Time to Get Ready! Open Enrollment Checklist

Raise your hand if you like working on benefit plan designs. Now, raise your hand if you enjoy open enrollment. For some, preparing for open enrollment is a fun, challenging, and rewarding process. For others, it is a source of stress and concern over the organization's ability to offer a competitive benefits package. It is, sometimes, also a heavy administrative load during an already busy time of year. With this checklist, employers can help ensure a seamless and efficient open enrollment process.

Verify Employee Data

• Ensure you have up-to-date information for all employees, including contact details and dependent information.

Seek Employee Feedback

• Conduct surveys or collect feedback on past enrollment experiences to identify areas for improvement.
• Use feedback to adjust upcoming communication strategies or refine benefits options.

Review All Benefits Offerings

• Assess all benefits offered and consider updates or additions based on employee feedback and market trends.
• Ensure all benefits comply with local, state, and federal regulations, including Affordable Care Act (ACA) requirements.

Design Your Open Enrollment Process & Materials

• Obtain, create, or revise brochures and guides to reflect any changes for the upcoming year. Include support contacts for employees who encounter technical difficulties. Ensure all documents, links, and tools are accurate and accessible.
• Determine the start and end dates for open enrollment and communicate them clearly to employees.
• Confirm your enrollment platform is ready, can manage increased traffic, is accessible to all employees, and is user-friendly. Conduct tests to prevent technical issues.
• Confirm all benefits providers are prepared for open enrollment and ready to assist with employee questions.
• Train HR staff to handle questions and assist employees.
• Ensure enrollment activity and submissions can be monitored and tracked to ensure no deadlines are missed.
• Develop a plan to address any issues or corrections after the enrollment period ends.

Employee Communications

• Send out an initial communication to employees detailing key dates, highlights of benefits, and any changes. Use multiple communication channels to reach all employees effectively.
• Plan webinars, Q&A sessions, or workshops to explain benefits options in detail.
• Develop a FAQ resource by anticipating common questions. Provide clear answers to make the process easier for employees.
• Issue reminders with all necessary details and deadlines.

Benefit plans, open enrollment windows, and organizational needs will vary from one company to the next. Be sure to lean on your employee benefits broker to assist you through all pre-, during, and post-open enrollment activities.

If you need assistance, MRA can help! Contact us to learn how we can support you.