Your Plan Year Playbook: Winning Compliance Strategies
Ah, the new plan year—clean slate and full of new opportunities. Setting the stage now means fewer headaches and more high-fives later. Here’s how to start your benefits plan year with a bang (and maybe even a confetti cannon).
Review and Refresh Compliance Requirements
Compliance is one of the most important—and complex—tasks for HR benefit managers. The start of a new plan year is the perfect time to review regulatory updates, ensuring your organization is in full compliance with federal and state laws.
Here are some critical areas to focus on:
- Family and Medical Leave Act (FMLA): Update your policies to reflect any changes in state or federal leave laws. Some states may have added or modified paid family leave requirements.
- HIPAA and Data Privacy: Ensure that all employee benefits data is securely stored and that your team is trained on HIPAA compliance, especially if new team members have joined.
- COBRA Notices: Confirm that you’re providing timely and accurate continuation coverage notices to employees who experience qualifying events.
Staying proactive will help you avoid costly fines and maintain employee trust.
Look Back Before You Leap Forward
Before leaping into new initiatives, reflect on the previous plan year. Dive into participation data, claims trends, and employee feedback.
- Did employees struggle with certain processes?
- If high-deductible health plans caused confusion, consider hosting more educational sessions.
Use these insights to fine-tune your offerings. Addressing last year’s plan’s pain points early can set a more positive tone for the plan year ahead.
Spice Up Your Benefits Announcements
Let’s face it: Benefits info can be about as thrilling as reading fine print on a cereal box. Use gifs, snazzy email headers, or even a video message.
Concise communication is key to ensuring employees understand and use their benefits. Start the plan year by updating your benefits materials to reflect any changes in offerings, costs, or policies. Use multiple channels—like email, video tutorials, and intranet portals—to meet employees where they are.
Keep the tone clear and professional, but approachable. For example:
- Use infographics or short videos to break down complex options like health savings accounts (HSAs).
- Regularly remind employees of resources like wellness programs, employee assistance programs (EAPs), and financial tools.
The goal is to demystify benefits and make them accessible, even for employees who typically skim emails.
Plan for Mid-Plan Year Compliance and Engagement Reviews
The start of the plan year is the perfect time to map out key milestones. Schedule a mid-year check-in to evaluate your benefits program’s performance and address any issues. Use these reviews to:
- Reassess compliance with new regulations.
- Gather ongoing employee feedback.
- Adjust communication strategies if engagement rates are lagging.
This proactive approach ensures you stay on top of both regulatory requirements and employee satisfaction.
Plan for Mid-Year Tweaks
Spoiler alert: Not everything will go perfectly. Schedule a mid-year check-in to course-correct if needed. It’s a halftime pep talk but with fewer whistles and more coffee.
Conclusion
Starting the plan year right doesn’t have to feel like a chore. With a little creativity, some clear communication, and a lot of employee love, you can make this your best plan year yet. By focusing on compliance and keeping employees engaged, you can avoid pitfalls and create a benefits experience that’s seamless, supportive, and impactful. With these steps, you’ll ensure not just a good plan year—but a great one! Cheers to crushing the new plan year!
