If you’re an active Collage client that uses our benefits administration module, you’ll be happy to know that we make it easy to export your benefits-related employee and dependent data from Collage so you can share it with your new provider when switching carriers. This should enable you to change providers without requiring your employees to re-enroll with the new carrier - saving time and hassle.
Please Note: each carrier has their own process when a new group is transferred to them; therefore, please confirm with the provider their requirements.
STEP 1: Create a Custom Report
First, you’ll need to create a custom report with the required data.
Navigate to Reports on the left-hand toolbar
Select Custom Reports option
Select Create Report
Name the custom report (e.g. Employee and Dependent Census for Carrier)
Select all relevant fields to include in the report
We recommend the following:
IMPORTANT: below, leave blank the field “Show entire history of employment records”
Once you’ve selected the relevant fields, select Continue
Select the Field Order (optional as you can re-order after exported)
Select Continue
Filter results by applying a filter (IMPORTANT)
Select Employment Status: Active and On Leave and Apply Filter
Review the report:
Make any revisions by clicking the Back button
If the report is correct, select Finish
Voila! - Your custom report is created and can be easily exported to .csv or .xlsx.
The report will generate and you’ll be notified when it’s ready to download
Select the Download button
Open your Downloads folder to view the custom report
STEP 2: New Carrier Import
Provide the exported custom report to your Benefits Advisor or Insurance Provider/Carrier.
IMPORTANT:
Import Requirements: Many carriers require the data import to be in a ‘unique import format’ (with specific field types and column order). You, or your Advisor, should be able to copy the data from the Collage export and paste into the unique carrier-required import file and provide it to the new carrier.
Beneficiary assignment: is dictated by the carrier and rarely accepted from another insurer. Beneficiary details are not stored in Collage; therefore, the new carrier will advise how they will accept beneficiary assignment (e.g. e-beneficiary, paper form, etc.)
Data Security: the data export is highly sensitive information so it should be encrypted before sharing. The carrier should provide you with a secure method to upload.
STEP 3: Give Collage Plan Administrator Access to New Carrier
Once the new carrier has successfully uploaded all employee and dependent information, Collage will need both the new benefits booklet and read-write access as a Plan Administrator to the new carrier portal.
BBD-Only Clients: Collage does NOT require you to complete a Plan Administration (PA) Access form giving Collage full read-write access to BBD (you will continue to have read-only access). Collage requests access directly to BBD.
All Other Carriers: Collage will provide you with the Plan Administration (PA) Access form which will give your permission for Collage to act as a third-party administrator.
Once we have both the benefits booklet and new carrier access, we will update your Collage account’s benefits module within 5-7 business days. Your account will then reflect the new policy details visible to your company’s system administrator and employees.
If you have any questions about this process, please contact the Collage Benefits Team at benefits.admin@collage.co .
Beneficiary Assignment
Once Collage has access to the new carrier’s portal as a Plan Administrator, we will add the carrier’s beneficiary form to your Collage account so employees can login, download, complete and sign it and return to your company’s plan administrator.
Important Note: Your company’s plan administrator is responsible for ensuring beneficiary documentation is provided to the insurance provider. Collage does NOT store beneficiary information in its platform.
STEP 4: OPTIONAL - Provide Collage Benefits Access to your Advisor
If you would like to give your Benefits Advisor limited access to your company’s benefits plan in your Collage account (including enrolled employees and their dependents) so they can view and assist you with benefits administration, please follow these instructions.