As an employer, we want you to have the resources to communicate and educate your employees about their ICHRA experience!
Adaptability is a Core Value at benefitbay. As an employer, we know it is important for you to have all the resources needed to ensure your company's Individual Coverage Health Reimbursement Arrangement (ICHRA) implementation for medical coverage is successful.
To that end, we are providing your team with communications that will help educate your company's employees about the upcoming ICHRA enrollment
Who should you send the email to? Every employee who is eligible to participate in the upcoming Open Enrollment.
When is the email sent? For compliance purposes, the email should be sent at least 90 days before the start of the renewal enrollment (approximately the first week of September).
What is the context of the email?
"Subject: Important: Medical Plan Renewal Information for Open Enrollment
Team,
We will once again be offering an Open Enrollment period for each of you to select your 2025 benefits. This year, we will continue to offer you an ICHRA contribution through benefitbay so you can personalize your medical insurance. To learn more about benefitbay, click here.
As we approach Open Enrollment, please review this important information.
If you are NOT currently taking advantage of our company's ICHRA contribution to purchase medical coverage, Open Enrollment is your opportunity to do so. If you DO NOT choose coverage during this Open Enrollment, you will not be eligible to enroll again until the end of next year or until you have a qualifying life event.
If you DO currently have active coverage, you must take the following actions during this year's Open Enrollment. To renew your current plan, change carrier/plans, or cancel your coverage, all options will require you to log into benefitbay and work through the enrollment process. Additionally, watch your email inbox and postal mail for medical plan renewal details from your current medical insurance carrier. This important information will help you make informed decisions about your benefits for the coming year.
Here is what you should do:
-
Review Carefully: Check for any changes in coverage, costs, or providers.
-
Assess Your Needs: Consider your healthcare requirements and any changes in your family situation.
- Stay Informed: Look for Open Enrollment dates and resources to help you through the process.
Attached is a document entitled “Individual Coverage HRA Model Notice”. The purpose of this document is to notify you about individual health insurance coverage. A personalized document will be made available to you during your Open Enrollment.
Please watch your email for additional renewal information that will be sent to you prior to Open Enrollment. We are excited to continue our ICHRA offering and partnership with benefitbay. If you have any questions, please contact <Name> from Human Resources."
Attachment: “Individual Coverage HRA Model Notice”
Click here to download a copy of "Announcement of Open Enrollment" email template in Spanish.
Open Enrollment Starting in Five Days
Who should you send the email to? Every employee who is eligible to participate in the upcoming Open Enrollment.
When is the email sent? The email should be sent five days before the first day of Open Enrollment.
What is the context of the email?
"Subject: Open Enrollment - The Count Down Has Begun
Team,
Open Enrollment will be here in five short days! We want to help you prepare for success! As we approach our ICHRA renewal, you may have questions about what ICHRA is and how it works. Here is what you need to know:
-
Our upcoming Open Enrollment dates are <enrollment period dates>. Enrollment must be completed during this time.
-
We are providing you with a monthly contribution that can be used towards the payment of your monthly medical insurance premium. These funds will be available in the pre-funded checking account (ARC Account) that has already been established for you. If you would like to learn more about this bank account, please click here.
-
YOU now have the power to choose which insurance carrier and plan is best for you and your family. If you are dissatisfied with your current plan, or if your family's needs have changed, now is the time of year to select a different plan.
-
This will be YOUR personal plan owned by YOU!
-
When it is time to start, benefitbay will send you an email asking you to log in and start your enrollment. You will be prompted to verify and update your personal information before moving to the shopping area to select a plan.
If you still have questions about ICHRA, please review this knowledge base of information provided by benefitbay. As we continue to move closer to Open Enrollment, more information and tools will be provided.
If you have any questions, please contact <Name> from Human Resources.
Click here to download a copy of "Open Enrollment Starting in Five Days" email template in Spanish.
Open Enrollment Starting Tomorrow
Who should you send the email to? Every employee who is eligible to participate in the upcoming Open Enrollment.
When is the email sent? The email should be sent the day before Open Enrollment is scheduled to start.
What is the context of the email?
"Subject: Open Enrollment is ALMOST Here!
Team,
Open Enrollment begins tomorrow! Here are some last-minute reminders for you to consider:
-
Tomorrow, you will receive an email from benefitbay with your login instructions. Once logged in, you can begin your medical insurance enrollment
-
If you don't receive the email, please check your spam/junk folder
-
- If you currently have medical insurance you will be required to TAKE ACTION! Whether you want to renew your plan, change plans, or cancel your coverage, you must start by logging into benefitbay and working through the enrollment process.
- Watch this quick video to learn more about the enrollment process
- This knowledge base will provide you with instructions on each step of your enrollment journey
If you need assistance at any time during the Open Enrollment, please connect with benefitbay by using the chat icon (located in the bottom right corner) or send an email to support@benefitbay.com.
Click here to download a copy of "Open Enrollment Starting Tomorrow" email template in Spanish.
After Open Enrollment Has Ended
Who should you send the email to? Every employee who participated in Open Enrollment.
When is the email sent? The email should be sent after the Open Enrollment period has ended.
What is the context of the email?
"Subject: Open Enrollment - Congratulations, You Made It!
Team,
Let's celebrate! We have once again completed Open Enrollment!
A couple of quick items to keep in mind during the upcoming year.
- If you need to change coverage or select coverage due to a qualifying life event (QLE), please contact our Human Resources Department.
- Here is an article with examples of life events that would qualify for a change in your coverage.
- Remember, these insurance policies are individual and personally owned by you. If you receive any mail, email, or phone calls from your carrier, please contact the benefitbay support team (support@benefitbay.com) immediately. If the benefitbay team contacts you, please work with them promptly to ensure your insurance has no lapse in coverage.
- Click here for more tips on managing your individual insurance policy.
We are proud to provide you with the power of personal choice through the offering of ICHRA. We appreciate your participation during this Open Enrollment.
Click here to download a copy of "After Open Enrollment Has Ended" email template in Spanish.
FAQs
What is the value of sending all this information to our company's employees?
Answer: While working with employer groups in the past, the common feedback has been that employees were not prepared. For most employees, it's been a full year since they've thought about ICHRA or their medical coverage. These emails provide helpful reminders and informational videos and articles to set every employee up for success.
What if our company wants to send some of the emails, but not all of them?
Answer: As an employer, we trust that you know your employees best! These resources that your company can use as you see fit. If you think an email is not necessary, feel free to skip it. Just be sure to edit the next communication, if needed.
What if I want to edit the content of the emails?
Answer: You are free to edit the content of these emails. These templates are available to you to help prepare your employees for Open Enrollment. We understand your company may offer other benefits besides medical insurance that will need to be renewed at the same time. You may want to add additional information to the body of the emails.
Will I be informed of changes made to the context of the emails?
Answer: You will not receive a "formal" notification of any changes made. Changes can occur due to changes in our platform or processes at any time. However, you can refer to this article for any updates.
Can benefitbay send the emails to employees instead of our Human Resources team?
Answer: We always welcome your feedback on future enhancements. However, this option is not currently available due to system limitations.