How to send a new enrollment invitation - HBT

With Digital Member Enrollment, adding new employees is easy and takes just a few minutes.

Employers invite new employees to enroll, enabling them to provide their details directly to Pacific Blue Cross. This means that employers are no longer required to collect and input this information themselves. To invite a new employee to enroll, log in to ADMINnet.

On the ADMINnet homepage, you will see three new tiles relating to the Digital Member Enrollment tool:

• The Invite a New Plan Member tile allows you invite a new employee to enroll.
• The Status Check tile allows you to view the status of any digital member enrollments that you have initiated.
• The View Enrollment Forms tile allows you to view and download completed employee enrollment forms.

Invite a New Plan Member to Enroll

Select Invite a New Plan Member from the ADMINnet homepage to start the three-step process to invite a employee to enroll.

1. Read the introduction screen, then click Next. 

   You can check the box beside “Do not show this introduction screen again” so that you can skip this step for further enrollments in the same session.

   
   

2. Complete the employee’s details and employment information. You can find an explanation for the information required in each field by clicking on the

   The fields marked with a red asterisk are required and you will not be able to complete the submission without filling them in.

   In the BID field, enter the employee’s unique HBT Benefits Identification (BID). The BID must be generated from HBT’s BID portal before proceeding to invite a employee.
   
   If the Pacific Blue Cross system recognizes the entered BID as a duplicate entry, the following message will appear prompting the employer to verify the BID.

   

   If you entered the BID correctly, this means that Pacific Blue Cross already has an existing enrollment record for this BID. This could be the case if the employee has previously held another position with HBT benefits.

   If this is the case, you can still select Proceed and send the enrollment invitation using the duplicate BID. Once the employee completes their enrollment form, the system will automatically flag the duplicate BID enrollment and notify our Member Administration team to process and complete the enrollment. The enrollment will not be automated, therefore employee and employer can expect the application to be processed within our current turnaround times.

   Should the Member Administration team require additional information regarding employment status, they will reach out directly to the employer by email. 
   
   The fields under Employer and Plan Information will include options specific to your policy and plan design. If your policy covers multiple employers, you can select the appropriate one from the ‘Employer’ dropdown menu. In the section you can also select to waive the waiting period for your employee’s benefits.

   Once you have filled in all required fields, click Next to continue. Note that once you do so, the form will be submitted and the invitation to complete the online enrollment form will be sent to the employee.

   

3. You’ll be able to view a summary of the employee information you submitted. This page also outlines the next steps for the employee and recommended steps for the employer. 
   
   

   From this page, you have three options:

   • Select Back to Home to return to the ADMINnet homepage.
   • Select Invite Another Member to repeat the digital enrollment process for another employee.
   • Select Check status to check the status of enrollments you have initiated.

   

   Please note: the employee will not have the option to waive (decline) any benefits through their enrollment form, as HBT benefits are mandatory for all regular employees and eligible dependents. Under the specific circumstances where a benefit can be waived, the employer will need to manage the benefits appropriately in ADMINnet after the member has been successfully enrolled. 

   Benefits should only be waived in the following scenarios:

   • Dual coverage restrictions as determined by the Collective Agreement

   • An employee on a Leave of Absence (LOA) who wants to decline self-paid benefits

   • An employee approved for a Long-Term Disability (LTD) claim who wants to decline (waive) their benefit

   Extended Health and Dental benefits must be declined (waived) separately. Step-by-step instructions can be found in the ADMINnet and Administration Guide.

Status Check

If you opted in for an email notification in step 2 of Invite a New Plan Member, you will receive the following message when the employee has completed their online enrollment form.

You can also check employees’ progress by selecting Status Check from the ADMINnet homepage. You will be taken to a table view of all digital enrollments that you initiated in the past 60 days.

For each new employee, you’ll see their policy number, name, date that enrollment form was sent and completed, and the status of their enrollment, which will either be In Progress, Completed, or Expired. If the status is Expired, you can also see the date on which it expired.

Employees will receive weekly reminder emails with a final reminder at the end of 30 days when the digital enrollment form expires. You will also receive a reminder email a few days before expiry, providing you with an opportunity to prompt the employee to complete their form.

From this screen, you can navigate to Invite a New Member using the button at the top of the table. 

View Enrollment Forms

Select View Enrollment Forms from the ADMINnet homepage to search for and download forms that have been completed by employees through the digital enrollment process. 

1. You can select a specific date range to narrow down the search results.
2. Click Retrieve to access your results