As the federal government shakes up the health care landscape for 2018, decisions made during open enrollment this year are more significant than ever for your employees. But navigating health care options and picking the best plan for your needs continues to be a confusing and daunting task. Without ample guidance, employees can find themselves unprepared to make informed decisions once the open enrollment period rolls around.
Here are some key ways HR and benefits managers can build awareness ahead of the open enrollment period and make sure employees are not taken by surprise come November 1 this year:
-
Compile essential information in one, easy-to-read document. Create a one-page information sheet that defines key terms and publicizes contact names and numbers, important websites, and a list of all the information employees will need on hand to complete required forms.
-
Put notices on paycheck stubs. Whether on hard checks or online, adding reminders about open enrollment on documents employees will be sure to look at is an effective way of keeping open enrollment top of mind.
-
Grab attention on screens. Share informative videos via YouTube or Facebook, and play videos on screens available around the office, cafeteria, lobby, etc.
-
Set up a physical presence for fielding employee questions. Tents at cafe tables or a temporary information station in the office can be helpful for getting the word out and answering questions in person when employees aren't overwhelmed with their regular work duties.
-
Create a dedicated page on the company's intranet. If you have an internal company portal, make the most of it by setting up a content hub within it that's specifically focused on open enrollment. Include important links, FAQs, videos, and date reminders.
-
Reach out to employees' spouses/families. Many times, the actual decision maker on health insurance isn't the employee, but their spouse or other family member. Offer videos or webinars that employees can watch with their spouses to prepare for open enrollment together.
Besides making sure employees are aware of open enrollment and when it's approaching, it's also important to communicate clearly why open enrollment is so important, and help employees understand how to determine which options will be best for them.
Be prepared to discuss and answer the following questions for your employees: Why do I need coverage? Which features best fit my needs? What value does the program provide for me? How much will this cost me per paycheck?
Recommended For You
In the weeks leading up to open enrollment, consider also compiling a list of tips to share with employees to help them maximize their health care benefits. Below are a few good ways that employees can prepare themselves and be ready to make fully informed decisions. For HR and benefits managers, whether it's through email reminders, one-pagers, webinars or lunchtime seminars, share these tips with your employees to arm them with the knowledge they need for November.
-
Use a comparison tool. If your company provides employees with a tool that allows them to do in-depth comparisons between available plans, encourage them to use them so they can have a better understanding on the tradeoff between the cost of premiums and deductibles. Not all plans are created equal. Many younger and healthier employees opt into a lower premium with a higher deductible. Using telemedicine services/apps is a cost-efficient way to get access to high quality care while contributing toward your deductible. However, if you are chronically ill or have a planned health care expense for the year such as a surgery, you may want to opt into a higher premium with a lower deductible.
-
Consider a Flexible Spending Account (FSA) or Health Savings Account (HSA). Depending on whether your company provides access to a Flexible Spending Account (FSA) or Health Savings Account (HSA), remind employees to make the most of these benefits. An FSA or HSA may allow you to offset qualified out of pocket medical costs with pre-tax money. Let employees know: for 2018, you can contribute up to $3,450 for single coverage or up to $6,900 for family coverage to your HSA. The FSA limit will remain the same at $2,600.
-
Check for other benefits and beneficiaries. Get acquainted with other plans and programs that you are eligible for under your company, such as Disability Insurance or Life Insurance. If you decide to opt into these plans, make sure to review your beneficiaries. If you had a recent life event like getting married or having a new baby, it's important to update this information to include your spouse and your children.
Even after open enrollment has passed, there are plenty of things that HR and benefits managers can do to continue to encourage employees to make the most of the health care benefits your company offers.
Encourage employees to keep a checklist or a calendar with their standard checkups to ensure that they remember to utilize the benefits they signed up for during open enrollment. You can also consider sending periodic company-wide reminders to employees to arrange doctor checkups, get teeth cleanings, and see the optometrist. If your company provides FSA or HSA benefits, remind employees to use all the dollars, since it is a "use it or lose it" benefit.
If your company's health care plan includes telemedicine visits, make sure to let employees know so they can consider utilizing these services in addition to regular in-office doctor appointments. Telemedicine services provide cost-effective and efficient alternatives to traditional health care, with the benefits of 24/7 access to care wherever you are — especially helpful for employees who do a lot of traveling or who have families.
Finally, remind employees that they can access a Summary of Benefits and Coverage for their health plan, where they can check on things like telemedicine service coverage, and access contact information to connect with experts with any questions.
© 2025 ALM Global, LLC, All Rights Reserved. Request academic re-use from www.copyright.com. All other uses, submit a request to [email protected]. For more information visit Asset & Logo Licensing.
