As open enrollment is right around the corner, now is the time to make a plan to maximize employee enrollment and help your staff select the health plans that best suit them.
You’ll also need to make sure that you comply with the Affordable Care Act if it applies to your organization, as well as other laws and regulations.
Here are some pointers to make open enrollment fruitful for both your staff and your organization.
Review what you did last year
Review the results of last year’s enrollment efforts to make sure the process and the perks remain relevant and useful to workers.
Were the various approaches and communication channels you used effective and did you receive any feedback about the process, either good or bad?
Start early with notifications
You should give your employees at least a month’s notice before open enrollment, and provide them with the materials they will need to make an informed decision.
This includes the various health plans that you are offering your staff for next year.
Encourage them to read the information and come to your human resources point person with questions.
Help in sorting through plans
You should be able to help them figure out which plan features fit their needs, and how much the plans will cost them out of their paycheck. Use technology to your advantage, particularly any registration portal that your plan provider offers. Provide a single landing page for all enrollment applications.
Also, hold meetings on the plans and put notices in your staff’s paycheck envelopes.
Communicate to your staff any changes to a health plan’s benefits for the next plan year through an updated summary plan description or a summary of material modifications.
Confirm that their open enrollment materials contain certain required participant notices, when applicable – such as the summary of benefits and coverage.
Check grandfathered status
A grandfathered plan is one that was in existence when the ACA was enacted on March 23, 2010, and is thus exempt from some of the law’s requirements.
If you have a grandfathered plan, talk to us to confirm whether it will maintain its grandfathered status for the next plan year. If it is, you must notify your employees of the plan status. If it’s not, you need to confirm with us that your plan comports with the ACA in terms of benefits offered.
ACA affordability standard
Under the ACA’s employer shared responsibility rules, applicable large employers must offer “affordable” plans, based on a percentage of the employee’s household income. For plan years that begin on or after Jan. 1 of next year, the affordability percentage is 9.86% of household income. At least one of your plans must meet this threshold.
Get spouses involved
Benefits enrollment is a family affair, so getting spouses involved is critical. You should encourage your employees to share the health plan information with their spouses, so they can make informed decisions on their health insurance together.
Also, encourage any spouses who have questions to schedule an appointment to get questions answered.