Joint Labor-Management Benefits CommitteeFebruary 2, 2017, staff worked with Anthem to develop a...
Transcript of Joint Labor-Management Benefits CommitteeFebruary 2, 2017, staff worked with Anthem to develop a...
JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE www.keepingLAwell.com
Joint Labor-Management Benefits Committee COMMITTEE REPORT 17-18
JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE MEMBERS:
Employee Organizations Cheryl Parisi, Chairperson Paul Bechely Chris Hannan David Sanders William Violante Management Wendy G. Macy, Vice-Chairperson June Gibson Rich Llewellyn Tony Royster Matthew Rudnick
Date: April 6, 2017 To: Joint Labor-Management Benefits Committee From: Staff Subject: Projects & Activities Report RECOMMENDATION That the Joint Labor Management Benefits Committee (JLMBC) receive and file projects and activities reports regarding informational items, projects update and summary, meeting calendar, and staffing summary for March 2017 and February 2017 (Attachment A). DISCUSSION A. Informational Items
• Keenan & Associates (Keenan) Partnership – Keenan informed the City on March 9,
2017 that it has entered into an agreement to join AssuredPartners, Inc. Keenan indicates that the current account team that City staff works with at Keenan will not change and the services provided to the City will be provided by the combined firm. Keenan anticipates the transaction will be completed by the end of March or early April.
• Continued Informational Items – Additional information about projects and activities for the month of February 2017, including Anthem Mail Order Pharmacy Update, Mercer Dallas Field Office Closure, and New Employee Orientation Sessions that were continued from the March 2, 2017 JLMBC meeting can be reviewed in Attachment A.
B. Projects Update
• Affordable Care Act Tax (ACA) Reporting Update – Under the ACA, the City is
required to provide Internal Revenue Service (IRS) Form 1095-C (Employer-Provided Health Insurance Offer and Coverage) to employees that received an offer of health insurance coverage through the City’s LAwell Civilian Benefits Program (formerly Flex benefits) during the 2016 calendar year. The tax forms were mailed to employees on February 21, 2017 in advance of the March 2, 2017 IRS deadline. Additional information about the ACA and informational resources provided to employees to assist them with understanding the tax forms is provided in Attachment A. Since the tax forms were mailed on February 21, staff has received minimal calls and email inquiries. Staff has been able to respond to these calls and inquiries and remains prepared to handle inquiries past the April 15 tax deadline for the 2016 tax year.
2
On March 24, 2017, a proposed vote by the United States House of Representatives on a bill to change the ACA was pulled with no further detail on subsequent legislative change proposals. Staff will continue to work with its legal counsel and contracted vendors in complying with the ACA and any other applicable Federal or State laws.
C. Projects Summary Following is an update on key projects and a summary project log which reflects project activity for the month of March 2017.
BENEFITS
Legend:
G = Governance
C = Communications
O = Operations
A = Administration
COMPLETED PROJECTS: March 1 to 31, 2017
# STATUS PROJECT DATE
COMPLETED NOTES
Completed G JLMBC Report: 2017 Open Enrollment Data Review
3/2/17
Completed G JLMBC Report: Benefits Third Party Administration Request for Proposal Update and Mercer Human Resources, LLC Contract Extension
3/2/17
Completed G JLMBC Report: Employee Benefits Trust Fund Staffing Reimbursements – Fourth Quarter of Fiscal Year 2014-15, Fiscal Year 2015-16, and First and Second Quarters of Fiscal Year 2016-17
3/2/17
Completed G JLMBC Report: LIVEwell Program Review & Updates
3/2/17
Completed G JLMBC Minutes - Meeting of February 2, 2017 Special Meeting
3/2/17
Completed C Wellness Survey 3/17/17
Completed C Wellness Survey Postcard Mailed to
City Employees 3/24/17
Completed C 2017 New Hire Guide 3/31/17
Completed O Vision Pop-Up Clinics 3/2-3/17
3/13-16/17 3/2-3/17 – Marvin Braude Building 3/13-16/17 – City Hall East
Completed A Senior Administrative Clerk
Selection 3/20/17
Completed A Senior Personnel Analyst I
Selection 3/31/17
Completed A Request for Proposal for Life-Disability-AD&D Program Services Pre-Proposal Conference
3/20/17
Completed A Request for Proposal for Tax-Advantaged Spending Accounts Program Services Pre-Proposal Conference
3/20/17
Completed A
JLMBC Appeals March 2017 – 6 total completed in EBD
3/30/17
3
Completed A Catastrophic Illness Cases March
2017 – 1 cases processed 3/30/17
ONGOING PROJECTS
# STATUS PROJECT DUE DATE NOTES 1 PENDING A Kaiser Contract 2017 2 PENDING A Anthem Contract 2017-2019 3 PENDING A Delta Contract 2017-2019 4 PENDING A Eyemed Contract 2017-2019 5 PENDING A ACA Ongoing Eligibility, Tax Reporting Corrections, and
Communications
6 PENDING A Preparation and Planning for Open Enrollment 2018 7 PENDING A Request for Proposal for ACA Tax Reporting Services Draft being
completed 8 PENDING A Request for Proposal for Benefits Third Party
Administrator Services Draft being
completed 9 PENDING A Request for Proposal for Wellness Services
10 PENDING A Mercer Third Party Administration Contract Extension 11 PENDING A Benefit Services RFP (EAP, Life-Disability-AD&D, Tax-
Advantaged Spending Accounts) Response Evaluations
12 PENDING A LAwell Summary Plan Document 13 PENDING C Member Survey 14 PENDING C www.keepingLAwell.com Revisions and Updates 15 PENDING O Benefits Trust Fund Member Refunds
16 PENDING O ASD Coordination of Benefits/Direct Billing
D. JLMBC Meeting Calendar
The JLMBC meeting months of May and June typically involve additional special meetings in order to allow sufficient time for the presentation of plan renewal information, benefit service provider selections that may be occurring in that year, and plan design review that will impact LAwell plan setup for the subsequent calendar year. In order to allow sufficient time for review of this year’s procurements and bidder evaluations, staff is tentatively planning on meetings to take place on May 18, June 1, June 8, and June 15 (subject to JLMBC member availability – dates/times will be adjusted as necessary). If additional meetings are needed, two weeks remain in the month of June for scheduling.
MEETING
DATE ITEMS CALENDAR
18-May-17 Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
Benefit Service Provider Presentation: EyeMed
1-Jun-17 (tentative) Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
4
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
8-June-17 (tentative) Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
15-June-17 (tentative) Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
E. Staffing Summary
• Employee Benefits Division Staffing Update – Daisy Tam, Personnel Analyst II has been appointed to fill the Senior Personnel Analyst I vacancy within the Employee Benefits Division. This position was temporarily filled by Senior Personnel Analyst I, Leonor Gardere who has taken a new assignment in the Employee Benefits Division, Commute Options and Parking Section. Daisy joins the division as an internal transfer from the Personnel Department, Liaison Services Division. In addition, Tameekah Ford, Senior Administrative Clerk has been appointed to fill the vacancy of Member Services Representative within the Benefits Section Service Center providing assistance to members with last names beginning with letters G-I and K-M. This position was previously held by Elvira Mendez and has been vacant since her departure in January. Tameekah joins the division from DWP where she previously worked as a Customer Service Representative.
Following is a summary of staff positions supporting the LAwell Civilian Benefits Program:
Position Authority Staff Member Function Est. % Allocated to LAwell Program Personnel
Chief Personnel Analyst Steven Montagna Division Chief 60%
Senior Personnel Analyst II Jenny Yau Section Manager 100%
Senior Personnel Analyst I Daisy Tam TPA/Payroll/Kaiser 100%
Senior Personnel Analyst I Paul Makowski Communications/Audits/Budget 100%
Senior Personnel Analyst I Neil Malabuyoc Wellness Program Coordinator 100%
Management Analyst II Russell Escueta Administration/COBRA/Anthem 100%
Management Analyst II Helen Georgeson Participant Services/JLMBC 100%
Management Analyst II Theodore Vasquez Wellness Program Assistant 100%
Benefits Specialist Adriana Beltran-Herrera Supervisor-Member Services Section 100%
Senior Administrative Clerk Mayra Martinez Member Services Rep: A-F 100%
5
Senior Administrative Clerk Tameekah Ford Member Services Rep: G-I / K-M 100%
Senior Administrative Clerk Vincent Pacheco Member Services Rep: N-V 100%
Administrative Clerk Maria Lopez Member Services Rep: J, W, Z, Sworn 100%
City Attorney
Assistant City Attorney Curtis Kidder Board Counsel 25%
Submitted by: ___________________________________
Paul Makowski Reviewed by: ___________________________________
Jenny M. Yau Approved by: ___________________________________
Steven Montagna
JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE www.keepingLAwell.com
Joint Labor-Management Benefits Committee COMMITTEE REPORT 17-15
JOINT LABOR-MANAGEMENT BENEFITS
COMMITTEE MEMBERS:
Employee Organizations
Cheryl Parisi, Chairperson
Paul Bechely
Chris Hannan
David Sanders
William Violante
Management
Wendy G. Macy, Vice-Chairperson
June Gibson
Rich Llewellyn
Tony Royster
Matthew Rudnick
Date: March 2, 2017
To: Joint Labor-Management Benefits Committee
From: Staff
Subject: Projects & Activities Report
RECOMMENDATION That the Joint Labor Management Benefits Committee (JLMBC) receive and file the following projects and activities report regarding informational items, projects update and summary, meeting calendar, and staffing summary.
DISCUSSION
A. Informational Items
Anthem Mail Order Pharmacy Update – As reported to the JLMBC at its meeting onFebruary 2, 2017, staff worked with Anthem to develop a communication to Anthemmembers who previously were utilizing mail order pharmacy with Blue Shield. Thecommunication in letter format (see Attachment A) informs members of Anthem’s mailorder pharmacy provider, Express Scripts and provides instructions on how to set up amember’s mail order pharmacy account online to ensure there is no disruption inreceiving prescriptions via mail. The communication was mailed to about 502 affectedAnthem members, including dependents, by February 17, 2017.
Mercer Dallas Field Office Closure – Mercer informed the City on January 25, 2017that it will be closing its Dallas field office after conducting a review of its USoperations locations. Third party administration services, including the Benefits ServiceCall Center, are primarily provided out of the Dallas location. Affected employees,including call center representatives working on the administration of the City’saccount daily will allowed to work remotely only if they meet the requirements ofMercer’s Work from Home policy. Mercer will continue to have a Dallas consultingoffice open for any required in-person meetings, training, team building, or client visits.Mercer indicates that quality control measures are in place to ensure that work productand quality remain consistent with the terms of the City’s contract and that there is noservice impact on the City or its members. The current benefits administration accountteam at Mercer that City staff works with on a daily basis will not change; they havebeen approved to work from home. Mercer anticipates the full transition to becompleted by June 30, 2017. Staff will continue to monitor the situation closely andreport back to the Committee if necessary.
New Employee Orientation Sessions – Employee Benefits Division staff provided abenefits briefing and overview for 74 newly hired employees at LAPD and PublicWorks, Bureau of Engineering on January 25-26, 2017 and February 8 and 23, 2017.
ATTACHMENT A
2
The briefing was an interactive session aimed at providing the new employees with an overview of the City’s LAwell Civilian Benefits Program. Key topics covered included the benefits enrollment process and health, dental, vision, disability, life insurance, and other benefits programs. Staff will continue to provide benefits orientation sessions to City departments upon request.
B. Projects Update
Affordable Care Act Tax (ACA) Reporting Update – Under the ACA, the City is required to provide Internal Revenue Service (IRS) Form 1095-C (Employer-Provided Health Insurance Offer and Coverage) to employees that received an offer of health insurance coverage through the City’s LAwell Civilian Benefits Program (formerly Flex benefits) during the 2016 calendar no later than March 2, 2017 (extended from January 31, 2017). The City has been working with an external vendor, Benelogic, to generate and mail these forms. As reported during the last JLMBC meeting on February 2, 2017, the final electronic files required to populate and generate the tax forms were delivered to Benelogic on January 19. The City completed its review of the tax forms and approved Benelogic to move forward with mail fulfillment on February 8, 2017. The tax forms were mailed to employees on February 21, 2017 in advance of the March 2, 2017 deadline. It is important to note that IRS Form 1095-C does not provide proof of coverage for employees or their dependents. That information is provided on IRS Form 1095-B (Health Coverage). Under the ACA, fully-insured health plans such as Kaiser and Blue Shield are required to provide IRS Form 1095-B to demonstrate whether an individual and their dependents had health insurance coverage during the calendar year. Both Kaiser and Blue Shield have completed mailing of Form 1095-B to City employees. To provide informational resources to City employees on the different tax forms they will receive from both the City and health care carrier, staff has completed work on the following communications materials: a) Postcard and Citywide email communication to remind City employees that the City
will issue and mail IRS Form 1095-C to their home address by March 2 and that the form is not required to file a tax return. Mailing of the postcard to about 41,000 civilian and sworn employees was completed on February 17, 2017. Additionally, a Citywide email communication was sent on February 14, 2017.
b) Staff worked with the City Attorney and finalized an ACA Health Care Reform FAQs to answer commonly asked questions. The FAQs has been posted to the Personnel Department, Employees Benefits Division landing page at www.per.lacity.org/bens and is now available for viewing and download. The link to the FAQs was also provided on the City ACA email that was sent on February 14 and the postcard that was mailed by February 17.
c) Staff developed and approved a final phone script for the Benefits Service Center call center service representatives to use to answer questions from City employees related to their tax forms. The phone script, postcard, and FAQs were provided to the Benefits Service Center on February 8, 2017 ahead of the of the tax forms
3
being mailed to ensure proper coaching and training is provided to the call center representatives.
C. Projects Summary Following is an update on key projects and a summary project log which reflects project activity for the month of February 2017.
BENEFITS
Legend:
G = Governance
C = Communications
O = Operations
A = Administration
COMPLETED PROJECTS: February 1 to 28, 2017
# STATUS PROJECT DATE
COMPLETED NOTES
Completed G JLMBC Report: 2017 Benefit Service Provider Procurements – EAP, Life-Disability-AD&D, and Tax-Advantaged Spending Accounts
2/2/17
Completed G JLMBC Report: LIVEwell Wellness Program Review & Updates
2/2/17
Completed G JLMBC Report: Employee Benefits Trust Fund Wellness Reimbursements
2/2/17
Completed G JLMBC Minutes - Meeting of January 5, 2017 Special Meeting
2/2/17
Completed C ACA Communications: Call Center Script Provided to Benefits Service Center
2/8/17
Completed C ACA Communications: Citywide ACA Email
2/14/17
Completed C ACA Communications: Health Care Reform FAQs Posted to City Website
2/14/17
Completed C ACA Communications: Postcards Mailed to Sworn and Civilian City Employees
2/17/17 Mailed approximately 41,00 postcards
Completed C Anthem Pharmacy Mail Order Communication Sent to Affected Anthem Members
2/17/17
Completed O Vision Pop-Up Clinics 2/21-24/17 2/26-27/17
2/21-24/17 – City Hall East 2/26-27/17 – City Hall East
Completed A ACA IRS Tax Reporting – Production
Data 2/8/17
Completed quality assurance review of approximately 41,000 1095-C forms
Completed A ACA IRS Tax Forms – Generate and Mail IRS Forms 1095-B and 1095-C
2/22/17 Mailed approximately 41,000 1095-C forms
Completed A Request for Proposal for Life-Disability-AD&D Program Services
2/2/17
Completed A Request for Proposal for Tax-Advantaged Spending Accounts Program Services
2/2/17
Completed A
JLMBC Appeals February 2017 – 72 total completed in EBD
2/17/17
Completed A Catastrophic Illness Cases February 2017 – 1 cases processed
2/17/17
4
ONGOING PROJECTS
# STATUS PROJECT DUE DATE NOTES
1 PENDING A Sr. Personnel Analyst I Position Selection
2 PENDING A Sr. Administrative Clerk Position Selection
3 PENDING A Kaiser Contract 2017
4 PENDING A Anthem Contract 2017-2019
5 PENDING A Delta Contract 2017-2019
6 PENDING A Eyemed Contract 2017-2019
7 PENDING A ACA Ongoing Eligibility, Tax Reporting Corrections, and Communications
8 PENDING A Preparation and Planning for Open Enrollment 2018
9 PENDING A Request for Proposal for ACA Tax Reporting Services
10 PENDING A Request for Proposal for Benefits Third Party Administration Services
Draft being completed
11 PENDING A Request for Proposal for Wellness Services
12 PENDING A Mercer Third Party Administration Contract Extension
13 PENDING A Benefit Services RFP (EAP, Life-Disability-AD&D, Tax-Advantaged Spending Accounts) Response Evaluations
14 PENDING A LAwell Summary Plan Document
15 PENDING C Member Survey
16 PENDING C New Hire Guide
17 PENDING C www.keepingLAwell.com Revisions and Updates
18 PENDING O Benefits Trust Fund Member Refunds
19 PENDING O ASD Coordination of Benefits/Direct Billing
D. JLMBC Meeting Calendar
MEETING DATE
ITEMS CALENDAR
6-Apr-17 Agenda Items
JLMBC Report: Request for Proposal for Benefits Third Party Administrator
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
Benefit Service Provider Presentation: Anthem
4-May-17 Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
JLMBC Report: Request for Proposal for Wellness Services
JLMBC Report: Monthly Update
Benefit Service Provider Presentation: EyeMed
18-May-17 Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
5
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
1-Jun-17 Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
15-Jun-17 Agenda Items
Benefit Services RFPs and 2017 LAwell Plan Design and Renewals
JLMBC Report: Wellness Program Update
JLMBC Report: Monthly Update
E. Staffing Summary
Following is a summary of staff positions supporting the LAwell Benefits Program:
Position Authority Staff Member Function Est. % Allocated to LAwell Program
Personnel
Chief Personnel Analyst Steven Montagna Division Chief 60%
Senior Personnel Analyst II Jenny Yau Section Manager 100%
Senior Personnel Analyst I Vacant TPA/Payroll/Kaiser 100%
Senior Personnel Analyst I Paul Makowski Communications/Audits/COBRA 100%
Senior Personnel Analyst I Neil Malabuyoc Wellness Program Coordinator 100%
Management Analyst II Russell Escueta Administration/Budget/Blue Shield 100%
Management Analyst II Helen Georgeson Participant Services/JLMBC 100%
Management Analyst II Theodore Vasquez Wellness Program Assistant 100%
Benefits Specialist Adriana Beltran-Herrera Supervisor-Member Services Section 100%
Senior Administrative Clerk Mayra Martinez Member Services Rep: A-F 100%
Senior Administrative Clerk Vacant Member Services Rep: G-I / K-M 100%
Senior Administrative Clerk Vincent Pacheco Member Services Rep: N-V 100%
Administrative Clerk Maria Lopez Member Services Rep: J, W, Z, Sworn 100%
City Attorney
Assistant City Attorney Curtis Kidder Board Counsel 25%
6
Submitted by: ___________________________________ Paul Makowski
Reviewed by: ___________________________________
Jenny M. Yau Approved by: ___________________________________
Steven Montagna
Important information about your prescription drug benefits
Welcome to Anthem Blue Cross! As you’re aware, the City of Los Angeles changed health plan providers to Anthem effective January 1, 2017. We’re contacting you with important information about your prescription drug benefits.
Open home delivery prescription refills — Our records show that you or a covered family member may have received maintenance prescriptions through your prior plan’s mail order (home delivery) pharmacy. To make your switch to Anthem as easy as possible, any remaining open refills may have automatically been transferred to Anthem’s Home Delivery Pharmacy, operated by Express Scripts.
FIND OUT MORE
To learn more about your new Anthem benefits, go to anthem.com/ca/cityofla and log in as a member.
65345CAMENABC 02/17
What you need to do — Before you can start receiving your refills by mail, you’ll need to register at anthem.com/ca/cityofla. Choose
Member Log In and Register Now in the upper-right-hand corner of the page (you’ll need your Anthem member ID or Social Security number to complete the registration process).
Member Log In
ATTACHMENT A
Once you’re logged in, choose Prescription Benefits in the Useful Tools box on the right side of the page, then select Start a New Prescription.
This will take you to the Express Scripts website, where you’ll find a link to Manage Prescriptions on the dashboard at the top of the page. Choose Order Prescriptions.
Start New Prescription
Manage Prescriptions
Any remaining refills you had with your prior plan’s mail order pharmacy should be shown in the box labeled Prescriptions you can order today. You’ll also see the estimated cost and number of refills left for each prescription. Simply select the prescription, Add to Cart, and Proceed to Checkout to complete your order. Anthem’s Home Delivery program offers flexible payment choices: check, e-check, PayPal, and debit or credit cards. You can also choose to receive automatic refills, refill reminders and notifications about ways to save money on prescriptions. If you don’t see your refill, please contact Anthem for help. Our contact information is below.
Questions? We’re here to help! Here’s how to contact us: By phone: Call the number on your member ID card, Monday through Friday, 8 a.m. to 8 p.m., PST In person: Visit Anthem’s onsite Member Advocate at the Employee Benefits office in Los Angeles City Hall, Room 867, Monday through Friday, 8 a.m. to 4 p.m., PST
Your health and well-being are our priority and we’re happy to serve you. Thank you for being an Anthem member.
Anthem Blue Cross is the trade name of Blue Cross of California. Anthem Blue Cross and Anthem Blue Cross Life and Health Insurance Company are independent licensees of the Blue Cross Association. ANTHEM is a registered trademark of Anthem Insurance Companies, Inc. The Blue Cross name and symbol are registered marks of the Blue Cross Association.
Prescriptions order