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Crucial Tips for Any Open Enrollment Strategy

Sep 22, 2021 1:09:38 PM

The open enrollment period for 2022 is right around the corner, which means HR professionals and management will be inundated with questions about any changes that are being made or changes employees would like to make to their plans. If you haven’t done so already, you may want to begin implementing a strategy for fielding questions and getting essential benefits information to employees. 

At Proliant, we’re benefits administration experts, and we’ve seen how bumpy the open enrollment period can get, so we’ve put together some essential tips to help make the process a bit smoother. 

Implement a Communication Strategy for Open Enrollment

The first step is to notify employees about open enrollment and to communicate any changes with employees as soon as possible. This includes providing the Summary of Benefits and Coverage (SBC) documents no later than the first day of open enrollment. 

A good communication strategy will include various forms of communication, especially if your workforce is remote. Sending an email with the SBC documents is a good start, but consider utilizing other means of connecting so that you encourage conversation, questions, and action from your employees. 

Here are some ways you can communicate with employees and ensure they are getting the information they need: 

  • Hold a company-wide webinar over Zoom to summarize benefit offerings and address frequently asked questions. 
  • Have team leads hold a Google Hangout meeting with their members and a benefits broker. 
  • Send a message to a special Slack channel so that everyone can share their questions and get answers. 

Provide Essential Information to Employees About Their Benefits

Give plenty of information about plans and encourage questions throughout open enrollment. Encourage employees to look over their benefits elections again to ensure they don’t need to make any changes. 

Remind employees that elections they make will remain in place for an entire year until the next enrollment period unless they experience a life-changing event, and if they don’t make new elections, they will have the same ones in place for the next year.

A lot can change for an individual in a year, so make sure employees consider what they may need to prepare for in the year to come. Employees may need to review the selections they’ve made in the previous year to ensure their benefits elections still fit in with their current budget and future plans. 

Important aspects employees may want to consider further include:

  • In-network providers and locations
  • Deductibles for in-network and out-of-network
  • Copays
  • Costs of specific medical concerns
  • Family planning

There are many different concerns regarding benefits elections, but highlighting a few of these common points of interest in your communication strategy may encourage employees to take an active role in updating their elections. You may also consider using a benefits administration tool that streamlines the process and provides information to employees all in one place. 

Provide Employee Access to Provider Information and Resources

Make sure employees have access to representatives who can answer questions directly from your provider. Alternatively, your benefits broker may have documents and tools to help guide employees and address any frequently asked questions. Either way, these experts will be able to provide detailed insight and guidance for employees.

Benefits Administration with Proliant Makes Open Enrollment a Breeze

Proliant’s Benefits Administration solutions streamline your employee benefits processes and ensure your employees are well informed about their options so that they can confidently make benefit enrollment decisions. 

Here are a few ways we can make benefits administration easier for your business: 

  • Secure Data Sharing: Send your enrollment data to multiple insurance carriers seamlessly, securely, and accurately.
  • Centralized Data: Centralize benefits data by securely archiving all HR and employee documents in a single location. 
  • Activity Reports and Insights: Compile and view a variety of activity reports for insight into employee data.
  • Enrollment Alerts: Alert employees to complete enrollment and monitoring their status. 
  • ACA Assistance: We generate and file 1094-C and 1095-C ACA forms for you and provide ACA expertise.

If you’re interested in learning more about how we can help make open enrollment easier for your business every year, schedule a demo with one of our experts today.

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