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How to effectively use Employer Communication in the Aetna Digital IMQ Portal Powered by FormFire

FormFire created the Employer Communication process to streamline all communications between the Brokers, the main contact at a Client and the Employees. 

The first step in this process involves the Employees. As the Broker, you can create placeholder accounts that essentially save a place in FormFire for the Employees. FormFire allows email addresses to be added to placeholder accounts either through a manual process or through the Preloading Census. Click here to see how to add email addresses to placeholder accounts in FormFire.

NOTE: Email addresses must be valid and not duplicated in FormFire. Meaning you cannot use the same email address for more than one Employee.

 

The next step is to select the communication you'd like to send. From your Client Dashboard, click the orange context menu and select Employer Communication.

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In the Send Employer Communication pop-up, select one of the four letter options:

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Click on any of the links below to learn more information on a specific letter option.

 

Welcome Letter

The Welcome Letter is reserved for new Employees at a new Client or an existing Client in FormFire. With this option, you can share either with only the HR Manager (HR Only) or with both the HR Manager and Employees (Employees and HR). 

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NOTE: Email addresses added in Employee placeholder accounts MUST be valid and not duplicated in FormFire. Meaning you cannot use the same email address for more than one Employee.

 

Once you've selected the recipient from the drop-down menu, enter the name and email address of the HR Manager in the text boxes and click the blue Send button. You can only enter in one email address in the email address text box.

NOTE: Brokers can send the HR version of the letter to themselves, by adding their email address in rather than the HR Manager's email address. This won't affect sending letters to the Employees if the Broker selects Employees and HR. 

 

FormFire sends the HR Manager 3 items:

  1. The HR Welcome Letter in English
  2. The Employee Welcome Letter in English
  3. The Employee Welcome Letter in Spanish

The Employee receives the Employee Welcome Letter in English. If an employee needs the Spanish version, the Employee would need to contact the HR Manager. This letter includes the Employer Code and account creation link needed for the Employees to create their accounts online.

 

Welcome Back Letter

The Welcome Back Letter is reserved for Employees that have used FormFire in the past. For brand new Employees at a returning Client, please use the Welcome Letter instead. With the Welcome Back Letter, you can share either with only the HR Manager or with both the HR Manager and Employees.

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NOTE: Email addresses added in Employee accounts MUST be valid and not duplicated in FormFire. Meaning the same email address cannot be used for more than one Employee.

 

FormFire lists the current HR Manager(s) assigned to the Client. You can select which HR Manager to send to from the Send Communication to drop-down menu and click the blue Send button.

If you need to send this letter to a new HR Manager who current does not have an account (or you as the Broker would like to see the letter) click the Not in the list above link and enter in the new person's name and email address and click the blue Send button.

NOTE: Brokers can send the HR version of the letter to themselves, by adding their email address in rather than the new HR Manager's email address. This won't affect sending letters to the Employees if the Broker selects Employees and HR. 

 

The HR Manager receives 3 items:

  1. The HR Welcome Back Letter in either English or Spanish, depending on the HR Manager's language preference in the account
  2. The Employee Welcome Back Letter in English
  3. The Employee Welcome Back Letter in Spanish

 

The Employee receives the Employee Welcome Back Letter in either English or Spanish, depending on the Employee's language preference in the account. This letter welcomes the Employees back to the FormFire system and reminds them to log into their accounts for the current year.

 

Application Reminder Letter

The Application Reminder Letter is reserved for Employees that have created their accounts in FormFire, but they are not listed as complete. Meaning the Employees either have a status of Not Started or Updating.

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NOTE: Email addresses added in Employee accounts MUST be valid and not duplicated in FormFire. Meaning the same email address cannot be used for more than one Employee. 

 

When you click the blue Send button, the Send Reminder Emails pop-up appears. Review the message in the pop-up and click the blue Yes button to send to Employees listed as Updating or Not Started.

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The Employee receives the Application Reminder Letter in either English or Spanish, depending on the Employee's language preference in the account. This letter reminds the Employees to complete their accounts for the current year.

 

Account Creation Reminder Letter

The Account Creation Reminder Letter is reserved for Employees still listed as placeholder accounts to remind them to create their accounts in FormFire.

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NOTE: Email addresses added in Employee accounts MUST be valid and not duplicated in FormFire. Meaning the same email address cannot be used for more than one Employee.

 

The Employee receives the Account Creation Reminder Letter in English. This letter includes the Employer Code and account creation link needed for the Employees to create their accounts online.

 

Click here to see how you can contact our FormFire Customer Support team for technical assistance. If you need to reach any other department, please visit our Contact FormFire page for additional options.

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