Concept Link IconServiceXG Basics

Manage online enrollment

If you have the Online Enrollment MemberXG add-on, track and manage your members throughout their portal enrollment process (see Set up enrollment to configure the portal enrollment pages). View members by group, enrollment time frame, and if they've submitted their enrollment elections.

  • If members have submitted their enrollment, accept or deny any changes the member made to their demographics. Verify and process the enrollment if it meets your office's standards, or deactivate or clear the enrollment if you need to pause or restart the member's enrollment.
  • If they haven't submitted their enrollment yet, waive members through enrollment who don't want to elect coverage, or remove them from an enrollment time frame if they need to be added to another time frame or removed from enrollment altogether. Use an open enrollment agent account to further assist and troubleshoot for a member. See Manage MemberXG admin accounts.
Important! Before managing enrollment, make sure you're working on the correct group's member portal. See Environment managementto choose what site to work on.

Filter enrollment by group and enrollment time frame

Before working with member enrollment files, filter the members you're going to work on. Choose to manage enrollment for the entire system or for a certain group, then filter by the enrollment time frame.

Home > System Administration > MemberXG > Manage Enrollment

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Field or Option Description
Group The member's groupClosed A set of members with similar characteristics, (i.e., same type of work, such as plumbers or electricians, or geographic location)..
SSN The member Social Security Number (SSN).
Member The member's full name.
Employer The member's employer.
Member Detail Load Date The date the member was loaded into the system for enrollment.
Verification Date The date a member's enrollment was verified. See Verify an enrollment.
Election Processed Date The date the fund office processed the election.
Kept Enrollment Indicates the member elected the same enrollment details from a previous enrollment.

See Manage MemberXG admin accounts to set up open enrollment agents. Open enrollment agents have limited access to the member's portal account and information, allowing them to help members enroll.

Elected Bundle Name The member's selected bundleClosed A benefits package that members can choose to elect during enrollment. code.
Elected Bundle Display Name The member's selected bundleClosed A benefits package that members can choose to elect during enrollment..
Elected Bundle Level The selected bundleClosed A benefits package that members can choose to elect during enrollment.'s level.
Highest Eligible Bundle Name The highest coverage bundleClosed A benefits package that members can choose to elect during enrollment. code the member is eligible for based on their file information.
Highest Eligible Bundle Display Name The highest coverage bundleClosed A benefits package that members can choose to elect during enrollment. name the member is eligible for based on their file information.
Highest Eligible Bundle Level The highest coverage bundleClosed A benefits package that members can choose to elect during enrollment. level the member is eligible for based on their file information.
Involuntary Life Indicates whether the bundleClosed A benefits package that members can choose to elect during enrollment.'s life insurance is required.
Fund If the bundleClosed A benefits package that members can choose to elect during enrollment. includes involuntary life insurance, determines the fund associated with the life insurance.
Enrollment Confirmation Number The enrollment confirmation reference number.
Coverage The coverage type code associated with the member's selected bundleClosed A benefits package that members can choose to elect during enrollment..
Coverage Alias The coverage type included with the member's selected bundleClosed A benefits package that members can choose to elect during enrollment..
Coverage Description Description of the member's selected bundleClosed A benefits package that members can choose to elect during enrollment. coverage.
Withholdings The amount withheld based on the member's selected bundleClosed A benefits package that members can choose to elect during enrollment..
Subgroup The coverage's associated subgroup.
Option The coverage's option.
Table The related Premium BillingClosed Billing used in a single employer environment where the employer is billed directly for the coverage and the member is eligible for coverage until the member or the coverage is terminated. table.
Row The coverage's row number in the Premium BillingClosed Billing used in a single employer environment where the employer is billed directly for the coverage and the member is eligible for coverage until the member or the coverage is terminated. table.
Column The coverage's column number in the Premium BillingClosed Billing used in a single employer environment where the employer is billed directly for the coverage and the member is eligible for coverage until the member or the coverage is terminated. table.
BT Plan The benefit table's associated plan.
BT Contract Type The benefit table's associated contract type.
BT Contract The benefit table's associated contract.
BT Employer The benefit table's associated employer.
BT Local The benefit table's associated local.
BT App The benefit table's associated app.
BT App Type The benefit table's associated app type.
BT Agreement The benefit table's associated agreement.
BT Shift The benefit table's associated shift.
BT Rule Determinator The benefit table's associated rule determinator.
BT User Defined The benefit table's associated user-defined value.
Completed On The date the enrollment was completed.
Completed By The portal user who completed the enrollment.
Last Member Doc Submission The most recent date on which the member submitted a document.
Withholding The amount withheld for the member's coverage.
Withholding Frequency How frequently the withholding amount is withheld from the member.
Hint: To print or export the data from the tables, click gear icon and select the appropriate option. Select or create a view from the list next to the gear icon. See Common features for more information on printing and exporting data from a table.

  1. To view all prepped members, select Single Group, or select a group to view from the Multiple Groups list.

    Click to view a summary of the system or selected group's enrollment time frames. The summary displays the number of prepped, open (not started or in-progress), and submitted member enrollments along with the number of member elections and details processed.

  2. Select the dates to filter from the Enrollment time frame.

  3. Filter the table by members who have or haven't submitted online enrollment yet. How you work on the enrollment files differs depending on which you choose:

ClosedMembers who have enrolled

View members who've submitted their enrollment elections and related information.

Accept or deny any changes the member made to their demographics. Verify and process the enrollment if it meets your office's standards, or deactivate or clear the enrollment if you need to pause or restart the member's enrollment.

  1. Click the Submitted tab to view the member who have completed online enrollment. Choose to view Pending Enrollments or All Enrollments for the selected group and time frame.

  2. From the option list, filter All(default) enrollments, those With Changes, or those Without Changes. 

    Based on your filter selections, the table updates with members or if there are no enrollments that meet your selected criteria, nothing displays.

View a member's submitted dependent, beneficiary, COBClosed A provision for determining benefits when a member has more than one benefit plan., Medicare, and custom question information.

  1. Select the check box next to the member to view.

  2. Open and review the member's Dependents, Beneficiaries, Coordination of Benefits (COBClosed The sub-area of a tab or subtab.), Medicare, and Questions tabs. These tabs display the information they entered during enrollment.

    Double-click each row to view a member's demographic or dependent information changes.

  3. To accept the changes, click . To reject the changes and keep the system information, click .

Clear a member's enrollment if you need them to re-complete the enrollment, or if you need to remove them from enrollment altogether.

  1. Select the check box next to the member to clear.

  2. Click .

  3. Click .

    The enrollment is cleared, the member enrollment file is moved to the Open tab, and the member can now re-enroll on the portal.

Suspend a member's enrollment in ServiceXG if, for example, the fund office is still waiting for additional forms or information from the member. Reactivate the enrollment once all the necessary materials are received.

  1. Select the check box next to the member to deactivate or reactivate.
  2. If the enrollments are active, click . If they've already been deactivated, click .

  3. Click .

    The enrollment is deactivated or reactivated.

Verify an enrollment once you've checked that it meets your office's standards and it's ready to process.

  1. Select the check box next to the member to verify.
  2. Check the details and if they’re complete. See View a member's enrollment details and changes.

  3. Click .

  4. Click .

    The enrollment's Verification Date is updated with today's date.

Once you've reviewed and verified an enrollment, process the member's elections and changes.

Important! You can't edit an enrollment's details once it's processed. Make sure the information is correct and meets your office's standards.
  1. Select the check box next to the member to process.
  2. Click .

  3. Click to the confirmation messages.

    The member's files are updated based on their enrollment details. The member enrollment is removed from the Manage Enrollment table.

ClosedMembers who haven't enrolled

Track members who haven't started online enrollment or members whose enrollment is in-progress.

Waive members through enrollment who don't want to elect coverage, or modify the enrollment period remove them from an enrollment time frame if they need to be added to another time frame or removed from enrollment altogether.

  1. Select the Open tab to view the member enrollments that haven't been started or are in-progress.

  2. Select Not Started to view the member enrollments that haven't been started, select Started to view the in-progress enrollments, or select All to view both.

If a member chooses to waive benefits for the enrollment period, waive enrollment on their behalf.

  1. Select the check box of the member(s) to waive through enrollment.

  2. Click .

  3. Click .

    The member enrollment file is moved to the Submitted tab and marked as waived.

Remove a member from the enrollment period if they were accidentally added or need to be removed for any reason.

  1. Select the check box of the member(s) to remove.

  2. Click .

  3. Click .

    The member is removed from the enrollment time frame. The member has to be re-imported and prepped to start enrollment over. See Import members for enrollment.

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