SFHSS outlines open-enrollment mailing plan and first retiree eBenefits rollout

San Francisco Health Service System staff briefed the board on this year's open-enrollment communications and a partial rollout of eBenefits self-service for retirees.

Chief Operating Officer Mitchell Griggs said the department will mail about 76,000 open-enrollment packets this year — roughly 1,000 more than last year — and has segmented communications for active employees, retirees with and without Medicare, and city-plan-choice eligible members. “This year it's a total about 76,000 open enrollment packets we'll be mailing,” Griggs said.

Marina Koloritz, manager of enterprise systems and analytics, described a controlled self-service rollout that includes about 4,500 retirees and 24 city departments in the first wave. She said technical constraints — notably different active-directory environments and PeopleSoft migration for roughly 30,000 active employees — mean the citywide self-service effort will continue through the first quarter of next year. Koloritz said the eBenefits interface will provide date/time-stamped confirmation statements and help documentation; users will be encouraged to print or save their confirmation as an interim record.

Staff discussed the cost display format for members (biweekly for active employees, monthly for retirees) and confirmed that help materials, events (about 31–32 outreach events in October) and flu clinics will accompany the outreach. Griggs also noted a new self-service segment for retirees and technical coordination with the Controller's Office and DTIS to enable retiree log-ins.

Next steps: staff will complete user-acceptance testing, finalize help documentation and proceed with the October outreach schedule. HSS plans to mail password follow-ups and provide on-site help at outreach events during open enrollment.