What should I prepare before implementing carrier integrations?

Proper preparation before activating carrier integrations ensures a smooth onboarding experience and minimizes the number of error messages you'll receive once integrations become active. The BerniePortal Operations Team recommends completing specific data accuracy checks and having key information ready before you begin.

Essential Data Accuracy Checks

Before turning on any carrier integration, verify that the following information in BerniePortal is accurate and matches what the carrier currently has on file:

1. Social Security Numbers (SSNs)

Confirm that all employee SSNs in BerniePortal are correct. SSN mismatches are one of the most common Failure messages and can block enrollment completely. Cross-reference with:

• Employee records
• Previous carrier enrollment documents
• Payroll system data

2. Employee and Dependent Names

Verify that names for both employees and their dependents match exactly between BerniePortal and the carrier's records. Pay attention to:

• Correct spelling
• Middle names or initials
• Hyphenated names
• Legal names versus nicknames

Even small discrepancies (like "Jon" vs. "John") can trigger carrier messages.

3. Current Enrollment Data

Ensure that enrollment information in BerniePortal matches what the carrier currently has, including:

• Who is enrolled in coverage
• Coverage levels (employee-only, employee + spouse, family, etc.)
• Dependent information and relationships
• Effective dates

Information to Have Ready

Group Numbers

Collect the group number for each carrier you plan to integrate. You'll need this immediately when you toggle an integration on. Locate group numbers from:

• Carrier enrollment paperwork
• Welcome packets or letters
• Billing statements
• Carrier broker portals
• Employer's insurance documents

Carrier Contact Information

Keep contact information for carrier representatives readily available in case you need to verify information or troubleshoot during implementation.

Planning Considerations

Communication Plan for Pending Period

Have a clear plan for how you'll continue managing eligibility communication manually with carriers while integrations are pending. Remember that most integrations take up to 60 days to become active, so you'll need to maintain your current processes during this time.

Timeline Expectations

Set realistic expectations with your team and employers about:

• The 60-day activation timeline
• The need to continue manual processes during pending
• When charges will begin (only after Active status)

Team Preparation

Ensure your team understands:

• How to use the four tabs in the Carrier Exchange
• How to resolve carrier messages
• Who is responsible for monitoring and addressing discrepancies
• How to access the Audit Log for accountability

Employer Communication

If you plan to have employers resolve their own messages, prepare to communicate:

• What the Manage tab is and why they see it
• Your expectations for message resolution
• When they should contact you for help

Why Preparation Matters

Taking time to ensure data accuracy before activation will:

• Minimize error messages - Clean data means fewer Failure and Warning messages when the integration goes live
• Speed up activation - Accurate initial enrollment data helps integrations move from Pending to Active more quickly
• Reduce administrative burden - You won't spend time resolving preventable discrepancies
• Create a better experience - Both you and your employers will have confidence in the integration from the start

According to the Operations Team, answering "Yes" to the three data accuracy questions (correct SSNs, matching names, and aligned enrollment data) positions you to maximize the value that the Carrier Exchange has to offer.

Best Practice: Start After Open Enrollment

The ideal time to complete this preparation and activate integrations is after Open Enrollment has closed, when enrollment data is stable and finalized. This timing, combined with thorough data preparation, creates the optimal conditions for successful implementation.

For more information about implementation timing, see "When should I configure new carrier integrations relative to Open Enrollment?"