Phase 1

Annual Renewal and Plan Optimization

Client Renewal Communication: Prior to the plan year renewal, we send out a series of communications to discuss any updates or changes required for the upcoming year. This includes adjusting contribution limits, updating plan documents, and communicating changes to employees.

To help ensure your HRA or FSA program remains up to date, we kindly request our clients to complete our HR or FSA renewal form. The renewal links can be found below.

Employer Renewal Forms

Phase 2

Employee Communication and Education

Communication Strategy: We develop a comprehensive communication strategy to effectively inform and educate your employees about the benefit account program. We provide access to communication materials such as emails, brochures, posters, and our online resources portal to highlight the benefits and features of the account, enrollment deadlines, and how to maximize their savings.

Employee Education: We offer educational sessions, either in person or via webinars, to provide employees with a clear understanding of how the benefit account works, eligible expenses, and the reimbursement process. These sessions address common questions and concerns, empowering employees to make informed decisions.

To schedule open enrollment meetings and webinars, please contact your OCA Sales Executive.

Download Material

Phase 3

Post-Enrollment Optimization

Post Open Enrollment Support: Following the renewal date, our dedicated client experience team remains available to address any post-implementation questions, provide ongoing assistance, and ensure your continued success.

Plan Optimization: Our goal is to ensure that your benefit program remains competitive, compliant, and aligned with your employees’ needs. We continuously evaluate the benefit program’s effectiveness and provide recommendations for optimization based on participant feedback, industry trends, and regulatory changes.

Enrollment and Onboarding

Missing Enrollments?

If the employee enrollments were not previously submitted to OCA during the renewal submission you can submit them after using the below link.

OCA will accept enrollment data up until your plan renewal date. However, to ensure timely processing and zero disruption to your new plan year, we do ask that you submit enrollments at least 10 business days prior to your OCA benefit renewal date. Enrollments can be submitted via paper, online, excel, portal, or file feeds.

Submit/Upload Enrollments

Creating a Successful Open Enrollment Experience

At OCA, we are driven by our mission to provide you with a successful 2024 open enrollment that empowers your employees, simplifies administrative processes, and optimizes the benefits experience. Below you will find our client email communication timelines and procedures.

Download 2024 Guide

2024 Open Enrollment Communication/Timelines

FSA Renewal Communication Timeline

10/23/2023: The FSA Kick-Off Email will be sent to the employer and broker contacts. This email “sets the stage” of what’s to come.

11/1/2023: The initial email will include OCA’s “FSA Renewal Form,” allowing employers to amend their FSA benefit, confirm plan information, schedule trainings, provide additional points of contact, etc.

11/13/2023: The next email will provide open enrollment educational tools/resources that can help employees feel confident in making the right decisions for the upcoming plan year.

11/15/2023: For clients with an existing EDI integration, OCA will alert client to update/inform their benefit admin system (i.e. Employee Navigator) for the new plan year. In addition, we will reiterate that the benefit admin systems open enrollment should be closed by 12/18/23 to ensure OCA processes timely 2024 enrollments.

12/1/2023: The third email will remind employers and brokers the need to finalize employee enrollments in the upcoming days. This is to avoid any disruption or delays with employee benefit accounts.

12/11/2023: The next email will be sent to any employer who did not complete OCA’s FSA Renewal. This email will remind them of the importance of completing the FSA renewal form and providing OCA with employee elections.

HRA Renewal Communication Timeline

11/1/2023: The initial email will include OCA’s “HRA Renewal Form,” allowing employers to amend their HRA benefit, confirm plan information, schedule trainings, provide additional points of contact, etc.

11/5/2023: OCA will identify all HSA/HRA clients that may need to increase their minimum deductible to comply with IRS HSA/HRA stacking rules. Email will remind employer to amend HRA should they wish to continue with HSA/HRA rules.

12/1/2023: The email will remind employers and brokers the need to finalize employee enrollments in the upcoming days. This is to avoid any disruption or delays with employee benefit accounts.

12/15/2023: Deadline to receive amendments without plan interruption.

12/26/2023: For clients with an existing EDI integration who have not provided OCA with enrollments, OCA will alert these clients and inform them of the critical importance to remit enrollments ASAP.

Amendment Confirmations: OCA will send a confirmation email with an updated SPD to the employer & broker contact informing them of the HRA amendment being completed.

Enrollment Forms/Templates

HRA Enrollment Census Template

FSA Enrollment Census Template

HSA Enrollment Census Template

OCA COBRA New Hire/QLE Template

Master Enrollment Template

Looking for Eligibility Integration?

OCA can work with your payroll provider, carrier, or benefit administration system to help capture employee eligibility data or claim files. Our platform is architected to give clients maximum flexibility when it comes to getting data in and out of our platform.

Submit Request

New Group Applications

HRA Application

Complete our Health Reimbursement Arrangement application. If you have any questions on the application, please email sales@oca125.com or contact your OCA sales representative directly.