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HR agent

Benefits enrollment

Every new hire and life event chased to an enrollment before the window closes, and every carrier record checked against what was elected.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Benefits enrollment: four items, three done, and one (Carrier mismatch) waiting for the benefits administrator, who is asked: The carrier shows single coverage, but Tom elected family. Fix with the carrier?
How it works

He chose family coverage. The carrier has him on single.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Benefits enrollment, in 5 steps. It starts with “A window opens” and ends with “Enrolled everywhere”. Each step lists what automation, the agent and your team do there.
Benefits enrollmentA typical run
Starts withA window opensTom Reyes joins as a designer, and his 30 days to choose medical and dental coverage begin.
Automation: Starts Tom’s window on his hire date and sends him his plan options with the link to enroll.
~5h/mo

Step 1 of 5Open the window

  • Automation

    Starts Tom’s window on his hire date and sends him his plan options with the link to enroll.

    The plan document sets the length of the window, and the hire date sets when it starts.

Reads
  • HR system
Writes
  • Benefits system

~5 hours a month back

Where teams differPlans differ: 30 days, 31, or 60, and a few count from the first of the month after the hire date.

The agent: Reminds Tom on day 12 with what’s still open. Lena Park, on day 26 of 30, gets a plainer note and HR is copied.
~12h/mo

Step 2 of 5Chase the choice

  • The agent

    Reminds Tom on day 12 with what’s still open. Lena Park, on day 26 of 30, gets a plainer note and HR is copied.

    Someone who started and stalled needs a different note from someone who never opened the link.

Reads
  • Benefits system
Writes
  • Email

~12 hours a month back

Automation: Collects what the medical and dental carriers and payroll show for Tom once they’ve processed his enrollment.
The agent: Reads each record against Tom’s choice of family coverage. Dental and payroll agree with it. Medical shows single.
~26h/mo

Step 3 of 5Check the carriers

  • Automation

    Collects what the medical and dental carriers and payroll show for Tom once they’ve processed his enrollment.

    Carrier files arrive on a schedule. Fetching them is routine.

  • The agent

    Reads each record against Tom’s choice of family coverage. Dental and payroll agree with it. Medical shows single.

    Carriers name tiers their own way: “EE+FAM”, “Family” or a code, for the same coverage.

Reads
  • Carrier files
  • Payroll
Writes
  • Benefits system

~26 hours a month back

The agent: Lays out Tom’s election, the date he made it and what the medical carrier shows, ready for the call.
IfYour team: Checks the write-up, contacts the medical carrier to correct Tom’s tier and confirms the fix.
~8h/mo

Step 4 of 5Fix the mismatch

  • The agent

    Lays out Tom’s election, the date he made it and what the medical carrier shows, ready for the call.

    A clear case with the dates attached tends to get fixed on the first call rather than the third.

  • Your teamIf a carrier doesn’t match

    Checks the write-up, contacts the medical carrier to correct Tom’s tier and confirms the fix.

    Coverage changes go through a person, and the carrier wants to hear from someone it knows.

Reads
  • Benefits system
Writes
  • Benefits system

~8 hours a month back

Where teams differIt depends on the carrier. Some take corrections by email, others need a form or a call from your broker.

Automation: Closes Tom’s enrollment once every record shows family coverage, and adds it to your team’s weekly list.
~4h/mo

Step 5 of 5Log and close

  • Automation

    Closes Tom’s enrollment once every record shows family coverage, and adds it to your team’s weekly list.

    Four records showing family coverage is the finish line. Checking they agree is a comparison.

Reads
  • Carrier files
Writes
  • Benefits system

~4 hours a month back

Ends withEnrolled everywhereTom’s family coverage matches in the benefits system, payroll and both carriers, logged for your team.
Total~55h/mo

What changes

Nobody finds out at the pharmacy counter that their coverage never went through. Every window gets chased, and every carrier record is checked against the choice.

  • 3steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~55 hours a month back

$33,000 a year in time

For about 400 employees, with some 25 new hires and life events a month, at $50 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never changes a benefit election

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentElections from your benefits platform, checks against carrier records and payroll.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour plans, enrollment windows and qualifying events.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe benefits administrator for mismatches and late requests.

  4. Your channels

    Where your team hears from it.

    For this agentEmail and Slack reminders to employees, a weekly list for your team.

  5. Your output

    What it hands back, in the format you already use.

    For this agentAn enrollment log, with every carrier record checked.

Choosing plans and advising employees stay with your broker and team. Onboarding is its own agent in this catalog.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your benefits administrator.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past enrollments, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real enrollments.
The number we agree

Enrollments missed or corrected after the window. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your plan rules and last open enrollment, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your plan rules and last open enrollment.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past enrollments.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

Does it see health information?
Only which plan and tier each person chose, never claims or medical details, under the access rules you already set.
Can it answer questions about the plans?
It can point people to your plan documents. Advice about which plan to choose stays with your broker.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the enrollments missed or corrected after the window. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want no one to miss their enrollment window?

Tell us how your team handles enrollments today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to HR
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent