When employees leave the organisation, they will need to be removed from your company's Mednefits account.

 

You may remove employee(s) manually using either Single Removal or by Batch Removal, whether the departure is backdated or scheduled for a future date. To do so, follow the steps below:

 

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Single Removal

 

Step 1: Navigate to the Employees Overview page, and search for the employee you wish to remove in the search bar.

 

 

Step 2: Under the Settings tab, click the Remove Employee button.

 

 

Step 3: Select the employee's last day of coverage and click Continue. 

 

 

• You can select a backdate or future date.

• For a member who has not made any transactions yet, you can select any dates before the scheme's end date.

• For a member who has made at least 1 successful panel/non-panel transaction, the earliest backdate is one day after the latest transaction is made (inclusive of the dependent's transaction)

Step 4: On the Proration Summary page, click “Edit Balance” if you’d like to view more proration details and give a new balance to each scheme. Click Continue to proceed to the last step.

 

 

A modal with the scheme’s proration details will be displayed on the right.

 

• 01 Scheme Balance (Editable): Current Scheme Balance will be displayed by default. Edit scheme balance if you’d like to increase/ decrease member’s scheme balance from today until employee’s last day of coverage.
• 02 Suggestion Amount: A suggested amount for the Scheme Balance. This amount is suggested based on the Prorated Entitlement amount and the Total Spent amount. You may use the “copy” button to copy and paste this amount as the scheme balance.
• 03 Prorated Entitlement - This is the prorated amount of employee’s initial entitlement. Proration is calculated based on the entitlement period and the scheme active days. You may overwrite this amount by clicking the “edit” and “save” button.
• 04 Mednefits Proration Calculator - A calculator tool for you to calculate and verify the Prorated Entitlement amount. If you are unsure about the Prorated Entitlement amount provided by Mednefits, simply indicate the entitlement period and initial entitlement amount in the calculator tool to verify it.

The prorated amount is calculated based on the initial entitlement. If the displayed initial entitlement amount is not updated, HRs have the flexibility to adjust the initial entitlement amount as needed by overwriting the value. This action will generate a new prorated amount reflecting the changes. To proceed with the latest calculated amount, simply overwrite the earlier value and click “save” button.

 

 

 

 

Step 5: You may choose to continue the Recurring Allocations (RA) until the last applicable date, or to exclude future RA by ticking the box.

 

Note: Last RA is to indicate the last time that the RA will be applied to that employee scheme.

 

 

Step 6: Lastly, click on Continue, and then Remove Employee to proceed.

 

 

 

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Batch Removal

 

Step 1: On the Employees Overview page, select Remove Employees under Batch Actions

 

 

Step 2: Click on Download Template to download the template provided. 

 

 

❗Open the template in Excel and follow the formatting instructions provided (this is important). 

 

Kindly note that only the details in white can be edited, such as below:

• Last Day of Coverage (LDOC) (required) - You can input a backdate or future date
• Exclude Recurring Allocation (Y) (if applicable)
• New Balance (optional) 

 

Step 3: ​​After completing the removal in excel, Drag and Drop or Click to upload the excel. Select Upload to proceed. 

 

 

✅ At the bottom, you will be notified of the file being uploaded successfully. Click on Complete Removal to continue.

 

❗ Error! Unable to proceed (if any)

 

• Please Download and review the Error Types. 
• Click on Delete to remove the previously uploaded document and then click to Upload the amended document for validation. 

 

Step 4: Click Complete Removal to finish the process.

 

 

Note: The summary of the employee's removal will be saved and displayed on their profile under Removal Summary.

 

🆕 Introducing Email Notifications for Employee Removal

 

We are excited to announce the launch of our new feature, email notifications for the removal of employees. This enhancement is aimed at improving communication and streamlining the offboarding process. Whenever an employee’s removal is initiated and completed, emails are sent to both HR and the employee to ensure everyone is informed about the removal.

 

We believe this enhancement will improve administration efficiency and offer clarity to both HR and employees.