As you prepare for Open Enrollment, whether you're using your existing setup, switching file providers, or setting up a new file feed for the first time, it’s important to ensure your AutoSync integration remains accurate and aligned. This article outlines the key steps for updating enrollment files and how to avoid interruptions during transitions.
Eligibility AutoSync file feed during Open Enrollment: Same File Provider
If you're continuing with the same file provider, the process should be fairly straightforward, as it's very similar to regular file submissions. Below is a quick guide you can follow when preparing your file:
Open Enrollment File Update Guidelines for Same File Providers are listed below:
Termed Employees (Opted out of benefits this year but were enrolled last year):
Include a term date (last day of benefit eligibility).
They can be excluded from the next file.
Termed Dependents (No longer on the plan):
Add a term date for the dependent.
They can be excluded from the next file.
Re-enrolling Members (Previously enrolled and staying on the same plan):
No changes needed. Leave as is.
Members Changing Plans:
Update the Plan Name in the appropriate column to reflect the new plan.
New Enrollments (First-time enrollees):
Add them to the file with all required information (e.g.,External ID, name, DOB, SSN, email, plan name, etc.).
Personal Information Updates:
You can also update phone numbers, email addresses, and home addresses as needed.
NOTE: Practices that are adding new plans or making changes to existing plan names should notify Hint at autosync@hint.com, so we can ensure they are properly mapped in the system.
AutoSync Integration during Open Enrollment: Changing File Providers
If you're changing file providers for your AutoSync integration, there are a few important steps to ensure a smooth transition. This guide walks you through what we need from your team and outlines the typical process, including onboarding, testing, and file verification.
To get started, please send the following information to autosync@hint.com:
What date do you expect to have this file change?
When do you expect the new file to begin processing?
Confirmation that the current/previous file provider has been notified
Any changes to plan names
Plan name mismatches between systems can cause processing issues. Please confirm whether plan names will remain the same or change.
We require a new onboarding form for the incoming file provider. This helps us:
Understand the new file format and transmission method (SFTP)
Ensure security credentials and PGP keys sent (if required)
Map incoming data fields correctly
We require a test file to be sent before we enable the new file feed. This allows us to:
Confirm formatting and structure align with expectations. Spec file here
Validate plan name matching
Prevent downstream issues at go-live
AutoSync Integration during Open Enrollment: New File Feed
If you're adding a new AutoSync integration, there are a few important steps to ensure a smooth setup. This guide walks you through what we need from your team and outlines the typical process, including onboarding, testing, and file verification.
Instructions for Setting Up AutoSync:
Complete Onboarding:
Start by filling out the onboarding form. Be sure to include the Practice Account Manager in the process.
Receive SFTP Credentials:
You’ll receive your SFTP credentials by Tuesday, unless escalated by the Practice Account Manager.
Follow the Spec File:
Ensure that the file follows our specifications and includes all required fields. Also, confirm that the plan names in the file match exactly what is in Hint.
Testing Period:
After submitting the file while using the SFTP credentials, this is to test the connection and file format. We will remain in the testing phase until the test file is correctly processed.Move to Auto-Processing:
Once the test file is correct, we’ll move forward to auto-processing.
NOTE: On average, the setup and testing process takes approximately 2–6 weeks. Timing can vary depending on how quickly test files are uploaded correctly and any adjustments needed during testing.
Need Help?
If you have questions, please contact our support team at autosync@hint.com