Benefits Deadlines – Keep Everyone Informed

While Healthcare reform is the headline these days your employees are likely more concerned with changes that will affect their coverage as of January 1, 2010. If your plans for communication changes and open enrollment are not in place don’t wait another minute. An internal calendar may be all you need but be certain you keep everyone informed.

Get the News Out
Get the news out by providing advance notice of meetings, online requirements and due dates. Don’t just use email to publish the calendar. Use many forms of communication; post an update on your internal blog or company intranet, memo lines on paychecks, posters, and even the old fashioned letter. I know of one client who leveraged their TVs in restrooms to make announcements! Definitely, more than one employee will see the reminder, “Open Enrollment Forms Due November 13th,” when it is posted prominently in either the restroom or break room. Creating the buzz now will ensure fewer struggles for you at the eleventh hour.

Collect Frequently Asked Questions
Create a FAQ sheet with the most commonly asked questions and get it out. Everyone is pressed for time and summing up what others have already inquired about will save you from having to answer the same question over and over again. Most importantly your employees will appreciate the easy read summary. Keep in mind gathering the FAQ’s may alert you to some commonalities that may form a pattern allowing you to pin-point a glitch in the process or system. This gives you the opportunity to update forms or alter an online program before frustrations mount.

Reminders, Reminders, Reminders
Don’t wait till the bitter end to send out the “If enrollment is not completed in 24 hours your health coverage will be cancelled” emails. Reminders along the way are much friendlier and more likely to decrease grumbling in the end.
Additionally, if your plans allow employees to continue the same coverage without updating any forms be certain to make this crystal clear in all materials. A confirmation of coverage is a nice touch that reinforces plan benefits and changes. Be certain not to hide or attempt to cover up modifications. Prepare employees for increases in out of pocket expenses so they can make informed decisions. Avoiding full disclosure now will only lead to frustration in the New Year.