Open Enrollment & Renewals: How to Make It Easy

Nov 8, 2024

min read

Financial Wellness

The end of the year brings more than just holiday celebrations for Human Resources (HR) professionals. For many, it's one of the busiest and most stressful times of the year as Open Enrollment (OE) and benefits renewals take center stage. The pressure to get everything right—from compliance issues to employee engagement—is immense, and without the right support, it can become inundating.

Employees expect smooth, hassle-free experiences, and when those expectations aren't met, it can result in disengagement and dissatisfaction. Even with these high expectations, Open Enrollment does not have to be stressful when you have a partner to help address key problems head-on, offer tailored solutions, reduce stress, increase engagement, and streamline the entire process. Let’s explore some of the most common challenges during this period and how you can overcome them.

1. Low Employee Engagement in Open Enrollment

Every year, many employees find the OE process confusing and overwhelming. Employees receive a flood of information, from plan changes to benefit summaries, but little of it is presented in a way that’s easily consumable. This leads to frustration and a lack of engagement.

According to research from SHRM, 53% of employees don't feel they're getting the most out of their health insurance options.1 The result? Many end up choosing the most expensive plans out of fear that less coverage could leave them vulnerable. Worse, a lack of understanding and clarity causes some employees to disengage entirely.

Engage Employees with Clear, Targeted Communication

To combat this, it's crucial to deliver benefits information in a way that’s accessible and easy to understand. ThrivePass makes it simple by offering a robust communication strategy, including:

Webinars and collateral that break down complicated plans and explain key concepts like Flexible Spending Account (FSA), Health Savings Account (HSA), budgeting, and pre-tax savings.
A streamlined portal designed to engage employees and help them navigate with ease.
Multi-channel communications to keep employees informed and engaged throughout the process.

By providing employees with the information they need in clear, consumable formats, they are empowered to make better decisions and actively participate in the OE process.

The ThrivePass Pre-Tax Engagement Program makes pre-enrollment communications and emails available to clients and their employees. Content is offered to use as open enrollment material to help educate employees on pre-tax information to help make educated decisions around their FSA and HSA benefit plan options.

Driving Enrollment - Open Enrollment Communication Campaign

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FSA Communication Distribution Schedule

January – Welcome
February – Getting to know you
March – Setup
April – Saving receipts
May – Seasonal spending
June – Mobile App
July – FSA Store promotion
August – Seasonal spending
September – Did you know?
October – OE Weekly Campaign
November – Re-enroll
December – Spend down

HSA Distribution Schedule

January – Get the most out of your HSA
February – Understand your HSA
March – Contribute before end of tax season
April – Filing year-end taxes
May – Getting the most value from your HSA
June – Setup Carrier Connect
July – Shop the HSA Pre-Tax Marketplace
August – Long-term savings
September – Re-enroll
October – OE Weekly Campaigns
November – Deposit funds/make a catch-up contribution (55+)
December – HSA Pre-Tax Marketplace

2. Information Overload and Confusion

The flood of information employees receive during OE can be daunting. Terms like FSA, HSA, HDHP, and co-insurance often feel like a foreign language. Many employees feel they don’t have the knowledge to make informed decisions, which can result in confusion, frustration, or costly mistakes.

In fact, nearly half of employees admit to not understanding basic health insurance terms, and over 62% report they don't change their insurance selections year-to-year because it's simply too stressful. This confusion will not only lead to poor choices but can also contribute to an overall sense of dissatisfaction with the process.

Simplify the Process with Clear, Concise Information

Clear and consistent communication is critical during OE, but it’s often where employees encounter the most frustration. They are frequently overwhelmed by complex terminology, large volumes of information, and unclear instructions about their benefits.

Many struggle to understand plan changes or new options, leaving them confused about what choices to make. This confusion is compounded when benefits information is presented in dense, jargon-heavy formats that feel inaccessible or too difficult to navigate. Without straightforward, timely communication, employees are more likely to disengage, make uninformed decisions, or miss important deadlines, which can ultimately lead to dissatisfaction and higher turnover.

The key to reducing confusion is breaking down complex benefits information into easy-to-understand resources. ThrivePass offers a solution with:

Concise, user-friendly educational content that helps employees understand their choices without feeling overwhelmed.
Engaging video tutorials that explain complex concepts like FSAs and HSAs in layman's terms, helping employees understand how these plans work and how they can save money.

Comprehensive Communication Strategies

ThrivePass offers a full suite of communication tools to ensure your employees are always informed, including:

Call center support to answer employee questions and ensure no one is left in the dark.
Virtual benefits fairs and webinars provide employees with easy access to plan details and expert guidance.
Push notifications and text messages to remind employees of key dates, changes, and actions they need to take.

These strategies help ensure employees are fully informed and engaged, reducing the risk of errors and/or missed deadlines.

3. Stress for HR Teams During Open Enrollment

HR professionals know that OE can be one of the most stressful times of the year. From ensuring proper set up, to testing and dealing with data issues, there are countless opportunities for things to go wrong. Without enough time to properly prepare, even small glitches can turn into major headaches.

Many HR teams find themselves pressed for time when dealing with new benefits platforms, carrier changes, or last-minute plan adjustments. This rush can lead to mistakes, which increases stress levels and negatively impacts both the HR team and employees.

Plan Ahead and Leverage Expert Support

To ensure a smooth OE period, it’s essential to give your technology providers enough time to properly set up, test, and implement your benefits system. ThrivePass can help by offering:

Open Enrollment assistance to help streamline the setup and testing process, ensuring your file feeds and eligibility groups are properly aligned before OE begins.
Expert project management support to help you avoid last-minute surprises and ensure everything is in place for a successful enrollment period.

By planning ahead and with ThrivePass’ support and expertise, you can greatly reduce the stress of OE and ensure a smooth experience for both your HR team and your employees.

Conclusion: Make Open Enrollment Stress-Free with the Right Support

Open Enrollment doesn’t have to be a source of stress for your HR team or your employees. By addressing common challenges—such as low engagement, information overload, and the stress of preparation—you can turn it into a smooth, positive experience. With the right tools and support, like the services provided by ThrivePass, you can reduce stress and ensure a successful OE period.

FAQs

What is the ideal timeline for preparing Open Enrollment? It’s best to start planning 3-4 months in advance to ensure adequate time for setup, testing, and communication.
How can ThrivePass help increase employee engagement? ThrivePass offers a comprehensive benefits portal, webinars, tools, resources, and communication strategy support to keep employees informed and involved throughout the OE process.
What are the best communication strategies for Open Enrollment? The most effective strategies include using a combination of emails, resources, and educational webinars to ensure all employees understand their options.
How can employers simplify benefits information for employees?ThrivePass provides easy-to-understand educational materials and video tutorials that break down complex terms and concepts.
What support does ThrivePass offer during Open Enrollment? ThrivePass offers OE assistance, expert project management, and dedicated communication strategies to ensure a smooth enrollment experience.