For most states, the open enrollment period starts in late fall. However, as an HR professional or business owner, it’s crucial that you don’t wait to start communicating with your employees about their healthcare plans.
If your past communication plan involved sending a single email and making brochures available in your office, it may be time to consider a new approach.
According to the National Association of Insurance Commissioners (NAIC), fewer than one-third of Gen-Z adults can define the terms “deductible” or “out of network.” More than half report feeling anxious or overwhelmed when choosing a plan.
Clearly, employees need more support when navigating open enrollment. Not only must you start early, but you should also design communications that reach and engage employees across generations, backgrounds and work environments.
Here’s how to build a communication plan accessible, compliant and effective this year and beyond.
The Importance of Early Planning and Messaging
Employees need time to process benefits information and starting early gives them a chance to make informed decisions without feeling rushed. Early planning also allows HR to spot potential challenges, such as reaching remote employees or those on leave, and resolve them before enrollment opens.
Compliance Tip: Under theAffordable Care Act (ACA), employers must provide employees with a Summary of Benefits and Coverage (SBC) before open enrollment begins, ensuring they have adequate time to review plan options.
Strategies for Effective Open Enrollment Communications
A successful open enrollment season depends on more than just sharing plan documents—it requires clear, consistent and inclusive communication. Employees need to understand not only what benefits are available but also how to access them, how plan changes may affect them and when to take action.
By focusing on accessibility, engagement and compliance, HR leaders can reduce confusion, improve decision-making and demonstrate the organization’s commitment to employee well-being.
1. Make Sure It’s Inclusive and Accessible
Avoid jargon and use plain language when explaining plan details. Consider multiple formats like live sessions, emails, videos and infographics to meet different learning preferences.
Don’t overlook employees with language or accessibility needs. Provide translated materials and accommodations like captions or braille versions to comply with federal requirements.
Compliance Tip: Under the Americans with Disabilities Act (ADA), employers must provide reasonable accommodations to ensure benefits information is accessible to all employees.
2. Engage Employees Across Generations and Work Environments
Remote employees may miss in-office announcements, so supplement with emails, intranet postings or virtual meetings. Tailor communication methods to generational preferences: in-person meetings may resonate with older workers, while digital platforms may better reach younger employees.
Compliance Tip: Employers must ensure all employees, regardless of location or status (remote, hybrid or on leave), receive timely and equal access to benefits communications. Failure to do so could result in compliance violations under ERISA.
3. Confirm Compliance With All Current Regulations
Review your communication plan against ERISA and the ACA to ensure you’re meeting federal requirements. Both laws require employers to deliver Summary of Benefits and Coverage (SBC) documents. If you’re offering pre-tax benefits, Section 125 of the Internal Revenue Code requires a written plan document to be distributed to participants.
Compliance Tip: Missing documentation deadlines or failing to provide required information may trigger penalties under ERISA or the ACA. Staying proactive helps avoid costly fines.
Sample Open Enrollment Communication Timeline
Phase 1: Pre-Enrollment
- Kick-off announcement (4–6 weeks out)
- High-level benefits overview (2–3 weeks out)
- Explanation of plan changes (1–2 weeks out)
- Distribution of resources (1–2 weeks out)
Phase 2: During Enrollment
- Launch day email with key dates and enrollment instructions
- Regular updates and FAQs (every 3–5 days)
- Midpoint reminders
- Troubleshooting support
- Final reminder and closure message (last day)
Compliance Tip: Staggered communication ensures employees receive SBCs and enrollment instructions before deadlines, as required by the ACA and ERISA.
Solid Communication Can Boost Compliance and Satisfaction
With VirgilHR, you’ll never have to second-guess whether your benefits communications meet ERISA, ACA or state requirements. Our platform delivers instant, location-specific compliance guidance and helps you create clear, accessible employee communications every time.
Schedule a demo today and make this open enrollment your smoothest and most compliant yet.
