How to Launch a Successful Benefits Enrollment Meeting

The thought of changing health insurance networks, PEO’s, or rolling out health insurance for the first time can all be daunting. It doesn’t have to be.

The important thing to remember is to clearly communicate material changes to employees and to make the process as frictionless as possible for employees and their families.

One of the best ways to achieve this is through an interactive benefits meeting with employees.

The goal of a PEO and health insurance transition is to minimize disruption, so employees can focus on their work, all while feeling supported.

We’ll map out what a successful Open Enrollment webinar looks like for clients of ProHealth PEO Advisors.

We always recommend a general 60-minute webinar for all employees followed by a Q&A. For sensitive questions, our team host office hours or connects with employee offline to discuss their individual situation.   

Part I – Preparation and Presentation

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

• Prepare visual aids and handouts to facilitate understanding of complex topics. Ensure all materials are accessible to all employees, including those with disabilities.

• Create apples to apples comparison of current versus future state of your benefits program.

Topic 1: Overview of Benefit Options

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

• Is this the year you introduce an HRA or HSA? This would be the chance to define what they are and how they operate. 

Topic 2: Enrollment Process

• When does the open enrollment period start and end? Will employees receive an invitation after the meeting to complete the next steps? Clearly outlining what steps employees need to take is critical here to prevent confusion and lack of productivity in the future.

• What are the steps in the payroll system to take for employees to actively enroll or decline coverage?

Topic 3: Making Changes to Your Plan

• How will life events (for example, marriage or the birth of a child) impact the employee’s ability to make changes outside the open enrollment window?
• What’s the process to initiate the QLE?

Topic 4: Employee Costs

• How will participating in a particular plan impact an employee's paycheck?
• How much more or less will employees pay in the new plan year?

Topic 5: Plan Utilization

• Provide in-network doctor, specialist, and prescription lookup tool
• Review terminology such as copays, hospital stays, and provide a real-world example on how a plan functions.
• How can you maximize the benefits offered by your chosen plan? This is where you highlight benefits such as telemedicine or gym reimbursements.
  

Topic 6: Additional Resources

• Where can employees locate detailed information about each plan?
• Who can employees contact for assistance or questions during the enrollment process?

Part 2:  Post-Enrollment

• Send out the PowerPoint deck to employees to review and provide an opportunity for questions and feedback.
• How can employees access support in understanding and utilizing your benefits post-enrollment?
• Monitor the enrollment process to identify areas for improvement next year.

Final Thoughts‍

This strategy encourages employee engagement and helps ensure that staff members are enrolling in benefits that best align with their needs.

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Not hosting annual open enrollment meeting with employees today? Frustrated with gaps in your current webinars? Contact us to explore where we can help.