Open Enrollment 2021

Your annual benefits open enrollment is Nov. 2-16, 2020. It's the perfect time to review your current and new benefit options to choose what's best for you and your family.   

You will be able to enroll in and make changes to your benefits through My Total Access during this time (see below for important notes about using My Total Access away from work). Any changes or selections you make will go into effect Jan. 1, 2021.    

Accessing My Total Access During Open Enrollment  

To better protect your personal information, My Total Access (MTA) is only available through the Carilion network or apps portal (https://apps.carilionclinic.org).   

If you use the apps portal to log in to MTA outside of work, you will need to verify your log-in using the Imprivata ID app (multi-factor authentication). If you have not already registered with Imprivata ID, instructions and more information are available on the Multi-Factor Authentication page.  

As a reminder, use the Firefox browser to successfully complete open enrollment in MTA. Using another browser may cause issues with enrollment and benefit changes may not save.  

Note: With more remote employees, accessing MTA through the portal may be slow if there are high volumes. Please allow extra time to complete open enrollment and remember employee screening and cleaning processes if you have to come onsite to enroll in your benefits.

For more information on employee screening and cleaning processes, see resources under the Employee Screening and Work Place Cleaning and Sanitizing sections on the Resources page of the Coronavirus Management hub.

What's New  

Two New Voluntary Benefit Plans 

Life happens—and so do accidents, illnesses and hospital stays. We want you to be ready. You can be more prepared if you have supplemental insurance plans, or voluntary benefits that help fill in the gaps to supplement your medical coverage.

Last year we implemented the Hospital Indemnity Plan that pays you cash benefits when you have a planned or unplanned hospital stay for an illness, injury, surgery or having a baby. For 2021, we are offering two new voluntary plans, also administered by Aetna: the critical illness plan and the accident plan.

Aetna Critical Illness Plan 

The Aetna Critical Illness Plan pays benefits when a doctor diagnoses you with a covered serious illness or condition, like heart attack, stroke, cancer and more. You have the option between three different face amounts: “low”, “middle’ or “high”.  

Aetna Accident Plan 

The Aetna Accident Plan pays benefits when you get treatment for an accidental injury. The plan pays for a long list of covered minor and serious injuries. You have the option to choose between a “high” or “low” coverage plan. 

Using the Cash Benefits

Unlike medical plans that pay doctors and hospitals directly for your care, the Aetna Accident, Critical Illness, and Hospital Indemnity Plans pay benefits directly to you, giving you extra cash when you need it most. You can use the money for anything you want or need, like:

• Deductibles or copays
• Mortgages or rent
• Groceries or utility bills

Here’s what you should know about all three plans:

• You may cover you eligible dependent(s), even if they are not enrolled in our medical plan.  
• The plan provides fixed payments directly to you when you or your covered dependents meet criteria outlined in the benefit.  
• There is no pre-existing condition clause.  
• The plan is portable, so you can take it with you even if you leave your position with Carilion.  
• When you enroll during open enrollment, you are guaranteed to be issued the plan; there's no application process.   

For more information:

• See this flyer on Aetna Voluntary Supplemental Plans
• Learn more about the Aetna Critical Illness Plan and the Aetna Accident Plan under Your Wallet on the Your Carilion Rewards hub. 

New Flexible Spending Account Vendor: Connect Your Care 

A flexible spending account (FSA) lets you set aside pre-tax money for eligible expenses. Beginning Jan. 1, 2021, we will have a new flexible spending account vendor. Connect Your Care will administer both healthcare and dependent care flexible spending accounts.  

The new vendor offers a smoother claims process and less need for documentation, since Connect Your Care can receive claims files directly from Delta Dental and Aetna for dental, medical and vision expenses.

Members also have round-the-clock access to Connect Your Care’s customer service representatives 24 hours a day, 7 days a week and their award-winning academy series—a learning hub on FSAs and other benefits.

Note: If you would like to participate in an FSA in 2021, be sure to enroll or re-enroll during benefits open enrollment. The FSA benefit does not roll over from year to year.   

Two Week Transition Period
In order to move from PayFlex to Connect Your Care, a new vendor that offers more convenience, there will be a two-week transition period, starting Dec. 14. During this time:

• Funds will not be available, including the use of your PayFlex debit card
• Any remaining balance left from your 2020 FSA elections is moved to our new vendor
• Hang on to any receipts for expenses you pay for out-of-pocket. Starting Jan. 1, 2021, you can file a manual claim with Connect Your Care to be reimbursed for these expenses.
• If you have your PayFlex debit card on file with a pharmacy or retailer, please provide them with an alternative payment method to use during this two-week transition period.

Any health care or dependent care FSA balance from 2020 will be available to use through March 15, 2021.

Here are more points to know if you participate in 2021 FSAs.

Healthcare FSA

• All employees who participate in the health care FSA in 2021 will receive a new debit card from Connect Your Care. 
• The 2021 annual maximum contribution amount is $2,750.
• Grace period allows you to use FSA money through March 15 of the following year.

Dependent Care FSA

• There will not be a debit card issued to employees participating in the dependent care FSA benefit.
• Dependent care flexible spending account claims must be filed through Connect Your Care for reimbursement.  
• The 2021 annual maximum contribution amount is $5,000.
• Grace period allows you to use FSA money through March 15 of the following year.

For more information, see these pages:  

• Healthcare Flexible Spending Account page  

• Dependent Care Flexible Spending Account page 

What's Staying the Same   

There will be no changes to the following benefits. We've included some key points in case you're enrolling for the first time.   

You can find more information about each benefit on the Your Carilion Rewards hub.  

Medical 

There will be no changes to the medical plan or the medical plan premiums for 2021.  

• Visiting in-network providers and Level A (Carilion Clinic) facilities saves you more on out-of-network expenses. 
• Preventive care visits, such as annual checkups and screenings, are always covered at 100 percent, with no copay, deductible or coinsurance. 

Vision  

There will be no changes to basic or comprehensive plans for 2021. 

Basic 

• Basic coverage included with the medical benefit
• Annual exam is $15 for in-network
• Aetna Vision Discount Program provides discounts on frames and lenses in-network

Comprehensive

• Enroll in comprehensive coverage to receive additional benefits
• Eyeglass lenses or contacts once every calendar year for a copay or a plan allowance
• Allowance toward the purchase price for frames every two calendar years.  

Dental 

There will be no changes to the dental plan or dental plan premium amounts for 2021.  

Basic 

• Offers preventive coverage and basic dental care, such as cleanings and fillings

Comprehensive

• Offers preventive coverage as well as coverage for extensive dental work, such as crowns and bridges
• Offers partial orthodontia coverage for dependent children under age 19

Working Spouse/Domestic Partner Premium  

The working spouse/domestic partner premium will remain $50 per pay period.  

That means you will pay a $50 working spouse/domestic partner premium each pay period if you cover a spouse or domestic partner on your medical plan who is working and eligible for medical coverage through their employer.  

• If you certify that your spouse is employed but the employer does not offer medical coverage, or your spouse/domestic partner is not eligible for coverage, you will be required to submit the Working Spouse/Domestic Partner Premium Employee Statement/Request for Waiver Form.
   
•  If you have already completed the waiver form, you do not need to complete the form again during open enrollment.   

The Working Spouse/Domestic Partner Premium Page has more information.   
 

ALEX® is Back!  

Once again, ALEX, our interactive online benefits guru, will be available starting Oct. 16 through open enrollment and beyond. ALEX will help you make choices about important life events—from selecting a health insurance plan to managing leaves of absence.

Whenever you want to talk, ALEX will walk you through your benefits and rewards choices so you can make decisions based on personal and anticipated needs.   

Want to get to know ALEX? Here’s what you should know:  

• ALEX makes it personal – so you can see which plan makes the most sense for YOU, not your coworkers, or your boss.  
• ALEX makes it fun – there’s no boring insurance jargon or complicated legal jibber-jabber.  
• ALEX is confidential – so you can get the guidance you need without revealing all of your fascinating secrets.  

Get to know ALEX  when he goes live on Oct. 16 at https://www.myalex.com/CarilionClinic/2021.   

Check out the Benefit Sneak Peak video. 

Other Things To Keep in Mind  

Merit Increase and Your Premiums  

Your medical premiums for 2021 are based on your hourly rate in effect as of Oct. 1, 2020. If you received a promotion, merit increase or other adjustment that increased your hourly rate of pay, you may be in a different tier for 2021. Refer to the contribution summary for premium amounts.   

Open Enrollment and Leave  

If you are on medical or personal leave during open enrollment, please contact Human Resources by email at: hrservicecenter@carilionclinic.org or by phone at 800-599-2537, as soon as you return to work so we can help you to enroll in your benefits. You will have two weeks, from the date you return to work, to enroll in benefits.   

ID Cards  

If you are enrolling in the medical or dental plan for the first time, you are making a change to your benefits, or enrolling in the healthcare flexible spending account, you will receive ID cards in the mail by Jan. 1. If you do not receive new ID cards, please contact Human Resources at 800-599-2537.   

Reminders  

• Use the 2021 open enrollment checklist in My Total Access to complete your benefits enrollment, sign up for direct deposit and acknowledge important reminders about your savings plans.  
• Please use a Carilion computer that is connected to the network and the Firefox browser to successfully update your benefits and complete open enrollment. You may risk losing your benefits selections if you use another browser.   
• You can, however, access My Total Access outside of a Carilion facility through https://apps.carilionclinic.org to enroll in benefits. Please contact TSG at 540-224-1599 or 800-354-1599, if you need technical assistance accessing My Total Access.  
• Be sure to enroll or re-enroll in an FSA during benefits open enrollment. Your elections from last year do not carry over.  
• While you're reviewing your benefits in My Total Access, update your home address, beneficiaries, phone numbers, etc. We don't want you to miss important information we send out.  
• We require social security numbers when you are enrolling your dependents.   

Key Dates to Remember  

• Nov. 16: Open enrollment deadline—The enrollment system closes at 11:59 p.m. EST on Monday, Nov. 16. If you don't enroll, your next opportunity to make changes to benefits coverage will be next year's open enrollment period, or if you experience a qualifying event, such as getting married or having a baby in 2021.    
• Dec. 3: Submit all documentation to Human Resources by this date.  
• Dec. 18: You will receive a confirmation statement email of your 2020 benefits elections on this date. It is recommended that you print the statement for your records.  

Next Steps   

Step 1: Learn more about your benefits on the Your Carilion Rewards hub.  

Step 2: Interact with ALEX to find your best-fit benefits.  

Step 3: Visit the Open Enrollment checklist in My Total Access between Nov. 2 and Nov. 16 to enroll in or make changes to benefits.