Tell-Tale Signs There Are Problems with Your Benefits Administration System

A state of the art benefits administration system is key to any successful modern fund office. Unfortunately, many systems lack the necessary functionality or have not been adequately maintained or updated to fully automate the benefits administration process.

Often, systems are insufficiently or incorrectly implemented and lack the necessary functionality or data to fully automate work processes and are unable to provide accurate reporting and member and employer self-service capabilities.

Review Your Systems ›

Check for Data Issues

From the ways in which you use your data to underlying issues with data integrity, cleanliness and accuracy, data issues can make or break your ability to administer benefits accurately and efficiently and provide a high level of member service.

Make sure to review:

  • how you’re collecting information, from duplication to discrepancies,
  • the processes you have in place for gathering, accessing and analyzing data within your office and with your participants, and
  • whether information is being fully utilized to improve the delivery of benefits.

If you’re not sure whether there are issues with your data, contact us.

Review Manual Processes

Your benefits administration system should operate in a manner that allows you to automate and measure your business processes. If you are finding your office is using manual workarounds for work processes, there is likely an underlying problem.

Consider whether your processes are:

  • automated and streamlined,
  • clearly documented,
  • measurable, and
  • developed in a way that limits the use of multiple systems.

For example, if your people are managing data or performing processes or calculations outside of your core benefits administration system, in Excel spreadsheets or other third party applications this can result in internal control and quality issues.

Make Sure Your System is Compliant

The further your data goes, the more pitfalls there are for data protection and legal compliance violations.

If you cover workers and participants who live in a neighboring state, you'll have to comply with both states’ laws, for example.

At the same time, federal regulations like the HIPAA/HITECH privacy and security rules provide an important framework for protecting your participants’ data. Is your current system able to encrypt ePHI at rest?

If your system isn’t compliant with the relevant laws, you may have serious issues. Contact us to find out more about how we review your systems’ compliance capabilities.

You can also complete our HIPAA compliance checklist, to make sure you’re on the right side of the law.

Questions? Get In Touch

If any of this sounds familiar, or you have other concerns about the way you run your benefits administration, get in touch. 

Whether you’re experiencing service issues, high staff turnover, or rising costs, we identify the parts of your benefits operation that need fine-tuning.

Contact Segal ›

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Contact an Expert

Stuart Lerner

Stuart Lerner

SVP, Administration and Technology Consulting Practice Leader

Amy S. Timmons

Amy S. Timmons

VP and Senior Consultant, Administration and Technology Consulting