by admin | Sep 30, 2025 | Custom Content, Employee Benefits
Open enrollment doesn’t have to be a stressful administrative task. When planned well in advance, it becomes a valuable opportunity to review and enhance your benefits offerings, demonstrating your commitment to your team’s physical, mental, and financial well-being. A well-executed open enrollment can boost employee morale, improve retention, and ensure your workforce is supported.
Use this checklist to guide your organization through a successful open enrollment period, from the initial planning stages to the final follow-up.
Phase 1: Plan and Prepare Early (8-12 Weeks Before)
- Leverage technology: Consider a benefits portal where employees can easily access health plan documents such as benefit summaries, plan flyers, and contributions charts.
- Gather Employee Feedback: Solicit and record employee questions, concerns, and suggestions from the previous year. Consider conducting a survey to understand what benefits or improvements your workforce desires for the upcoming year.
- Evaluate and Enhance Offerings: Identify new or updated enrollment options.
- Develop Core Resources: Begin preparing your benefits guide and consider implementing or updating online enrollment tools and software.
- Create Educational Content: Produce digital educational materials like FAQs and videos.
Phase 2: Communication Kick-Off (4 Weeks Before)
- Launch Communication Campaign: Start sharing enrollment information across all selected online platforms (e.g., intranet, company newsletter, email).
- Equip Management: Develop a resource kit for your management team, including talking points and FAQs, to ensure they can confidently discuss open enrollment with their teams.
- Integrate Reminders: Add open enrollment reminders and key dates to the email signatures of your management team.
Phase 3: The Final Countdown (1-2 Weeks Before)
- Host Informational Sessions: Schedule and host virtual benefits meetings, webinars, and one-on-one sessions as needed to answer specific questions.
- Distribute Physical Materials: Provide informational pamphlets and mailers to employees.
- Prepare for Questions: Have answers ready for FAQs to ensure a smooth process.
Phase 4: During Open Enrollment
- Ensure Full Distribution: Make sure every employee receives the following information:
- The open enrollment timeline and deadlines
- A statement of their current coverage
- Information on plan-specific changes and rates
- Summaries of available plans
- The open enrollment booklet and any necessary forms
- Contact details for all plan carriers
- Promote Discussion: Remind managers to actively discuss benefit options with their teams.
- Provide Support: Offer ample time for enrollment and send frequent reminders throughout the period.
- Last-Minute Reminder: Schedule a company-wide reminder for the day before the enrollment deadline to prevent employees from missing the window.
Phase 5: Post-Enrollment Actions (1-2 Weeks After)
- Audit and Submit: Review all enrollment forms for missing or incorrect information.
- Ensure Compliance: Confirm that all relevant health care reform requirements have been met.
- Follow Up: Collect feedback from employees on their open enrollment experience.
Bonus Tip for Success
Consider holding a separate, off-cycle enrollment period to highlight voluntary benefits that might be overlooked during the busy primary open enrollment. This provides employees with a dedicated opportunity to explore additional benefits, potentially increasing your overall benefits utilization and employee satisfaction.
We are here to help; reach out to us with any open enrollment questions or needs you may have!
by admin | Sep 22, 2025 | Human Resources
Change management is a necessity in today’s workplace. Digital transformation, hybrid work and automation are forcing people to adapt, learn new things and evolve. HR professionals are uniquely positioned as both architects and ambassadors of change.
Discover guidance for navigating these transformations:
1. Assess the preparedness of the workforce
Whenever big change is coming, organizations must determine how ready their people are for it. HR can conduct organizational readiness assessments to figure out what gaps there are in skills, leadership, mindset and even culture. Listening to employees can help HR identify change fatigue and resistance. Aside from talking to employees, HR can conduct pulse surveys or feedback loops to understand how people are feeling. This can be an impetus for relating to one another.
“Let’s just make sure we do our best to understand the change that’s coming and band together and lean on one another and realize that we are still in control,” said Lisa Williams, global operations talent strategy and employee experience director, manufacturing and engineering operations at Dow during the the PEX Network’s All Access: Digital Transformation in HR 2024. “The computers and the technology are not in control. We are in control and we can dictate and determine how we are going to create the culture of our organization.”
2. Define the purpose and value of the change
One of HR’s big to-dos is to help employees and leadership connect the dots. They must align the change initiatives with business goals and then demonstrate how this relates to employee experience priorities. HR might have to take a page out of marketing and come up with personas, so they can prepare messaging that resonates with different segments of the workforce.
3. Involve employees from the start
Create feedback channels for employees to express concerns and ideas. Leverage change champions, those who will get excited about the transformation and bring others along with them. They can help promote adaptation and, in the case of new technology, adoption.
“Don’t discount your champions,” said Lisa Bass, transformation leader at BioReference Laboratories during All Access: Digital Transformation in HR 2025. “I think people sometimes take them for granted. You think, ‘I’ve got this champion. They’re really positive.’ Don’t discount your champions. They can be your biggest supporters and help. Sometimes, when I’ve pushed out certain initiatives and I knew that it was going to be a big change and I knew I needed the organization to get on board, I would tap into my champions and have a separate conversation before the big meeting and get them on board with the change.”
To begin, however, HR can make employees part of the process by asking them what they want and having them co-create solutions whenever possible. At the very least, they should be consulted about the rollout that will directly impact their work.
“The first tactic that I would recommend is to make people part of defining those behaviors that I mentioned. So, they don’t only receive something from above, they become part of that solution. And also they incorporate the fact that they are responsible for solving the problems when they are very small,” said Iván Céspedes, continuous improvement expert at Roche during All Access: OPEX 2024. “They don’t wait until it’s a larger problem to get involved. They are responsible for dealing with smaller problems before they become something larger. I would start there by making them part of those efforts because we really need to incorporate and take advantage of that full potential.”
4. Build skills for the future
For many years, HR veterans have called on each other to create cultures of continuous learning. HR can package a change initiative as an opportunity to broaden horizons. It’s a chance to assess the workforce to determine skills gaps and address them. However, HR must follow up with actual training. Learning and development is an essential building block in transformation projects.
5. Communicate transparently and often
HR leaders are the bridge between employees and leadership. As a result, they must be great communicators, the ones who are explaining the change, why it’s necessary and how to make it happen. They can use multiple channels to deliver consistent and honest updates.
“People need to connect to the strategy,” said Bass. “They need to understand why they are being asked to do something different.”
In their messaging, they should be up front about the uncertainty or questions people have. They should not be hiding anything or trying to sugarcoat the change. Often, in delivery communications, HR forgets to train managers to reinforce what they are saying while keeping their people at the center of the conversation. This could include:
- Equipping people managers with toolkits and talking points.
- Encouraging two-way dialogue within teams.
- Recognizing that how managers show up can make or break the transition.
6. Track key performance indicators (KPIs) and adapt
As HR leaders plan the change management strategy, they must identify the measurements they will use to determine success. Some possibilities include adoption rates, engagement and attrition. Any change requires ongoing conversation. Leaders should monitor what is being said and what is being done and then pivot based on real-time data. While everyone should be laser focused on understanding when things are not working, they must also celebrate quick wins.
7. Make the growth mindset contagious
Change is uncomfortable and always includes setbacks and challenges. Normalizing this feeling and recognizing it goes a long way to win over people. Quickly, however, HR should turn to sharing stories of resilience, especially if they exist across the organization. Most HR leaders have a commitment to the health and wellness of employees. That mindset should extend to change initiatives. They can provide resources for psychological safety to help people stay well and balanced as they confront change, which can mean managing stress, for example.
“To put the term leading with empathy into real language, it’s really leading with your head, heart and guts,” said Susan Jarrell Kushner, VP head of investment bank talent at Deutsche Bank at the All Access: Change Management for Business Transformation 2024. “I think of the head as being very results driven. That’s what we’ve always done pretty well. We’ve always had our north star of where we wanted to go – that’s the head or the brains. When you think about the gut that’s setting clear priorities and being positive about the change, uncertainty and even being able to explain it very well. But then when you get into the heart of it, the heart is really talking about the purpose, the trust, the values.”
Get used to change
HR professionals have a pivotal role in any change management initiative. They are the stewards of transformation. By realistically assessing the needs of the team, communicating clearly and often, tracking KPIs and providing guidance, empathy and training, HR can have an impact on success. Then, the team can embrace change as an opportunity to humanize the workplace and strengthen culture.
By Francesca DiMeglio
Originally posted on HR Exchange Network
by admin | Sep 15, 2025 | Health Care Costs, Health Insurance
PwC’s latest annual analysis forecasts that group health insurance costs will increase by 8.5% in 2026—the third straight year at this elevated trend. This sustained rise means health care expenses are now similar to those seen 15 years ago, after a brief dip post-pandemic.
Researchers gathered data from actuaries at 24 major U.S. health plans, covering more than 125 million employer-sponsored members and 12 million ACA marketplace members. The “medical cost trend” refers to the expected annual increase in health plan spending.
Key factors driving this growth include:
Hospital expenses: Wages for healthcare workers, supply prices, and rising operational costs all contribute. Many hospitals are intensifying revenue cycle management activities, increasing inpatient admissions, and pushing more costs onto commercial health plans.
Prescription drugs: Spending is up, notably driven by new therapeutics such as GLP-1 medications for chronic illnesses and rare genetic conditions. Drug spending soared by $50billion in 2024, with GLP-1s poised for further approvals.
Behavioral health services: Inpatient behavioral health claims jumped nearly 80%, and outpatient claims rose almost 40%. One in three actuarial leaders cited behavioral health as a top driver of rising costs, projecting a 10%-20% trend for this segment in 2026.
Offsetting factors, though limited in impact, include:
Biosimilars: For the third straight year, biosimilar drugs are cited as a leading cost deflator. Their adoption continues to grow and may help moderate spending.
Care management: Health plans are finding success with cost management strategies, such as utilization management, pharmacy oversight, and AI-powered claims review—tools that could dampen the medical cost trend.
The report also highlights upcoming federal policy changes, like the One Big Beautiful Bill (OBBB) Act, which may bring more cost pressure through adjustments to Medicaid eligibility, lapsing ACA subsidies, and proposed tariffs on imported pharmaceuticals.
Ultimately, industry analysts anticipate medical costs will keep climbing into 2026 and likely beyond, forcing employers to pursue affordability strategies while managing the growing burden of health coverage costs.
by admin | Sep 8, 2025 | Custom Content, Employee Benefits, Health Insurance
When navigating the world of health insurance, you will likely encounter the term PPO (Preferred Provider Organization). A PPO plan – whether medical or dental – is about balancing the cost and convenience of care. With a PPO plan, you get the flexibility to see a wide range of doctors. You’ll save money by staying within the plan’s network of preferred providers, but you can still choose to go out of network and receive partial coverage. Unlike some other plans, a PPO allows you to see specialists without a referral.
How a PPO Works
A PPO plan functions much like other health insurance plans, but with a key difference in how it handles providers. The plan pays its contracted providers a set, pre-negotiated rate for services. Because of this arrangement, you pay less in cost-sharing—such as copays or coinsurance—when you receive care from an in-network provider.
While PPO plans offer the flexibility to see out-of-network providers, your costs will be significantly higher. You will likely pay more and may need to submit an insurance claim yourself. It’s also important to note that most PPO plans have a separate out-of-network deductible that you must meet before your plan benefits will begin to cover those costs.
Key Advantages of a PPO Plan
PPO plans are often chosen for their flexibility and convenience. Key benefits include:
- No Referrals Needed: You do not need a referral from a primary care provider to see a specialist. You have the freedom to schedule an appointment with any in-network specialist at any time.’
- Out-of-Network Coverage: You can choose to see providers outside of the plan’s network, which is particularly beneficial for those who travel frequently or live in different states.
- Large Provider Networks: Many PPO plans have a broad, nationwide provider network, offering a wide range of choices for care.
- No PCP Requirement: Unlike some other plan types, you are not required to choose a primary care provider(PCP).
PPO vs. HMO: The Main Differences
The primary difference between a PPO and an HMO (Health Maintenance Organization) plan lies in their approach to networks and referrals.
An HMO plan typically provides coverage only for services received from providers within its network, except in emergency situations. You are also required to choose a primary care provider and obtain a referral to see a specialist. HMO plans often come with lower premiums, but they offer less flexibility.
A PPO plan, on the other hand, gives you greater freedom. You can see specialists without a referral and have coverage for out-of-network care (albeit at a higher cost). While premiums are generally higher for a PPO, the added flexibility can be a major advantage for those who prioritize choice in their healthcare.
Ultimately, choosing the right health and dental plan depends on your individual needs and priorities. By understanding the core principles of a Preferred Provider Organization, you can make a more informed decision that aligns with your lifestyle and ensure you get the most value from your benefits.
by admin | Sep 2, 2025 | ACA, Compliance, Employee Benefits
How to position yourself as a trusted ACA compliance advisor
For brokers and benefits advisors, Q4 planning doesn’t start in October. It starts now.
September marks a critical moment in the annual ACA compliance cycle, when employers begin thinking about year-end strategies, benefits renewals, and how to avoid last-minute reporting panic. That makes now the perfect time to deepen your role as a strategic advisor and help clients get ahead of the curve.
Here’s how you can stand out by guiding clients through ACA compliance before it becomes a scramble, and why it will pay dividends well into 2026.
📌 Step 1: Help Clients Take Stock of Their Workforce Now
The foundation of ACA compliance is accurate employee classification. Yet many employers still struggle to determine:
Brokers can add immediate value by helping clients audit their headcounts and hours before Q4 begins. That insight informs both ACA reporting and benefits planning decisions, and helps prevent costly missteps when deadlines hit.
🧠 Step 2: Educate on What’s Changed and What’s Coming
ACA rules don’t change often, but confusion persists. Many clients are unaware of:
- State-specific ACA mandates (California, New Jersey, Rhode Island, Vermont, Massachusetts, and Washington DC)
- Updated penalty thresholds and IRS enforcement priorities
- New reporting formats or system changes that could impact submissions
Providing timely updates and checklists positions you not just as a broker but as a compliance partner. You can even use these touchpoints to introduce solutions like ACA reporting automation or integrated compliance tools.
📊 Step 3: Map Out a Reporting Game Plan Before the Crunch
ACA compliance starts with good planning, and now is the time to get ahead. By August, many employers are wrapping up plan design decisions for the next year, making it an ideal time for brokers to:
- Review last year’s filing process (what worked and what didn’t)
- Flag missing or incomplete employee data
- Identify vendors or tools that can simplify electronic filing
- Offer ACA services or connect clients to trusted platforms
The earlier your clients begin organizing data and confirming eligibility, the fewer errors and penalties they’ll face later. And the more indispensable you become in their eyes.
🎯 Position Yourself as the Solution, Not Just the Messenger
ACA compliance is often seen as a burden. But for brokers, it’s a huge opportunity to differentiate. Instead of only alerting clients to upcoming requirements, step in as the solution:
✅ Offer ACA strategy sessions during annual benefits reviews
✅ Share tools and resources that support self-filing or full-service options
✅ Leverage partnerships with platforms like Mitratech Mineral to deliver expert-backed compliance
When you help clients manage risk and reduce workload, you go from being a benefits provider to a business advisor and partner.
🗓 Ready to Dive Deeper?
Join us for a special webinar:
Beyond the Basics: Mastering ACA Compliance for Multi-State Employers
📅 Thursday, September 18, 2025 | 1:00 PM ET
🎙️ Featuring Angela Surra, Principal Benefits Expert at Mitratech Mineral
👉 Register Now
Final Thought
The best brokers know that compliance isn’t a once-a-year conversation, it’s an ongoing strategy. By helping your clients get ACA-ready now, you’re not just solving a problem. You’re showing up as the expert they trust to protect their business, simplify their operations, and keep them ahead of what’s next.
Looking for the right tool to help your clients stay compliant and stress-free? The ACA Reporting Hub from Mitratech Mineral is purpose-built to support brokers and the employers they serve. Whether you’re offering ACA as a service or guiding clients through self-filing, our platform combines automation with compliance expertise to simplify the entire process.
By Brian Costello
Originally posted on Mineral.com
