5 Steps to Conduct Remote Open Enrollment – Successfully

5 Steps to Conduct Remote Open Enrollment – Successfully

Open enrollment season is here and many workplaces are still operating at least partially remote. If you’re one of them, then you’ll want to make sure you are prepared to conduct virtual education and enrollment this year.

Here are five ways to make sure you’re adequately meeting employees’ needs for coverage information at a time when demand for benefits like mental health and caregiver is at an all-time high.

 

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1. Hold virtual education. Provide remote workers access to comprehensive education so they have the same opportunities to access information as in-person employees. For example, if you hold open enrollment meetings on-site, consider streaming them for remote employees or hold a separate live webinar for them. And be sure to make recordings available of any sessions so employees can access them at their convenience.

2. Send frequent communication. In addition to creating a digital benefits hub where employees can access all the information, they need to make a decision, send regular emails. Each one could focus on a different tool available like a health insurance premium calculator. In every outreach, include a call to action so employees know exactly what to do to take the next step and enroll. To make sure you’re reaching employees, you may want to back up emails with other means of communication like ringless voicemails.

 

3. Offer one-on-one support. Depending on the size of your workforce, you may want to schedule virtual visits that allow employees to talk directly to a benefits representative privately. If you do, be sure to encourage employees to invite their spouse or significant other to join them in the meetings.

 

4. Provide answers. If employees don’t have access to benefits representatives, you’ll want to make sure you provide them ample opportunities to get any questions answered. Create an FAQ, record the Q&A from your live benefits fair, allow employees to ask questions during live webinars, and provide a contact in case they need additional support.

 

5. Allow remote open enrollment. You’ll want to set up your HRIS or other HR enrollment system to allow for digital selections and application submissions. Be sure to explain the step-by-step instructions on enrollment and deadlines to employees so they understand exactly what they need to do. And monitor participation so you can send reminders to employees who haven’t yet make their elections.

 

Sam Slade is Managing Director, Employee Benefits, at The Hilb Group of New England, where he delivers consulting and brokerage services to local employers. He has extensive experience in all aspects of employee benefits, including underwriting, plan design, communications, compliance, and analytics, with a particular focus on alternative funding and self-insurance. Sam lives in South Kingstown with his wife and three sons.