How can automation help reduce errors in benefits administration?

1 Automate data entry and validation

One of the main sources of errors in benefits administration is manual data entry and validation. This involves entering employee information, benefit selections, eligibility rules, enrollment deadlines, payroll deductions, and other data into various systems and platforms. Manual data entry and validation can be prone to typos, inconsistencies, omissions, duplications, and outdated information. Automation can help reduce errors in data entry and validation by using software tools that can capture, verify, and update data from multiple sources automatically. For example, automation can use optical character recognition (OCR) to scan and extract data from paper forms, or application programming interfaces (APIs) to integrate data from different systems and platforms. Automation can also use rules-based logic and validation checks to ensure that data is accurate, complete, and compliant.

2 Automate calculations and reporting

Another source of errors in benefits administration is manual calculations and reporting. This involves performing complex and variable calculations to determine benefit costs, contributions, deductions, taxes, and other amounts. It also involves generating and distributing various reports and documents to employees, providers, regulators, and other stakeholders. Manual calculations and reporting can be prone to miscalculations, discrepancies, delays, and missing or incorrect information. Automation can help reduce errors in calculations and reporting by using software tools that can perform calculations and reporting automatically. For example, automation can use formulas, algorithms, and templates to calculate benefit amounts and generate reports and documents based on predefined criteria and formats. Automation can also use triggers, workflows, and notifications to ensure that calculations and reporting are done on time and delivered to the right recipients.

3 Automate compliance and auditing

Another source of errors in benefits administration is manual compliance and auditing. This involves ensuring that benefits administration follows the applicable laws, regulations, policies, and standards. It also involves conducting periodic audits and reviews to identify and correct any errors or issues in benefits administration. Manual compliance and auditing can be prone to oversights, violations, gaps, and risks. Automation can help reduce errors in compliance and auditing by using software tools that can monitor and enforce compliance and auditing automatically. For example, automation can use databases, rules engines, and alerts to keep track of the changing legal and regulatory requirements and notify the benefits administrators of any updates or actions needed. Automation can also use analytics, dashboards, and audits to measure and evaluate the performance and quality of benefits administration and identify and resolve any errors or issues.

4 Automate communication and feedback

Another source of errors in benefits administration is manual communication and feedback. This involves communicating with employees, providers, regulators, and other stakeholders about the benefits administration process, such as benefit options, enrollment status, benefit statements, claims, and inquiries. It also involves collecting and responding to feedback from employees, providers, regulators, and other stakeholders about the benefits administration process, such as satisfaction, complaints, suggestions, and ratings. Manual communication and feedback can be prone to miscommunication, confusion, errors, and dissatisfaction. Automation can help reduce errors in communication and feedback by using software tools that can communicate and collect feedback automatically. For example, automation can use chatbots, emails, texts, and calls to provide information, answer questions, confirm actions, and remind deadlines to employees, providers, regulators, and other stakeholders. Automation can also use surveys, forms, ratings, and reviews to collect and analyze feedback from employees, providers, regulators, and other stakeholders.

By using automation, benefits administration can become more accurate, compliant, efficient, and reliable. Automation can help reduce errors in benefits administration by automating data entry and validation, calculations and reporting, compliance and auditing, and communication and feedback. Automation can also help improve the employee experience, the organizational reputation, and the bottom line of benefits administration.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?