Open Enrollment Checklist

Complete all negotiations with insurance carriers and confirm the final slate of benefit plans available for the upcoming year.

Configure the enrollment system with current plan options, rates, eligibility rules, and any new features for the enrollment period.

Run end-to-end testing of the online enrollment platform to identify and fix any technical issues before employees access it.

Create clear documents showing how premiums, deductibles, and out-of-pocket costs have changed compared to the current plan year.

Align with the payroll team on the timeline and process for implementing new benefit deduction amounts in the system.

Develop and execute communications across email, intranet, posters, and meetings to maximize employee awareness and participation.

Provide tools such as plan comparison calculators, coverage scenario examples, and decision trees to guide employee choices.

Organize events where employees can interact with carrier representatives, ask questions, and learn about their options firsthand.

Deliver targeted reminders to employees who have not yet completed their elections as the enrollment deadline approaches.

Draw special attention to any new offerings, enhanced coverages, or significant changes that employees should carefully consider.

Translate enrollment guides and communications into additional languages spoken by your workforce to ensure broad accessibility.

Assign HR team members to be available by phone, email, and in person to answer employee questions throughout enrollment.

Provide individual appointments where employees can discuss their specific situations and receive personalized guidance on plan selection.

Help employees gather and submit required documentation to verify the eligibility of their dependents for benefits coverage.

Ensure that remote and distributed workers have equal access to enrollment resources, help desk support, and information sessions.

Provide rapid troubleshooting and escalation for any system errors employees encounter while completing their benefit elections online.

Track the number and percentage of eligible employees who have completed their elections each day to identify at-risk groups.

Proactively reach out to employees who have not completed their elections to offer assistance and remind them of deadlines.

Process default benefit elections according to plan rules for any employees who fail to make active selections by the deadline.

Confirm that at least one medical plan option meets Affordable Care Act affordability requirements for all eligible employees.

Maintain proper safeguards for employee health information collected during the enrollment process in accordance with HIPAA regulations.

Send completed and validated enrollment data to each insurance carrier by their required submission deadlines for processing.

Cross-check enrollment records between your benefits platform, HRIS, payroll system, and carrier confirmations for consistency.

Provide each employee with a written summary of their elected benefits, coverage levels, costs, and effective dates for review.

Verify that updated benefit premium deductions are accurately reflected in the first payroll cycle of the new plan year.

Investigate and correct any errors reported by employees or carriers within the first weeks of the new plan year.

Survey participants about the enrollment process to identify what worked well and what could be improved for next year.

Document and communicate the process for employees to make mid-year benefit changes when they experience qualifying life events.

Plan periodic reminders throughout the year to help employees maximize their benefits utilization and understand their coverage.

Track employee complaints and carrier performance metrics to address service problems and inform future plan decisions.

Start the renewal evaluation and vendor negotiation process early enough to allow thorough preparation for the next enrollment cycle.