Pre-Enrollment Preparation
Before the enrollment period opens, HR teams should verify that all employee data (full name, date of birth, dependents, employment tier) is current in the HRIS system. Data mismatches are a common cause of enrollment errors and delayed e-card issuance.
Prepare the standardized benefit summary document and ensure it is available in both English and Bahasa Indonesia for diverse workforces. Under SEOJK No. 7/SEOJK.05/2025, insurers must meet enhanced disclosure standards effective 1 January 2026.
Enrollment Process Management
Open enrollment should run for a sufficient period (SHRM recommends a minimum of two weeks) to accommodate employees across multiple office locations and shifts. Digital enrollment via the employer portal reduces processing errors compared to paper-based forms.
For new hires joining outside the enrollment window, establish a mid-year enrollment SLA with your plan administrator. Best practice is e-card issuance within 5 business days of completed enrollment.
E-Card Distribution and Activation
Coordinate with your TPA to confirm e-card delivery timelines. Physical cards should be distributed with a printed quick-reference guide covering the claims process, emergency contact numbers, and the nearest in-network providers.
Digital e-cards via the TPA mobile app should be activated and tested before the official plan start date. Run a sample verification with a few employees to confirm that cashless access functions correctly at a network provider.
Benefits Orientation Sessions
Schedule at least one benefits orientation session per office location, covering plan structure, covered services, exclusions, the claims process, and how to find in-network providers. Record these sessions for employees who cannot attend live.
Provide a dedicated HR contact or helpdesk channel for benefits inquiries during the first 30 days of plan activation. Early-stage question handling significantly reduces confusion and misuse later in the plan year.