The Challenge

A leading retirement and employee benefits provider was struggling to efficiently onboard new employer groups to their health plans. The enrollment process required extensive manual effort to reconcile and validate data from multiple external sources — employers, brokers, and TPAs — all using different file formats and standards.

Each new employer implementation took 4–5 weeks to complete, creating significant bottlenecks for operations teams and leading to delayed coverage activations, lower customer satisfaction, and lost revenue opportunities during renewal periods.

The Solution

To streamline onboarding and accelerate time to enrollment, the organization deployed an intelligent data automation platform to unify, standardize, and validate employer and employee enrollment data.

The solution ingests employee census and plan election files in various formats — including XLSX, CSV, and LDEx — from multiple sources over secure SFTP connections. These files are automatically translated into a common data model and validated through global, employer-specific, and proprietary business rules, ensuring data quality and compliance before integration into downstream systems.

Clean, verified data is then delivered directly into the organization’s benefits administration and claims systems, with updates and confirmations sent back to employer HRIS and benefits platforms.

Impact & Results

The automation initiative transformed how employer onboarding is executed:

• Reduced onboarding time from 4–5 weeks to just 3–4 hours
• Empowered business users with a fully self-service platform to manage and scale operations
• Over 2,500 employers and 7,000+ active data feeds now run through the platform
• Supports 26 distinct data feed types across enrollment, evidence of insurability, portability, collections, payroll, wellness data, census, and medical claims
• 280 active users leveraging the platform — a 10x increase from the previous custom-built system

By digitizing and standardizing the first mile of the data journey, the organization not only accelerated employer onboarding but also strengthened retention, data accuracy, and partner satisfaction.

Ready to streamline employer onboarding and eliminate manual enrollment work?

Explore how Adeptia Automate transforms the enrollment experience.