A note from Stacey
August always feels like a month between seasons.
We are still enjoying summer, but businesses are beginning to prepare for a busy fall. For many employers, that also means welcoming new employees and reviewing the systems that support their teams.
The first few weeks of employment can feel overwhelming. A clear benefits onboarding process helps employees understand what is available, what they need to complete and where to turn when questions arise.
This month, I’m sharing a few simple ways to make that process easier for both employees and plan administrators.
EDUCATIONAL INSIGHT
STARTING EMPLOYEES OFF RIGHT
Offering employee benefits is important—but employees also need to understand how to access and use them.
A strong benefits onboarding process should explain:
• When the employee becomes eligible
• Whether a waiting period applies
• When enrolment forms must be completed
• How to register for the provider’s website or mobile app
• How to add eligible dependants
• Why beneficiary information is important
• Where to find the benefits booklet and travel policy
• Who to contact when questions arise
It is also helpful to highlight additional services included in the plan, such as virtual healthcare, an Employee and Family Assistance Program, medical second-opinion services or other value-added resources.
When benefits are explained clearly from the beginning, employees are more likely to appreciate and use the plan.
CLIENT SUCCESS STORY
A SIMPLE CHECKLIST MADE THE DIFFERENCE
An employer was growing quickly and welcoming several new employees. Benefits information was being shared, but there was no consistent process for confirming that each employee had completed their enrolment.
The challenge was not the benefits plan itself—it was the communication surrounding it.
The employer reviewed the onboarding process and created a simple checklist outlining the employee’s eligibility date, enrolment responsibilities, registration instructions and key plan resources.
The result was a clearer process for the plan administrator and a better experience for new employees. Questions were answered sooner, enrolments were easier to track and employees had a better understanding of the benefits available to them.
Sometimes, improving a benefits plan begins with improving how it is communicated.
COMPLIANCE UPDATE
DON’T MISS THE ENROLMENT WINDOW
Every benefits contract has specific enrolment requirements and deadlines.
Many plans provide a limited period—often 31 days—for an eligible employee or dependant to be enrolled. When that deadline is missed, the individual may be treated as a late applicant.
This can result in additional medical evidence being required, restricted dental coverage or the possibility that some coverage will not be approved.
Plan administrators should have a consistent process to:
• Track eligibility and waiting-period dates
• Provide enrolment information promptly
• Follow up on incomplete forms
• Keep confirmation that information was provided
• Report salary, dependant and life-event changes on time
Always confirm the applicable deadline and requirements using your benefits contract or directly with the insurance provider.
STRONG BUSINESSES BEGIN WITH STRONG CONNECTIONS
One of the things I value most about working with local businesses is the opportunity to learn about the people behind them.
Every business has its own story, culture and goals. Taking the time to listen helps create solutions that genuinely fit—not simply a benefits package that looks like everyone else’s.
I am grateful for the conversations, introductions and collaborations that continue to happen throughout our community. These relationships remind me that business is about more than transactions. It is about supporting one another, sharing knowledge and growing together.
CLOSING
A few thoughtful steps can make the benefits experience much easier for a new employee—and for the person responsible for administering the plan.
If you would like help reviewing your onboarding process or creating a simple employee benefits checklist, please reach out. I would be happy to help.
Benefits built around your business.
Stacey Aarssen
Benefits Redesigned
Have a benefits question you would like answered in a future issue?