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Department of Human Resource Management
Office of State Health Benefits
February 3, 2025
Open Enrollment Coming Early May 2025
Open Enrollment for health benefits and flexible spending accounts (FSAs) will be held from May 1 - May 15, 2025. Here’s how you, the Benefit Administrator, can plan ahead and prepare your agency and employees for Open Enrollment. The information below is critical to review and act upon.
1. Agency Benefits Contact Information:
To avoid missing important Open Enrollment updates and other Office of Health Benefits (OHB) communications, it is essential to update your agency benefits contact information in Cardinal.
Steps to Update Benefit Contact Information:
1. Log into Cardinal and navigate to:
Navigator > Benefits > Employer Information > BA Contacts
2. Enter the Agency number and click Search. Cardinal will display the available contact option(s) for the agency.
3. Ensure that the contact information for all four key positions is accurate:
- Benefits Administrator
- Benefits Executive
- Billing Administrator – Payroll Contact
- Billing Executive – Payroll Contact
For step-by-step instructions, use the Managing BA Contacts, job aid.
2. Employee Contact Information:
To prepare for Open Enrollment, ensure that your employees personal contact information is up to date in Cardinal. This includes:
- Home address (and Mailing address, if different)
- Phone number
- Email address
Taking these steps will ensure they receive important Open Enrollment communications, notifications from OHB and updated cards from vendors (if applicable).
3. Agency Benefit Fair Requests:
When planning agency benefit fairs and you would like the health plan claims administrators to attend your event; please complete the Agency Employee Event Request Form and submit it directly to OHB at ohb@dhrm.virginia.gov. The health plan claims administrators will then respond back to your request individually regarding their participation at your event.
Note: OHB events may supersede any previously scheduled events.
4. Eligibility Guidelines:
Advise employees to familiarize themselves with the dependent eligibility rules, required supporting documentation and the penalties for covering an ineligible dependent on the State Health Benefits Program.
Follow the link for eligibility guidelines: https://www.dhrm.virginia.gov/employeebenefits/health-benefits/eligibility-for-coverage.
Please do not reply to this email. You may send inquiries to the Office of Health Benefits mailbox at ohb@dhrm.virginia.gov.
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