Enrolment

One sitting, not four reminder emails

Most enrolment windows fail on a single line item, and it is not the plan design or the premium. It is a dependant's date of birth, typed from memory, never checked, and discovered eighteen months later when a pre-authorisation is refused because the age on the policy does not match the age on the hospital record. Everything below exists to catch that at the moment of entry.

14 days

A standard annual window. Long enough to reach shift staff and people on leave; short enough that it stays a live event instead of background noise.

30 days

The joining window for a new employee. After that, most insurers will only add dependants at the next renewal or on a qualifying life event.

2 days

From the insurer accepting the endorsement to the e-card reaching the employee's inbox. Cards go out before anyone has to ask for one.

The sitting itself

Whether the employee does it on the portal at their desk or in a floor session we run at your office, the sequence is the same and it is finished in one go.

Step 1 Confirm the employee record Name as it appears on the government ID they will present at a hospital, employee code, date of birth, date of joining, grade, work email and mobile. Mismatches between the payroll name and the ID name are corrected here, because at the cashless counter the two have to agree.
Step 2 Declare dependants Spouse and up to two children as standard; parents or parents-in-law where the employer has opted for a parental block, with the set chosen and locked for the year. For each dependant: full name, relationship, date of birth, and gender. Date of birth is typed twice and checked against the age rules for the policy before the screen will advance.
Step 3 Read the plan summary A one-page summary in the employee's language showing sum insured, room-rent basis, maternity limit and waiting period, ailment caps, and what pre-existing means in this particular policy. It is a required screen, not a link. Explaining sub-limits here is why ticket volume falls later.
Step 4 Elect the voluntary covers Super top-up, parental cover, voluntary accident cover, with the monthly payroll deduction shown next to each option in rupees, not as a percentage. The deductible is restated on the screen where the top-up is chosen.
Step 5 Flexible benefit declaration The allowance available, the menu filtered to the employee's grade, a running balance, and a hard stop if the total declared exceeds the allowance.
Step 6 Nomination Nominee name, relationship and share for group term life and personal accident. Left blank, this is the single item that delays a death claim by months.
Step 7 Confirmation A summary emailed to the employee immediately, listing every person covered, every election made and the deduction that will appear on the payslip. Anything they dispute, they dispute now.

What we validate before a record is accepted

These checks run live during the sitting. A record that fails gets a phone call from our desk within the window, not a rejection at a hospital counter two years later.

Dependant and member validation rules
Check	Why it matters	What we do on failure
Dependant date of birth present and plausible	Age drives premium band, child exit age and, in parental blocks, eligibility. A wrong DOB surfaces at the pre-auth desk.	Held for correction; we call the employee and ask for the birth certificate or school record.
Relationship code consistent with gender	Spouse recorded with the wrong gender code is rejected by several insurer masters on upload.	Corrected in the session before the file is built.
Child within the exit age	Most group policies drop children at 25. Carrying them silently means paying premium for cover that will not respond.	Flagged to HR with the month the child ages out.
One parental set only	Schemes almost always allow parents or parents-in-law, not both. Declaring four gets two removed at endorsement, usually without notice.	Blocked at entry, with the choice explained.
No duplicate employee across codes	Rehires and internal transfers produce two live records, two premiums and a claim that routes to the wrong one.	Merged after confirmation with your HRIS owner.
Top-up dependants exist on the base policy	A top-up cannot respond for someone the base cover does not include.	Election held; employee is asked to add the dependant to base first.
Nominee named for GTL and GPA	An unnamed nominee turns a settlement into a succession-certificate exercise for a grieving family.	Chased individually until every record has one.

Floor sessions, for the people a portal never reaches

Portals work for desk staff with a laptop and a work email. They do not work for a plant floor at Dankuni, a warehouse team in Howrah, or a field force that reads email once a week. For those groups we send two coordinators to your site with laptops and a printer, run a table for a full shift including the shift change, and enrol people in person with their documents in hand. Employees on leave during the window get a scheduled call. We keep going until the enrolled count matches the headcount you gave us, and we tell you which names are still missing every second day.

Documents we ask for, and when

At enrolment — nothing, for the base cover. We take declarations and validate them against payroll.
For parental cover — date of birth proof for each parent, since the premium is age-banded.
On a marriage — the marriage certificate, within thirty days of the event.
On a birth — the birth certificate or the hospital discharge summary naming the child, within thirty days.
On a spouse losing cover — a letter from the spouse's employer confirming the date cover ceased.

What HR has to do

Give us the headcount file and the payroll register once at the start of the window.
Approve the employer-subsidy split on the voluntary covers before communication goes out.
Nominate one person we can call about a data discrepancy. One, not a group mailbox.
Book the room for the floor sessions.

Chasing the non-responders, answering employee questions, correcting records and building the file for the insurer are ours.

Your window is closer than it looks

Enrolment communication should go out three weeks before the window opens, which means the rate grid and the plan summary have to be finished a week before that. Tell us your renewal month and we will work the calendar backwards with you.

Plan the window