We are very proud of our Elite Partnerships with Carriers and Vendors that incorporate technology into all they do. This series features each of our Elite Partners, who offer savings and efficiencies for your technology and communication needs.

This week’s featured partner is . Our series hosts, & , sat down with & to discuss Empyrean’s tech know-how, company developments, and market wins. Be sure to also check out the

BTR:

What is Empyrean’s claim to fame?

Empyrean:

Empyrean has been around since 2006, so we are not rookies by any means. We serve clients of all sizes with a focus on service to a variety of industries and with a mixture of benefits strategies. We are focused on building culture through employee benefits to connect employees with their benefits and enrich their lives. We deploy a service-first approach to technology and measure it regularly.

BTR:

What’s new and exciting for Empyrean?

Empyrean:

We are so excited to launch our Pilot Plus tool, which is a claims-based decision support and engagement tool. This data-driven tool helps employees choose which plans are best for them with year-round access.

BTR:

Tell us about your integration opportunities.

Empyrean:

Integrations are important to us, and we consider Empyrean is one part of a bigger technology ecosystem. We know we can’t be the curator of every employee benefit, so we work together with outside vendors and carriers to make the benefits experience the best it can be for employees.

We use APIs to make sure the employee experience is easy and understandable, with a focus on data sharing, especially with demographic information. We also use APIs within our Pilot Plus tool which supports the relevance of the employee benefits strategy overall.

BTR:

Data security is essential for employers these days. What are you doing to protect data and maintain security?

Empyrean:

Nothing is more critical to Empyrean than data security. We are SOCII Compliant and “Exception Free” with our SOC audit testing since day 1. Empyrean is continually investing into security projects, including ISO Certification by the end of 2022. Our bit site score has been ranked highest amongst our technology peers.

BTR:

What’s on Empyrean’s roadmap?

Empyrean:

Empyrean is continuing to pursue the next evolution of “benadmin” by engaging with brokers, employers, and partners like BTR. We are listening to a myriad of voices from a variety of benefits spaces, including a Client Council, for the needs across the market. Our Pilot Plus program will grow and expand as we start plugging in more claims data. We also recently partnered with Nelson Hall to gather market research which is informing the trajectory of Empyrean’s development in the coming year.

Empyrean is also homing in on year-round engagement and connection strategies for employees. We feel employees deserve the best support for Life Events and more, so we are implementing communications tools to support a more streamlined enrollment strategy and continue to extend the employer’s culture into the employee’s benefit experience.

BTR appreciates our partnership with our Elite Partners. Be sure to check out our other partners on our . If you’d like more information about savings and efficiencies offered through our Elite Partners, please email BTRProjects@bentechre.com.

We are very proud of our Elite Partnerships with Carriers and Vendors that incorporate technology into all they do. This series features each of our Elite Partners, who offer savings and efficiencies for your technology and communication needs.

This week’s featured partner is . Our series hosts, & , sat down with & to discuss Proliant’s tech know-how, company developments, and market wins.

BTR:

What is Proliant’s claim to fame? Give us the 411 on your specialty.

Proliant:

At Proliant, we believe there is not true “best HR technology,” rather we look at how technology fits best with our clientele. Our origins were in CPA tax services, until our clients asked for support with payroll services. Proliant pivoted to accommodate the needs of their clients, and now payroll is the core service offered by Proliant. Industries with hourly employees – restaurants, factories, retail, and the like – are finding a lot of success on Proliant’s software

BTR:

What are the common services added onto your core payroll offering?

Proliant:

Typically, we see Onboarding, ACA, HRIS, and Time & Labor implemented with our core payroll service. We were the first payroll system in the industry with an integrated ACA suite, with lots of bells and whistles for employers with variable hour employees.

Applicant tracking is typically stand-alone from the payroll system, which is by design in many cases due to the specific needs of the type of client using AT solution.

Benefits administration is available through Proliant, and we also offer integrations with many other best-in-breed ben admin systems like Employee Navigator, PlanSource, and bswift. Proliant is proud to have the flexibility to integrate with best-in-breed partners to offer the best global solution for the employer.

BTR: Tell us about the opportunities available for integrations.

Proliant:

We have an open API architecture. We see a lot of integrations with Applicant Tracking and Learning Management systems to facilitate new hire processes. Security is also a popular API for many clients to support Multi-Factor Authentication (MFA) functionality.

BTR: What is on Proliant’s roadmap?

Proliant:

Our product team is doing a great job listening to our clients with a focus on automating as much as we can for employers. Standardization of data is top of mind with most of our developments, with the objective of helping employers be able to use their data for employee utilization and corporate forecasting.

Employee Engagement is also being developed. Technology tools such as employee surveys and communication modules are being designed to support business objectives from the top down, including position management access for mid-management roles and collaborative digital spaces within Proliant’s software.

BTR appreciates our partnership with our Elite Partners. Be sure to check out our other partners on our . If you’d like more information about savings and efficiencies offered through our Elite Partners, please email BTRProjects@bentechre.com.

Employer contributions to a Health Savings Account is a useful way to encourage employees to enroll in a High Deductible Health Plan (HDHP) with an HSA.  If your organization is considering offering an HSA with an employer contribution, it is important that you consider if your benefits administration technology can accommodate the intended contribution strategy.  Exploring the opportunities within your Ben Admin will inform how your organization will handle contributions for new hires, qualifying life events, and annual renewal enrollments.

BTR has vast experience with employer contribution strategies that work well with Ben Admin technology – here are a few strategies that have proven to be successful.

• Per Pay Contributions – This is typically the easiest strategy and reduces concerns with pro-rating employer contributions for new hires during the year.
• Monthly/Quarterly Employer Contributions – This strategy is ideal for HSA changes that are effective on the 1st of the month/quarter. Typically, the employee receives the employer contribution on the effective date occurring after the enrollment is completed. BTR recommends verifying that the ben admin system will support this strategy, since it is likely a different schedule than employees’ payroll schedules.
• One-Time Annual Contributions – This strategy works great at Annual Enrollment because it funds employees’ HSA accounts “up front” at the beginning of the plan year. However, it will be important to consider how your technology will pro-rate employer contributions for new hires and any mid-year adjustments.
• Employer-Match Per Pay Contributions – Typically, with this strategy, the employer matches a certain percentage of the employee contribution, up to a maximum amount. Not all systems can handle a per-pay employer match strategy, so it is recommended that employers check with the Ben Admin service team before implementing this strategy.
• Tier-based Contributions – An example of this strategy could include a $1,200 annual employer contribution for single HDHP coverage and a $2,400 annual employer contribution for family HDHP coverage. In this scenario, employers will want to consider how to handle the funding mechanisms (monthly vs. annually) for employees who have a life event during the year which could result in moving HDHP tiers.
• Wellness-based Contributions – This strategy entices employees to participate in wellness endeavors in order to earn employer contributions to their HSA. This is usually based on external factors, such as tobacco status or fitness event participation, so employers should verify that the ben admin technology can manage these factors in order to successfully execute employer contributions.

Employers looking to offer an employer-funded HSA plan should connect with the Ben Admin technology service team, as well as any other impacted systems, to determine if and how the technology will support the strategy. The goal of technology should be to avoid manual workarounds and costly mistakes. BTR is available to support these considerations as well as advise on technology recommendations for HSA Employer Contribution strategies.

If you would like more information, let us know! Email BTRProjects@bentechre.com to connect with our experts.

About the Author

Kristina Chavez supports BTR as the Business Development Manager, focusing on new opportunities and business development for the BTR Extend division. Kristina enjoys working directly with employers, as well as benefit advisors, to strategize on their technology needs around employee benefits.

You’ve heard it before from BTR: “Technology is only as good as the team you have servicing it.”

The saying also applies to the communication strategy employers use around their HR Technology. Communication is key for the varying phases of technology deployment and can make or break the overall user experience. Designing an effective communication strategy for HR technology will support overall business objectives and investment.

Implementation Go Live

The most obvious time to communicate about technology is when it is new! Employers will see wider adoption of their new technology by informing employees about the existence and purpose of the system. BTR generally recommends including flyers, emails, and instructional guides as part of your Go Live communication strategy.

Onboarding

New hires typically require lots of support during onboarding. Designing a communication strategy with new hires in mind will facilitate a positive experience for employees and administrators alike. Applying customized verbiage within the technology itself supports corporate messaging and education. Benefit enrollment counselors also provide a personal touch to new hires as they learn more about their new employer.

Open Enrollment

Renewals are a busy time. Taking the lift off the HR team by leveraging benefit education specialists, call centers, instructional guides, and more are key elements of any Open Enrollment strategy. The most important consideration for employers regarding Open Enrollment communication is the timeline – communicating early, often, and consistently with employees about how to execute their elections for the coming plan year will improve the overall renewal process.

Notices & Trainings

BTR is seeing more and more employers leverage HR technology for employer notices and trainings. Improvements in automation across the market allow employers to fold their company notices into enrollment workflows, with the ability to generate acknowledgment reports on the backend. Employers are also adding links to employee sites within their HR technologies to facilitate easy access to necessary trainings.

BTR specializes in deploying HR technologies, including strategies for communication. If your organization would like to consult with BTR about your HR Technology communication strategy, please email your inquiry to BTRProjects@bentechre.com.

About the Author

Holli Brummett supports BTR as the Business Development Coordinator, focusing on new opportunities and business development for the BTR Extend Division. Holli brings to the team several years of Benefits Administration experience on multiple systems, working with broker teams as well as employers across many industries, including manufacturing, school districts, hospital systems, and more.

With more and more scams plaguing the digital world these days, it’s imperative for business leaders to know what steps to take in an HR technology emergency. Start the process of authoring an HR technology catastrophe preparedness plan by considering The 5 Ws.

WHO – Identifying WHO needs to be involved during a technology emergency is step one. Keep an updated list of contacts for internal and external support personnel. Consider your vendor support teams in this list as well.

WHAT – Know WHAT the objectives are for your plan. Obviously, you want to protect the sensitive data within your organization (employee PHI, banking info, etc.). Consider any other information you want to protect, like access to web content or proprietary processes.

WHERE – Define WHERE your sensitivities lie and the ways to access each one. Target the areas within your HR technology for specific steps in the event of a technology catastrophe to support the ability to act quickly.

WHEN – Track WHEN your systems are backed up and updated. Notice any variance in the schedule and reach out to vendor support teams with any inquiries and resolution.

WHY – Communicate WHY the security plan is important to your internal team. Educate your team on the importance of the plan and help them familiarize with each step that applies to each department.

Once the 5 Ws are defined and identified, the remainder of the plan will be easier to author. A simple process for authoring such a plan is to adhere to these five principles:

1. Protect – a solid security plan should be both proactive and reactive, considering all potential “points of entry” for all types of data sets.
2. Respond – your security plan should detail not only the steps that will need to be taken, but also include additional information such as weblinks and login credentials for timely and efficient responses.
3. Recover – planning out the recovery process is important. Consider contingency plans and opportunities with careful precision.
4. Test – this is the most crucial part of any plan. Business leaders will have more confidence and find more success in a well-tested plan.
5. Repeat – schedule times to run through your security plan several times per year or even per month. Repetition will help your team identify opportunities for efficiencies as well as any missed needs for additional security.

Refer to our recent blog for additional information about the types of security attacks we are seeing in the industry.

If your organization would like to consult with BTR about technology security, please email your inquiry to BTRProjects@bentechre.com.

About the Author

Hayes Stevens supports BTR brokers and their clients with their HR technology initiatives and serves as the team lead for BTR’s consulting division. With over 10 years in the HR Technology industry, he provides unparalleled expertise to clients through a strategic, long-term success framework and approach.

“41% of U.S. employees spend 15 minutes or less researching health care benefit options during open enrollment.” Do you remember this 2014 survey stat? It generated a lot of conversation among HR professionals — especially when compared to research that showed Americans spend at least two hours deciding which television to buy. We’re confident that the results would be much the same if the survey was conducted today. Employers are frustrated with employees’ lack of engagement in their benefits.

People are a company’s biggest expense. In the 2020 State of Talent Optimization Report, executives reported that 64% of their total company costs were salary and benefits. The most recent data from the Bureau of Labor Statistics shows that, in the private sector, benefits represent nearly one-third (29.2%) of total compensation. Given these numbers, it’s not surprising that employers are looking for ways to help employees better understand the value of their benefits — especially at a time when “retention” tops the list of many employers’ organizational concerns and HR priorities, regardless of industry or size.

We understand your pain. Every year you invest significantly in employee benefits that you believe will advance your recruitment and retention efforts. But if employees don’t know or understand the value of these benefits, you’re not getting a good return on that investment. The best way to counter this is with the one-two punch of technology and employee engagement.

An industry merger provides an expertise “twofer”

In January, iBenefit Communication (iBC) acquired Benefit Technology Resources (BTR). We brought our companies together into one cohesive team because it is apparent that employers want and need a more integrated employee communication and enrollment solution. Together, we offer:

• Top-of-the-line, best-fit HCM, Payroll and Benefits Administration delivery and consulting on the full spectrum of solutions designed to advance the organization’s people strategy, and
• Personalized employee communication and engagement support to educate employees on the value of their benefits and help them make informed choices using a high-touch approach that builds trust, creates loyalty, and increases retention.

Lean into the human experience to increase retention

The counselor-assisted approach to benefits enrollment is key to building a relationship with employees. Today’s employees want a more personal connection with their employer. Before the seismic shift to remote and hybrid work options, the HR tech market was trending towards greater employee engagement. This new norm only adds to the need to lean into the human experience.

Our combined services represent a total package to leverage benefits as a retention strategy. We’re also happy to assist you with just one (or any combination) of our service offerings, including:

• Benefits administration technology. Pre-vetted, versatile platforms with top-notch implementations and unmatched service and support.
• HR technology consulting. Expertise in HR tech procurement, analysis, and optimization to help you get the most out of your HR technology ecosystem. We’re a trusted advisor, providing independent and agnostic guidance to help you make sense of today’s complex HR tech marketplace and identify solutions to meet your unique needs.
• Personalized education and engagement. One-on-one, concierge-level benefits education and enrollment support with a Benefits Education Specialist for every employee, resulting in more informed employee decisions and a stronger employer-employee connection.

The employee-employer balance of power in the talent market has shifted, and the employee is in the driver’s seat. Employers are responding with better benefits to attract and retain good talent. Your benefit offering is one of your most important recruiting tools. Get the most from your investment with personalized employee engagement and education supported by technology that delivers an enhanced employee experience.

Contact your iBC or BTR representative to learn more and discuss your retention strategy.

Sources:

About the Author

Jamie Hawkins is Founder & CEO of Benefit Technology Resources. She has been in the HR Technology industry for over 20 years and is considered an industry thought-leader on providers, services, and trends.  Jamie serves as the Director of Technology for several well-known broker and consultant affinity groups, such as Benefit Advisors Network, and Assurex Global.  She is also a member of the Society for Human Resource Management (SHRM) and speaks throughout the US on HR Technology trends

About the Author

Phillip Goodrum is Founder & CEO of iBenefit Communication. Phillip has a diverse background leading multiple businesses in the technology, insurance and healthcare sectors. He holds a Bachelor of Arts Degree in Communications from The University of Tennessee and a Masters Degree in Business Administration from the Jack C. Massey School of Business at Belmont University. Phillip resides in Charlotte with his wife and five children.

The big takeaway from our 2021 BTR Summit conference was: “‘free’ is the new F-word.” Each year, we host brokers, vendors, and other stakeholders in the HR tech space to come together and explore market issues and trends. It was during our 2021 Summit that our attendees were in unanimous agreement that “free” is never “free” and there’s a cost to good HR technology.

“Free” can come at a high cost. Free software is typically underwhelming with many limitations, requiring more manual effort which is inefficient. This type of “free” is not the kind of “free” employers need. Employers should consider the cost associated with lost productivity for poor-performing software as well as manual tasks to make the software perform as desired.

Your Vendor is Your Partner

Careful selection and familiarization of HR tech partners help employers to avoid the pitfalls of free software. I don’t use the word “partner” lightly; HR technology should be a true partner to the organization who understands the business goals and initiatives, providing guidance and support to help business leaders accomplish both.

A true HR Technology partner will carry many of these characteristics:

• Won’t sell you services you don’t need
• Won’t dilute customer support—regardless of cost or discounts for their software.
• Will tell you things you may not want to hear.
  • For example, a partner may push back an implementation timeline because they are looking out for your interests and know that your reputation with your employees is essential to your brand.
• Will do it right rather than doing it fast
• Will outline what you can accomplish within the timeline
• Will help prioritize your HR technology and benefit administration goals which improves confidence with the approach and roadmap.
• Will plan to Go Live on time, recognizing that hope is not a strategy.

Employers should also consider the service model of their partner. BTR generally advises against the “service tiers” model because we believe every organization should get the best service regardless of the invoice’s bottom figure.

Expertise to Support Your Business Goals

Employers also need to recognize that each organization has unique needs that may vary from their industry counterparts. A tailored solution is typically going to out-perform a “plug & play” software when it comes to meeting business objectives. Business leaders can leverage a team with technology knowledge & expertise to design a strategically-tailored solution.

Help with Your HR Tech Strategy

The “you get what you pay for” principle applies to most HR technology products and services but is especially true with benefits administration. The good news is that employer organizations are becoming smarter and more sophisticated buyers. HR leaders increasingly understand that purchasing the right technology from the right partner saves time and money over the long term (and oftentimes in the short run, too). Still, the HR tech sector is large and complex. Even experienced buyers struggle to stay on top of the market.

Our team focuses on HR technology solutions every day. We know the market and work with insurance brokers to help employers achieve their business goals through best-fit HR technology solutions and vendor partnerships. The BTR team is happy to assist with your organization’s HR technology strategy—email BTRProjects@bentechre.com to get started!

About the Author

Kate Taylor is BTRs President & COO, she supports BTR’s directors and managers with operational initiatives, team development, and strategic growth.  Kate has successfully developed and led the BTR benefits administration division since its inception in 2010.  She has held nearly every role and has worked exclusively with benefits administration for over 12 years.

It’s no secret that employers need more these days. With ever-changing workforce challenges, employers need more support, more time, and more tools. Our merger with iBenefit Communication is designed to meet the need of employers looking for more.

Many have congratulated and joined us in celebration of our new partnership, which we appreciate. We are excited to expand these service offerings to our clients in a big way. This opportunity will allow us to combine our HR Tech experience with personalized enrollment assistance from a cohesive team that delivers concierge-level service and support. It really is a win/win for employers.

Health benefits are becoming increasingly complex, and we feel it’s important for employees to understand the benefits available to them. Elements such as easy access to information and benefits counselors equip employers for success in their benefits strategy. With The Great Resignation affecting just about every industry, employers are searching for an “easy button” to execute their vision. This partnership brings us the ability to immediately counsel new hires, onboard an acquisition, or support any number of challenges an employer may be facing.

We really believe this merger between BTR and iBenefit will bring enhanced solutions to the market in a more integrated way. In the near future, we will be working on even more innovative solutions that will be unique in our industry – stay tuned!

If your organization is looking for support with HR technology or enrollment strategies, please email us at BTRProjects@bentechre.com.

On January 7^th, the Supreme Court of the United States heard arguments about the OSHA ETS Vaccine and Testing Mandate for Large Employers with 100+ employees as well as the vaccine mandate for certain Healthcare workers and facilities. After several days of deliberation, the Supreme Court ruled on January 13^th, that the mandate for large employers was too broad, blocking the OSHA ETS from activation—with one exception: the vaccine requirement for certain health care workers in facilities participating in Medicare or Medicaid will take effect.

As impacted healthcare employers scramble to respond to the January 13^th ruling, there are crucial steps business leaders can take to prepare for implementing a Vaccine and Testing tracking solution.

Steps for Healthcare Facilities can take now

• Review your employee handbook and employment contracts to identify changes needed regarding your organization’s COVID-19 vaccine policy
• Enact policies to ensure all required employees are treated equitably
• Establish specific timelines and goals for compliance across your organization
• Consult with legal counsel to ensure procedures and implementation are executed properly and communicated effectively
• Talk with your current technology providers to assess solutions for collecting proof of vaccination, validation processes, confidentiality, etc.
• Determine if the solution is adaptable to changing requirements such as booster shots, reporting needs, etc.?

If your organization finds itself in need of a vaccine-or-testing tracking strategy, BTR can help! Feel free to reach out to us at BTRProjects@bentechre.com to ask questions or to schedule a consultation.

Please note: This publication includes a high-level overview of the federal mandate. The requirements may differ based on specific state laws and may have special application to employers in varying industries. BTR is in no way providing medical advice or guidance on the COVID-19 vaccine or any vaccine or medical diagnosis. If you have questions about whether or not a vaccine is right for you, please consult your physician or go to for more information. Additionally, BTR is not positioned to provide legal advice in any manner, so please consult your ERISA or legal counsel before moving forward with vaccine tracking.

About the Author

Jannette Kresser coordinates BTR’s solution provider relationships and supports operational efficiencies for the Consulting Division. She has over 20 years of experience in project management, contract administration, process improvements, and new technology implementations

The HR technology market boasts a myriad of helpful employee-facing tools determined to make the employee experience magical and easy. HR technology is only worth the investment if employees actually use it.

But how can an organization ensure its people understand how to use the technology, especially if it is new?

Below are practical ways for HR administrators and business leaders to support employee adoption – and keep the workforce engaged – through HR technology.

Try to Break It

System Testing is a foundational element of launching any new technology. Employers should test their new system thoroughly, attempting to “break” the system or make mistakes common amongst employees. The testing phase not only allows for teams to catch errors and make corrections before going live, but also helps administrators become familiar with error messages and codes which in turn improves their user ability. Leverage your vendor partner’s testing materials as a starting point.

Enlist Focus groups

Once your system is tested and ready to go live, employers should enlist small groups of employees to review the system and test for user-friendliness. Focus groups support the endeavor of garnering much-needed feedback as well as adoption of the new technology. Focus groups can also highlight any gaps or needs for user education. Just be sure you actually act on the feedback – it’s their system!

Map out the Employee Experience

It is crucial for employees to know where to go and how to get there. HR teams should walk through the employee experience, so they are familiar with each step. HR teams will want to familiarize themselves with any transition points, such as when a New Hire will need to move from the HCM system to the benefits enrollment system via an API. Consider authoring a “site map” or similar document, complete with FAQs to use for internal education.

Speaking of Education


We all know that knowledge is power. Educating your employees on the purpose for and opportunities within your organization’s technology can go a long way regarding adoption and utilization. A company-branded instructional guide with screenshots and arrows is a popular way to educate employees. Internal webinars and podcasts also support employee education. BTR also always recommends posting support contacts throughout the system in case employees need to reach out for help.

Customization

Most HR technologies can feature employer logos, colors, and more to make the site recognizable to employees. Company branding within your HR technology empowers employees to have more trust and comfort with executing HR-related tasks in the system. Some systems even allow for customized email alerts, notifications, and confirmation messaging which also support the employee experience.

These are just some of the ways that employers can support their employees’ experiences within HR technology. Making your organization’s technology easy to use and recognizable will support your overall technology strategy and success.

If your organization would like to learn more about BTR services, email BTRProjects@bentechre.com to get started today!

About the Author

Holli Brummett supports BTR as the Business Development Coordinator, focusing on new opportunities and business development for the BTR Extend Division. Holli brings to the team several years of Benefits Administration experience on multiple systems, working with broker teams as well as employers across many industries, including manufacturing, school districts, hospital systems, and more.