tv [untitled] November 29, 2013 3:00pm-3:31pm PST
scott, fraser. lane. expected. we have a quorum. >> action item no. 1. >> action item approval of modifications of the minutes of the meeting setforth below 2013. >> are there any corrections to the minutes? >> second. >> any public comment on this item? >> okay. all in favor say, "aye". >> aye. >> opposed? unanimous. >> item no. 2. >> item 2, discussion item president's report. >> as you can see we have dr. dodd back with us today. i'm
happy about that. [ applause ] and in the interest of time we'll move on to item no. 3. >> item 3, discussion item, directors report. >> lisa got pee. directors office. we are very happy to see her today. we have some very good news on the personnel front, our well ness manager is starting on december 9th. her name is now stephanie fisher because she was married last week. she'll be starting december 9th as our wellness manager. we are interviewing the compliance manager and our service manager position closes on monday and we'll start interviews on that as well. we
have hired an 1844 to work on our contracting team. actually for the first time in 3 years that i have been with health service system, we lost one of our 1210's to mta. one of our super star ben fits analyst. we'll surely miss her. moving on to operations for beginning of december has been delayed to mid-january because of the law library also went in on our building and pushed us back a month. we have a significant enrollment. i would like to ask
our manager to give that presentation to you. >> mitchell gregs members service manager. the open enrollment summary is contained in the presentation just behind the directors report. for the sake of time i'm going to put the slides i'm going to review here on the screen. the open enrollment summary for october 2013, we received 6580 applications this year. this is an increase from back in october 2012. probably the reason for that is for plan year 2013, we had a short plan year just prior to that. so we had two actual open enrollments in the prior year 2013. and in the fiscal year we had 7,000
applications. that's probably a pretty average number. at the time of presenting or preparing the presentation we processing 861 applications. as of today we are 72 percent processing the 8423 applications. the typical responses as you can see on the presentation. the calls and in person assistance. we had 2052 calls. that is a 5 percent decrease. however the speed fell sharply. that says a couple of things for last year and this year. last year at this time we were about 5 weeks into the implementation of the
system. the analyst are answering calls and learning how to navigate the new system and they need four screen systems to answer calls. that's one reason. this year it probably shows the questions were shorter, easier to answer, less significant plan changes. we are getting the navigation down and good communication materials for open enrollment from hss. the in person assistance was down 22 percent for the same reasons i mentioned. on the next slide, our open enrollment events were the same this year as last year. we went to city hall, laguna honda, san francisco general, and unified school district and the airport. we went and took applications and answered in other departments.
we went to the an heche open enrollment along with the hsf director. the abs employment specialist helped us with the management cafeteria plan to remind them to turn in their changes. on the next slide it's showing a comparison of applications we received this year versus last year and as you can see at the end of the month is when we get all the applications. the next slide is an open application processing compared to the applications we received versus what we are able to process at the end of that day and we process into 2 weeks of november. one thing i would like to note in this slide
issed red asterisks. there are four 1/2 days where we are unable to process because the system is down for payroll processing. we have three of those in a biweekly basis in a month. on the next slide, it's showing you the typical inbound calls for the year and that is very similar to last year. the last couple of years where we had open enrollment in 2012 and 2011 you can see the calls increased in those 2 years. as i mentioned the speed of call to answer the people are not waiting too long. we were able to stay under our goal of 30 seconds this month for open enrollment. the next slide of the abandonment rate. we were able to stay under our goal of less than 3 percent.
i'm going to move on to the last slide that's in your presentation binder. just a couple notes about some additional notes about october 2013. as we mentioned in a couple board meetings we have done some work in changing the people configurations and how we do enrollment with the management cafeteria plan. so we've been working with that configuration entering them for the first time and so far very little, no significant errors and minor little errors but nothing significant. we had processed at this point over 430 ncp changes. some procedural changes for the management cafeteria plan as well with exception of flexible spending accounts. mea members did not have to enroll in their
voluntary benefits. they automatically enroll as the prior year. we still make sure they understood, you don't have to reenroll but if you want to make changes you can do it by 31st. the confirmation letters we are still entering. we decided to go ahead and release the retiree population confirmation letters. the school district and ccd confirmation letters. we finished that processing. we will be releasing the letters by midweek next week with the act to follow. that concludes the summary that i have unless you have any questions.
>> i'm going back to the people soft being down. given the currency of websites, can you give me some assurance that this is in no way impeding in getting people enrolled? >> it does impede us to some degree particularly this 83. -- year. it goes down for the active payroll processing and it's been down since noon yesterday and it will be down on a thursday prior to a pay period, pay checks being printed on tuesday. this is the
first time. we've been at this for about a year. we are behind in processing on enrollment applications this year about a week or so. this week, we had a holiday on monday, we are down today and we were down yesterday. we only had part of the day on tuesday to end and friday and coming in saturday to catch everything thing up. it does push us back. in a month that can be four 1/2 days total. that's a lot of hours. >> yes. with that in mind, do you have a plan as you get closer to the drop dead date. i know you have to get these names to the health plans and your tapes have got to interface and be accurate. are you planning through that? >> yes. we are planning, basically all the changes that we entered. we have a 60-day advanced notice of all the
health care carriers. as we are entering them, they are getting the information now. with the exception of flexible spending accounts which we'll do in mid-december. we actually do have time. our biggest concern is the first pay period for 2014 because we need to make sure the deductions are correct and people have the right enrollments and right premiums. that starts december 20th. we want to make sure the confirmation letters are out and people may get there and they may need to call un. -- in. we are looking to have all the confirmation letters out before thanksgiving so they can take the 4-day holiday and look at their letters. we'll be workaf