As the end of the year is approaching, the Human Resource departments initiate the Open Enrollment for Benefits. Employees are invited to examine the insurance and health benefits they would consider for themselves the next year.
For 2020, the open enrollment starts in November, and the benefits the employees choose are applicable starting 2021. The key activities are communicating with your organization’s workforce about the available health benefits and recording their choices.
Explore the following beginner’s guide to open enrollment for benefits, comply with the law, and organize the process smoothly and efficiently.
Communicate clearly
- First, notify employees as early as possible that open enrollment comes and what they have to do. Send the calendar, explain the process, and be open to answering questions and concerns.
- When open enrollment starts, send all the available choices and communicate them through all channels available. Highlight changes from the last years, summarize each option’s benefits and explain the process of recording their choice.
- Don’t forget to include information about what happens if an employee misses open enrollment. Check with your benefits broker the options they might have!
- For sending information out, use emails, memos, social media groups, etc. – everything set up as a communication channel in your organization.
Guide and engage your employees
- Consider developing a guide or ask your benefits broker to prepare such a guide explaining the benefits. Make sure to include a FAQ section and contact details or links for more information.
- You may also organize presentation sessions, webinars or prepare infographics that easily explain the options, benefits, and process.
- Use behavioral economics techniques, and motivate your employees to really check the benefits through smart messages, reminders, or incentives that matter to them.
Comply with the law
- Ensure you check what the government requires to provide as specific notices or information to the employees during the open enrollment period.
- For instance, you must have ready a Summary of Benefits and Coverage (SBC) and a uniform glossary of terms used in health insurance. Include comprehensive information about deductibles, out-of-pocket expenses, costs, and limitations related to various medical events.
- Or, if your organization provides a wellness program, then make sure that all incentives and benefits are thoroughly presented and explained in the open enrollment materials.
Follow the guide, communicate openly and rigorously, and make the open enrollment process easily accessible for your employees.
Finally, now that you are fully aware of what needs to be done contact us to support you in delivering open enrollment communication campaigns that maximize employee participation.