Why did we create OrchestrateHR?

In creating OrchestrateHR, we first listened to concerns ofour clients, and this is what they said:

• Errors in benefit administration are costly and time consuming. We agree. In fact, of all the audits conducted for OrchestrateHR customers, we found errors over 80% of the time. In some cases, these errors cost employers tens of thousands of dollars.
• Benefit providers demand various methods of communication. Electronic communication with all benefit providers is years away from being universal. Until that time arrives, consumers must communicate with different benefit providers in a variety of ways: electronic communication, faxes, postal service and phone calls.
• Balances for benefit premiums change monthly. If an employee leaves in mid‐month, corrections must be made on each of five or six different benefit premiums. And the due date for each benefit premium may be a different date.
• New or departing employees require additional paperwork. For new or departing employees, benefit administrators must submit paperwork to each of the benefit providers.
• Integrating payroll with benefits can be difficult. As companies bring on new hires, it can be difficult to insure that the benefits are coordinated to start on the correct date.
• COBRA administration is increasingly complex. COBRA administration changes with new laws from Congress, with new regulations from the Department of Labor and with rulings from federal courts. Keeping up with the changing regulations is a time consuming task.

What would you pay for an assistant with this job description?

• Collect all the benefit administration paperwork for new hires and terminated employees, and make sure it is sent to the correct providers in the format they want: electronic, fax, mail or telephone.
• Reconcile premiums of each benefit provider for change in status and/or benefit selection of present employees, new hires and departing employees.
• Enter all benefit selection information of entire staff during annual reenrollment and make sure it is sent to the correct provider in the formats they want: electronic, fax, mail or telephone.
• Maintain all future‐dated activities, such as change in payroll or benefit status.
• Administer all aspects of COBRA correctly and according to legally required time frames. As well as receive and process COBRA payments.
• Create a single bill that consolidates all the monthly premiums from benefit providers.
• Audit each consolidated bill monthly to insure its accuracy, and check consolidated bill against each carrier bill.
• Track cost center expenses for all payroll and benefits. Create a spread sheet of this information that your accounting department can download.
• Send individual checks monthly to each provider.
• Make changes on each bill for new hires or departing employees
• Communicate with each benefit provider the necessary paperwork for changes in coverage, and make sure it is sent to the correct provider in the format they want: electronic, fax, mail or telephone.
• Track FMLA leave.
• Generate scheduled reports to HR department.

Say “Hello!” to your new staff member from - OrchestrateHR

Consolidated billing - one itemized bill that consolidates all premium payments for employee benefits. You don’t have to worry about keeping track of bills from multiple providers:

• Medical
• Dental
• LTD / STD
• Life Insurance
• COBRA Administration
• Voluntary Products
• Flexible Spending Account

Payroll Integration Service - integration of payroll with benefits for employees. The correct administration of benefits is triggered by the hiring or termination of employees.

• New hire services
• Eligibility management including future dating
• Employee database management
• Reports management
• FMLA tracking
• Pay statements online

Single point of contact - a single source for all paper work. You simply send all your paperwork to a single source, and we make sure the correct information is sent to each of your providers and payroll.

• New and departing employees
• Change in status
• Change in benefit selection
• Renewal information
• Make payroll/benefit changes

COBRA administration - all paperwork and notifications for your employees. We keep track of the complexities of COBRA standards.

Audited bills - monthly audits insure accuracy. You dont have to keep track of changes on five or six different premiums. OrchestrateHR staff works hand-in-hand with your benefits administrator to review the consolidated bills for the first several months and correct common errors:

• Discrepancies in provider censuses
• Incorrect waiting periods
• Wrong classification of benefits

Bills posted to correct cost centers - premium payments posted to correct cost centers each month, based on location and division within each location.

• Often HR and accounting have different names for your company's cost centers. OrchestrateHR works with HR and accounting to standardize the names of subgroups.
• The premiums on your monthly bills will be broken out by the correct cost center
• The bill can be exported to a spread sheet to allow your accounting department to download the data to the correct cost center.

OrchestrateHR - how does it work?

For Payment of Monthly Benefit Premiums

• In the middle of each month, you are notified by e-mail that a single consolidated bill is available on the EDH portal for all your benefit premiums.
• Make sure you review your bill when you receive it. Then forward any changes and appropriate paperwork - a new hire or a departing employee - to OrchestrateHR. We will process the paperwork and issue you a new bill in 24 hours.

For Your Payroll

• We complete ongoing transaction changes (if any) on a dailybasis.
• Before every payroll, you will receive a notification of transactions completed. Review the payroll and approve it five days before the checks are issued.

Implementation of OrchestrateHR

• Before you receive your first bill, OrchestrateHR loads the correct information for each benefit provider.
• We then request you to review and approve the information entered by us for the first bill. At this time, we insure there are no discrepancies in the census data of each provider.
• In 90 days or less, the OrchestrateHR staff, together with your office staff, will be able to insure accurate consolidated billing each month. It will also audit all carrier bills for errors each month.

OrchestrateHR integrates payroll services

New Hire Services - OrchestrateHRwill enter new hires into the payroll and benefits system simultaneously, eliminating the necessity to track waiting periods and eligibility dates. We also report new - hire to the state.

Future Dating - OrchestrateHR will systematically maintain all future‐dated activities, including:

• Pay rate changes
• Notification and activation of payroll deduction additions, deletions, and changes
• Any specific HR/payroll changes.

Eligibility Management - We will maintain all ongoing eligibility changes, such as addresses, exemptions, full-time/part-time, family status, etc. We will report to you any changes in deductions caused by a change in eligibility.

Reports Management Common payroll reports are always available online and easily accessible. OrchestrateHR can also run any company - specific reports on a scheduled basis that you request.

FMLA Tracking – OrchestrateHR can track your FMLA and intermittent FMLA based on the information you send us. We will notify you as employees approach their limit of FMLA leave.

OrchestrateHR administers COBRA correctly

How does OrchestrateHR administer COBRA?

You hand over the responsibility to OrchestrateHR for providing the correct paper work to COBRA participants.

• We send all DOL required paperwork to new plan participants and covered dependents.
• We send all DOL required paperwork – Qualifying Event Letter, COBRA Election Form and Certificate of Creditable Coverage – to plan participants and covered dependents who experience loss of coverage through a "Qualifying Event"
• We notify plan members who apply for COBRA benefits but are not eligible for coverage.
• We issue all paperwork for those electing COBRA.
• We send COBRA premium payment coupons to participants.
• We receive and process premium payments and reimburse or credit your plan for the COBRA payments received by OrchestrateHR. You no longer have to keep track of COBRA checks from the participants or a record of payment.

Simplified Pay as you Go Workers Compensation

• No large upfront down payment
• Premium debited out of bank account each pay period
• Take guesswork out of your workers compensation premium
• Increase cash flow
• Eliminate large premium adjustments and Audits