J&D’s process for
|4. Ongoing Support|
Throughout our more than two decades of serving clients, J&D has refined our process to include multiple phases and detailed procedures that we apply to every employee benefit project.
Once brokerage services are awarded to Johnson & Dugan, we will immediately schedule a Kick-off Meeting with you to discuss your current benefits program, and your objectives/needs moving forward.
We have developed a Benefits Program Planner tool to be used during this initial meeting that will allow us to gather valuable information from your team in a methodical and comprehensive manner. This strategy “roadmap” will help us assess your program’s competitiveness, and learn what characteristics of the plan employees value most.
Following our kick-off meeting with you, J&D will follow up with a Needs Assessment Brief that summarizes our initial findings, and specifies our next steps and timing.
Depending on your needs, we will also provide any relevant industry Benchmarking Data during this phase that relates to your program objectives.
Using our marketplace knowledge and research tools such as BenefitPoint, Johnson & Dugan will analyze the contract provisions of your current programs and compare to survey data of groups of similar size and location. If deemed necessary, we will also perform a Market Review on your behalf that is designed to solicit competitive bids from multiple carriers in the industry. This step will be leveraged to either negotiate rates or enhance services with the current carrier, or to ultimately change carriers that will provide competitive rates, benefits and superior customer service.
Once competitive bids are received by J&D, we will schedule another Planning Meeting with you and provide an Executive Summary to present our findings and help determine your carrier selections and other plan design changes.
After you have confirmed your carrier selections, we will provide a Final Report that you may use to present your final plan design strategy and carrier selections to management, if needed.
Once we finalize all carrier and plan design changes with you, Johnson & Dugan will initiate a series of Implementation Checklists to support a smooth transition to the new carrier(s) or to implement new benefits with the current carrier(s). J&D monitors all implementation activities of your new carriers, ensuring that nothing “falls through the cracks.”
Johnson & Dugan’s in-house staff will also begin developing the appropriate Employee Communications Materials for you. Johnson & Dugan and the carrier(s) will be responsible for presenting and educating the employees on the new benefits program.
Johnson & Dugan will provide customized website cards and Payroll Deduction Forms, as needed. We will make sure your Online Benefits Website and/or enrollment site is updated and audited with the benefit changes and new contributions. J&D will work with your carrier(s) to ensure Evidence of Coverage booklets and employer contracts are written in accordance to the benefit program sold.
Finally, we will schedule an Implementation Meeting with your HR staff to discuss billing and eligibility administration to ensure smooth administration of the program.
Johnson & Dugan prides itself on consistently delivering and maintaining high standards for our client and expect the same from our carriers/vendors. To help ensure your programs’ carriers/vendors are meeting all implementation target dates — and that your program is meeting the needs of the employer and employee, Johnson & Dugan manages a myriad of activities with a series of project timelines, checklists and an internal workflow system. They include, but are not limited to the following:
- Automatically generated Renewal Activities
- Planning and Renewal timelines
- Contract review checklist
- Employee Evidence of Coverage review checklist
- Implementation timeline
- Rate confirmation form
- Annual SPD review and update
J&D also holds periodic Status Meetings with you to help ensure your program is running smoothly.
A custom package of HR Guides and related forms is prepared to assist you with the various aspects of HR, in addition to Federal and California State requirements. The Guides are prepared to assist in the areas of New Hires, Status Changes and Terminations, COBRA and Leaves of Absence. The form package is provided in electronic format through the Plansource website, and is regularly monitored and updated to provide access to the latest information.
Contact us for a detailed look at J&D’s process path — we’ll send you a PDF document describing the role we play and the tools we employ to serve your benefits program “lifecycle.”