST for the 1 st of the following month Understanding when the data is entered, when it is effective and when it is transmitted to the carrier will help effectively manage benefits and avoid eligibility issues. Examples are shown in the below grid. Example Entered Effective Transmittal Date Billing Month Date Date (1 st, 8 th, 15 th, 22 nd ) 1 3/16 4/1 3/22 May * 2 3/6 4/1 3/15 April 3 5/10 7/1 6/15 July 4 6/23 7/1 7/1 August * * Note: Retroactive debits/credits will be detailed on the carrier billing report Carrier Enrollment Census - most commonly used report for employee data. For full details of this report, please see page G-20 of the Admin Guide. From the Reports Tab, hover over Status, choose Carrier Enrollment Census Highlight the appropriate carrier from the Carrier list Date: defaults to the current date, this can be changed if you require a different date Output Type: o Normal: returns data for each group number on a separate tab/worksheet o Unformatted (Recommended): returns data for all enrollments on one tab/worksheet Mar-19 7

20 When the report has been completed, select a format to export the report out of BenefitBridge, save as appropriate. Excel is recommended as data can then be sorted or used as needed. This report includes a large amount of data. You can review the returned data elements and hide or delete as necessary. The critical data elements are: o Employee demographic data o Dependent demographic data o Coverage level (employee, employee+spouse, employee+family) o Employee Classification (SCTA, CSA, SEIU, etc.) o Employee Status ( Active, Retiree, Terminated, etc.) o Premium o Group number and name Changes Report lists events for employees and dependents for a specified date range. For open enrollment changes, use the Commit Date for the Date From and Date To fields. For full details of this report, please see page G-32 of the Admin Guide. From the Reports Tab, hover over Status, choose Changes Report Criteria choose the data elements that will meet your report needs (varies based on district set up); default is All o Classification management, CSEA, teacher, etc. o Status Active, COBRA, Retiree o Location varies based on district o Carrier select one carrier or multiple carriers Mar-19 8

21 Carrier Billing Report: used primarily to remit premium to carriers each month. However, it can also be used to gain enrollment data in a simpler format with or without enrollment details. This report is updated after the eligibility file is run on the 15 th of each month. This will lock in the billing for the following month and will not change. Once a report is locked for the month, it can be run at any time and will return the same data for any specific month. For full details of this report, please see page G-11 of the Admin Guide. From the Reports Tab, hover over Financial, choose Carrier Billing o From the Report Criteria items, make your carrier selection(s) o The other items will default to All, unless you choose specific data elements Output Type: o Summary: provides statistical information only (number of enrollments by tier, by plan with premium totals) o Details: Includes subscriber names along with the statistical information as in the Summary output Mar-19 9

22 Volume Based Billing: this report is used to create a carrier bill for life insurance plans where premiums are based on age and/or amount of coverage (volume). For full details of this report, please see page G-19 of the Admin Guide. From the Reports Tab, hover over Financial, choose Volume Based Billing The life carriers associated with the employer will display. Select the appropriate carrier. The other items will default to All, unless you choose specific data elements Period: the month/year for the report Output Type o Summary output includes age brackets, # of participants/age bracket, volumes, rates, total premiums. No employee details are displayed o Unformatted output includes employee data along with coverage information, such as volumes, rates, premiums o PayrollDeduction-Summary if the employer offers more than one voluntary life plan, this report provides all coverages on one tab with the employee s premium o PayrollDeduction-Detailed this report separates the plans on different tabs and includes dependent data, such as spouse name, age, premiums Payroll Frequency choose the payroll frequency desired (10thly, 11thly, 12thly, 24thly). The frequency selected is applied to all employees Mar-19 10

23 Save and Schedule Reports Most reports in BenefitBridge can be set up to run at a specific recurring date and delivered to the user s inbox. There is a Save & Schedule button at the bottom of most Report criteria screens. Select Save & Schedule. The Save to My Reports window will open. Complete the requested fields and click Save. The report template will be saved under the tab, My Reports. On the next run date, BenefitBridge will deliver an notification to the user s inbox, with the report attached. The also instructs the user that they can log into BenefitBridge to retrieve the report. For full details of this report, please see page G-6 of the Admin Guide. Mar-19 11

24 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: Benefits Administration Workshop Enclosure: No Category: Prepared by: Requested by: Administration Keenan & Associates BACKGROUND: It was discussed following the Benefits Administration Workshop held in June 2018 a second workshop would be considered. STATUS: Following is a sample list of discussion topics: Basic Overview of Account Administration (enrollment, billing, contacts) Researching claims issues The Live/Work Policy for enrollment active employees vs. Medicare members Disabled Dependent Process Retroactive Enrollment Process Referrals based on Medical Group Online Capabilities Tele Med with Canopy Health Wellness Resources Proposed workshop dates should be considered. RECOMMENDATION: For discussion and action as needed.

25 CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP HEALTH BENEFITS COMMITTEE MEETING AGENDA ITEM DETAIL PRESENTED TO: DATE: April 12, 2019 SUBJECT: ITEM #: Legislative Updates/Briefings Enclosure: No Category: Prepared by: Requested by: Administration Keenan & Associates BACKGROUND: Keenan & Associates provides their clients with updates on current and pending legislation and other items affecting school districts. STATUS: There were no legislative briefings published for this meeting. RECOMMENDATION: For review and discussion.