MMA Blog

Your Checklists to Maximize Post-Open Enrollment Success and Transition to a New Plan Year

Plus: How Online Benefit Enrollment Systems Drive Continuous Improvement

Although not all, the great majority of employer health benefit plans renew on January 1. As the dust is settling from the frenzy of your open enrollment period, activities taken now in the post-enrollment period are equally significant to those completed in open enrollment. This time is ideal for organizations to review your open enrollment process and identify areas for improvement. By preparing for next year’s open enrollment now, you’re also setting up employees to get the most out of their benefits in future open enrollment seasons.

These employer steps will help ensure your new plan year goes smoothly and future enrollments are continuously improved:

Post-Open Enrollment Checklist

  • Confirm that the organization and/or carriers have copied and transferred all employee enrollment and election information correctly.
  • Audit billing invoices for insurance carriers and payroll deductions for accuracy and correct any errors, if necessary.
  • Provide employees with steps for accessing their benefits.
  • Confirm employees received their new ID cards.
  • Make certain all proper notices, such as summary plan descriptions and summaries of benefits and coverage, have been distributed.

Future Enrollment Prep Checklist

  • Conduct employee surveys and collect feedback on your employees’ open enrollment experience.
  • Review employee engagement with open enrollment communications and materials, such as emails, benefit guides, videos, meetings and online enrollment systems.
  • Analyze all open enrollment data and employee feedback.
  • Identify any changes or areas of improvement for next year’s open enrollment.
  • Schedule a meeting with your employee benefits broker to review the recently completed open enrollment process and discuss any changes or areas for improvement.
  • Work with your broker to stay apprised of employee benefits trends and utilization.
  • Create a plan for implementing any changes or improvements to next year’s open enrollment.
  • Develop an employee benefits administration plan for the year to address any changes that may occur during the year, such as new enrollments, qualifying life events and employee terminations.
  • Implement an employee benefits communications plan that provides employees with year-round information and education regarding benefits to aid employees in making better care decisions and improve employee engagement.
  • Work with your broker to identify benefits trends and determine whether to make any changes to your benefit plan offerings for next year’s open enrollment.
  • Examine and stay informed of any healthcare regulations and reforms that may impact the organization’s benefits plan to ensure compliance.
  • If not already in place, consider implementing an online enrollment system to drive improvement in processes, analytics and reporting, and employee satisfaction.

Improving the Benefits Enrollment Experience with Online Systems

Implementing an online benefits enrollment system offers significant advantages for both employers and employees. By simplifying the enrollment process, these systems improve efficiency and overall employee satisfaction. Organizations can save time and resources while providing employees with a more convenient and accessible way to manage their benefits. Additionally, online systems’ reporting tools provide valuable insights for employers to refine future benefits offerings, and these systems reduce administrative workload, improve data accuracy, and lower costs through automation and paperless processes.

Contact Us to Help Select and Manage Your Online Benefits System

Our benefits team at Marsh McLennan is happy to help you find the best online benefits system for your organization and assist in making the new and future plan year a success.

Matthew Hardy is an Employee Health & Benefits Sales Executive in the MMA Northwest Region. For more than 20 years, he has worked with employers of all sizes to roll out and manage successful employee benefit plans. He specializes in compliance and online enrollment. To connect with Matthew, please email [email protected] or call (406) 238-1904.

NOTE: These checklists are merely a guideline. They are neither meant to be exhaustive nor meant to be construed as legal advice. It does not address all potential compliance issues with federal, state or local standards. Consult your licensed representative at Marsh McLennan Agency or legal counsel to address possible compliance requirements. Content partly provided by Zywave, Inc.

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