Maintenance & Renewals Ongoing Responsibility
After enrollment, manage the ongoing cycle of documentation, employee changes, and annual renewals to keep the group's ICHRA running smoothly.
- Maintain a folder containing all documentation for the employer (agreements, census, cards)
- Coordinate with DBS for off-boarding when an employee terminates
- On-Boarding: Add employee to census → run quote → send plan selection → re-run final quote → follow group setup process
- Mid-Year Changes: Existing class contributions cannot be changed mid-year. However, you can add new classes, which will require a new ICHRA filing with DBS
- Track enrollment and payment status monthly via HealthSherpa or your agency's CRM
- Begin renewal outreach 60–90 days before the plan anniversary date
- Run updated renewal quote with current census and current plan data
New Classes = New Filing
While existing class contributions cannot change mid-year, creating any new employee classes requires a brand new ICHRA filing with DBS. Do not skip this step.