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Open Enrollment Meeting Blueprint



It's open enrollment season, so this newsletter is more of a guide for you to prepare your open enrollment meeting script as guideline. Do not wing it, there's too much information for your audience to digest!


Part I, creates your agenda by starting off with the questions that allow you to frame your messaging to the employee.


Part II, maps out the pre and post enrollment action items to review the action items for you as an employer.

Let's do this!


Part I - Create Your Agenda

  • How will the open enrollment impact your current health and benefit plans?

  • What new options or changes have been introduced in this year’s open enrollment?


Topic 1: Understanding Open Enrollment

  • What is open enrollment and why is it important for you?

  • How do changes made during open enrollment affect your benefits throughout the year?


Topic 2: Overview of Benefit Options

  • What types of health plans are available for you to choose from?

  • How do the available insurance coverage options cater to your healthcare needs?

  • Are there any new benefit offerings or changes to existing plans this year?


Topic 3: Enrollment Process

  • How can you participate in the open enrollment?

  • Where can you access the platform or materials to begin your enrollment process?

  • What information will you need to have on hand during the enrollment?

  • When does the open enrollment period start and end?


Topic 4: Making Changes to Your Plan

  • What changes can you make to your existing benefit plans during open enrollment?

  • How will life events (like marriage or the birth of a child) impact your ability to make changes outside of the open enrollment period?


Topic 5: Costs and Contributions

  • How will participating in a particular plan impact your paycheck?

  • What is a Flexible Spending Account (FSA), and how can it save you money?

  • How do Health Savings Accounts (HSAs) work, and how can they benefit you?


Topic 6: Plan Utilization

  • How can you find an in-network doctor or specialist?

  • What steps need to be taken to ensure that prescriptions are covered under your plan?

  • How can you maximize the benefits offered by your chosen plan?


Topic 7: Compliance and Legalities

  • What legal rights and protections do you have under the benefits plan?

  • How is your information protected throughout the enrollment process?


Topic 8: Support and Additional Resources

  • Where can you find more detailed information about each plan option?

  • Who can you contact for personalized assistance or inquiries during the enrollment process?

  • How can you access support in understanding and utilizing your benefits post-enrollment?


Topic 9: Checklists and Next Steps

  • What are the key dates and milestones to remember during the open enrollment period?

  • How can you ensure that your enrollment is complete and has been processed successfully?


Topic 10: Closing Remarks

  • When will you receive confirmation of your enrollment and new plan details?

  • How can you stay informed about news and updates related to your benefits throughout the year?


Part II, Pre & Post Enrollment Action Items for Employers

Meeting Preparation

  • Design and distribute an agenda using the above talking points.

  • Prepare visual aids and handouts to facilitate understanding of complex topics.


Communication

  • Ensure all communications (emails, flyers, posters, etc.) are clear, concise, and jargon-free.

  • Provide a feedback mechanism for employees to share their thoughts on the open enrollment process.


Accessibility and Inclusivity

  • Ensure all materials and meetings are accessible to all employees, including those with disabilities.

  • Provide materials in multiple languages if you have a diverse workforce.


Ongoing Support

  • Consider holding Q&A sessions or workshops throughout the enrollment period to assist employees further.

  • Make sure HR and benefit representatives are readily available to respond to inquiries and concerns.


Post-Enrollment

  • Send out confirmations and overviews of selected benefits to each employee.

  • Monitor and evaluate the enrollment process to identify areas for improvement next year.


Final Thoughts


By addressing each point thoughtfully and providing clear, accessible information, employers can facilitate a smooth, user-friendly open enrollment period. This strategy encourages employee engagement and helps to ensure that staff members are enrolling in the benefits packages that best suit their individual needs.



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(415) 287-3210

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