This Post is Part 2 in the Back Office Series
For staffing agencies, offering employee benefits isn’t just a perk; it’s a fundamental requirement that directly impacts both compliance and competitiveness. Staffing firms must meet strict government deadlines for offering benefits while ensuring these offerings are well-suited and financially viable for both the organization and its employees. Striking this balance is no small feat, especially when managing essential employment forms for onboarding new talent and handling benefits administration when employees leave—a process that requires both precision and efficiency to ensure smooth, compliant operations.
For agencies, the stakes couldn’t be higher: overspending on administrative tasks drains valuable resources, missing deadlines risks costly government penalties, and compromising on the quality of coverage can hurt your agency in a competitive job market. Moreover, for those agencies managing high-volume employment, the logistical demands in staffing are unique as high turnover requires both benefits enrollment and termination on a mass scale.
The continuous influx and outflow of employees increases the likelihood of errors, missed enrollment or benefit termination deadlines, and administrative missteps, all of which can lead to costly insurance overpayments or legal repercussions.
So how can you help your staffing agency manage this balancing act? A key part of the solution is integrating these essential benefits forms directly into your onboarding process. Avionté’s onboarding solution streamlines benefits enrollment, simplifying the process for employees to complete all necessary documentation as part of their initial onboarding. This ensures that benefits enrollment is not an afterthought, but rather a key component of the overall onboarding experience.
By placing the benefits enrollment form alongside other required tasks like I-9 submission, new hires are more likely to complete the necessary forms promptly. This not only increases completion rates but also helps you stay compliant by ensuring that all government-mandated paperwork is submitted within the specified timeframe. With a holistic view of your new hires’ progress, you can be confident that all documents are completed, allowing you to focus on other essential aspects of your staffing operations.
The importance of this streamlined approach becomes even more apparent when considering compliance risks. If a new hire experiences a medical event and you cannot prove that they were offered health insurance within the mandated timeframe, your agency could face legal repercussions. This damages your credibility and reputation and puts a strain on your relationship with both talent and clients. A system that automates the benefits enrollment process helps you avoid these pitfalls, protecting your agency from potential legal risks.
Avionté+ is empowering staffing agencies to balance cost and quality while streamlining processes through its three integrated benefit provider partnerships: Benefits In a Card, Essential StaffCARE, and, coming soon, Hooray Health. This integration offers a new level of flexibility and efficiency, allowing you to select the benefit package that best fits your agency’s unique needs and the diverse requirements of your talent pool. With the ability to tailor coverage and pricing options, you can ensure that your offerings are competitive while effectively managing costs.
But regardless of which of the three options you choose, partnering with an integrated benefits management provider offers unmatched advantages, including:
Integration allows you to display your enrollment forms within the onboarding platform as a key task for new hires. This strategic placement increases the likelihood of form completion, helping you avoid the one-off, time-consuming task of chasing down employees for missing paperwork. It also ensures your talent can view all required tasks in one place, avoiding the need for one-off enrollment emails that might be overlooked or missed. This centralized approach not only enhances compliance but also lightens the administrative load on your team.
The integration also simplifies the annual open enrollment period, allowing your existing employees to access their annual enrollment forms through the same portal they use to check their paychecks. By consolidating benefits-related tasks into a single, easy-to-use platform, you improve both completion rates and compliance, ensuring your employees have timely access to the coverage they need.
Typically, your administrative staff would need to manually add or remove employees from benefit plans, calculate deductions, and submit payroll data to providers—a process prone to errors and delays. Through Avionté+ integration, this process is automated, with deduction updates being processed automatically after each payroll run. This automation not only saves time but also eliminates the risk of costly mistakes, such as double deductions or extended coverage for employees who no longer work for you.
Data security is paramount in the staffing industry, where sensitive employee information is constantly being exchanged. Avionté’s integration with benefits providers ensures a secure data flow, with employee information exchanged only when necessary and within a tightly controlled environment. This approach minimizes the risk of data breaches and helps maintain the trust of your employees.
By partnering with an outside provider to manage your benefits administration, you’re effectively extending your payroll team’s capabilities without incurring additional costs or staffing overhead. This strategic move not only streamlines processes but also enhances your agency’s efficiency, allowing you to focus on what you do best: connecting quality talent with employers.
Best of all, Avionté customers can access our integrated benefits providers at no additional cost! This enables you to choose the plan that best fits your agency’s needs and positions your agency as an exceptional employer, showcasing your commitment to employee well-being while effectively managing both pricing and administrative costs. By selecting to partner with any of these three benefit providers, you can enhance your benefits offerings and maintain your agency’s competitiveness in today’s competitive talent market.
To attract and retain quality talent while maintaining compliance, delivering a seamless benefits experience is crucial. By leveraging Avionté’s onboarding solution, you can ensure timely employee enrollment or declination of benefits, freeing your recruiters from the need to chase down workers for separate forms.
And with Avionté+, you can use our multiple benefit management providers to automate key aspects of benefits administration, reducing both administrative costs and compliance risks while enhancing the employee experience. Streamlining these tasks means you won’t need to hire additional staff to manage benefits, and you can avoid the compliance errors that could lead to fines or costly legal battles—allowing you to expand your payroll capabilities without the added overhead.
When choosing benefits providers, prioritize those that offer integration through Avionté+. With integration available at no additional cost to Avionté customers for three robust benefit plan options—Benefits in a Card, Essential StaffCARE, and soon, Hooray Health—you can customize your benefits offerings to meet your agency’s unique needs. This integration ensures a smoother process for enrolling and unenrolling employees, ultimately saving you time and headaches while maintaining compliance.
As you make your plan decisions for 2025, make the smart choice for your agency’s future—embrace integrated benefits management to streamline your processes, enhance employee satisfaction, and lay the foundation for long-term success.
Want to see how a modern staffing platform can help your staffing business be more efficient? Schedule a free consultation call today.
