Post-Sale Filing & Enrollment Checklist

Final Quote & Mandatory Agreement

Review the finalized numbers with the employer, then generate the Mandatory Agreement packet — a combined document containing the Final Quote, the Echo ACH Form, and the ICHRA Plan Design Form. Guide the employer through completing it fully before moving on.

Review the Employer Cost vs. ICHRA Cost comparison summary and confirm Setup & Renewal Fees with the employer for full transparency
Verify every employee in the Main Table shows a green checkmark — all plans must be assigned before generating the agreement
Click "Mandatory Agreement" on the Final Quote page to generate and download the complete employer packet
Walk the employer through completing all three forms accurately — Final Quote, Echo ACH Form, and the ICHRA Plan Design Form
If help is needed with the ICHRA Plan Design Form, contact DBS Benefits immediately: J. Gensler — JGensler@dbsbenefits.com · (800) 234-1215 | C. Schultz — CSchultz@dbsbenefits.com · (800) 234-1216
Ensure the employer signs, dates, and returns the completed Mandatory Agreement packet to you before proceeding to Step 2

ICHRA Filing — Split & Route the Signed Agreement

Once the signed Mandatory Agreement is returned, split it into two separate documents and route each to the correct recipient — one to ICHRA Masters for payment setup, one to DBS Benefits for plan filing and document generation.

Split the signed packet into two documents: DBS Plan Design Form (employer legal info, benefit structure, class config, optional services) and Echo ACH Form (bank account & routing for automated premium payments)
Send the Echo ACH Form only to ICHRA Masters: service@ichramasters.com — do not send this to DBS
Send the Plan Design Form to both DBS contacts: JGensler@dbsbenefits.com and CSchultz@dbsbenefits.com — include in the email: "I am associated with ICHRA Masters"
If optional services are selected (FSA, HSA, or COBRA): also email the employer census spreadsheet and a signed BAA (Business Associate Agreement) to DBS — download the blank BAA form directly from the ICHRA Filing page in the platform
DBS will contact the employer directly to complete onboarding and plan document setup — no further action required from the agent at this stage

Payment Setup — Wait for Virtual Cards from ICHRA Masters

After submitting the Echo ACH Form, this phase is handled by the ICHRA Masters back-office team. Your only responsibilities are to confirm receipt, respond to any requests, and wait for your virtual enrollment cards before beginning any enrollments.

Confirm ICHRA Masters received the Echo ACH Form at service@ichramasters.com
Respond promptly if ICHRA Masters contacts you asking for the Funds Pull Date or Reserve Amount — both are required before cards can be issued
Wait to receive individual virtual enrollment cards for all employees via email — do not begin any enrollments until all cards are in hand, no exceptions

Enroll Each Employee — HealthSherpa or Carrier Portal

With virtual cards in hand, enroll each employee in their chosen plan and set up premium payments using the Echo virtual card assigned to each individual.

Collect signed Individual Enrollment Forms from all employees via email before beginning any enrollments
Log into HealthSherpa (preferred) or the relevant carrier enrollment portal for each employee's plan
Enroll each employee in their selected health plan; confirm effective date, dependents, and plan details match the enrollment form
Set up the first premium payment using the employee's unique virtual card issued by ICHRA Masters / Echo
Provide each employee with their virtual card details so they can set up ongoing auto-pay for future premium payments
Document any employee opt-outs or waivers in writing and keep on file
Track all enrollment confirmations and payment statuses monthly via HealthSherpa or your CRM

Turn Over the File — Handoff to ICHRA Masters

Once all employee enrollments are confirmed and submitted, hand the complete case file to ICHRA Masters. She takes ownership of policy tracking, CRM updates, and the client thank you process from this point forward.

Agent Provides to ICHRA Masters

Include all of the following at handoff:

☐ Full enrollment summary — all employees, selected plans, and effective dates
☐ Copy of the signed Mandatory Agreement on file
☐ Any employee opt-out or waiver documentation
☐ Employer primary contact name, phone, and email
☐ Confirmed plan start date

ICHRA Masters — Takes Ownership

ICHRA Masters handles all of the following:

☐ Tracks all issued policies in the policy management system
☐ Sends personalized client thank you letters to the employer
☐ Verifies CRM accuracy for all client and policy records
☐ Confirms client contact info is current and complete
☐ Ensures the case is properly tagged and closed in CRM

Ongoing Rules

⚡ Ongoing — New Employee Additions

Any time a new employee needs to be added to the ICHRA plan after the case is live, the agent is responsible for completing that employee's enrollment. Repeat Steps 3 and 4 above for each new hire added. Once enrolled, notify ICHRA Masters so she can update the policy tracker and CRM accordingly.

📞 Ongoing — Policy Questions & Client Support

Once the case is active and handed off, all routine questions about the policy are managed by the Insurance Masters Customer Service Department. Agents are not expected to handle day-to-day policy inquiries — direct clients and employers to the CS team through standard contact channels.