Human resources managers are responsible for securing the best health and ancillary benefits that they can for a company’s employees. That’s why they depend on the professional expertise of insurance brokers, especially when it comes to explaining those benefits to their employees during open enrollment meetings. Below are four ways insurance brokers can help HR managers present benefit information effectively:
Use Jargon Sparingly
Because you spend most of your day thinking about medical and dental benefits, you are fluent in the industry jargon. But, customers can be confused by too much jargon. When using jargon is necessary, be sure to explain it as simply as possible and consistently use that definition throughout the presentation. For instance, if you begin a presentation by explaining the meaning of “usual, customary, and reasonable” (UCR), you should avoid replacing it with “allowed amount” later during the presentation.
Make Sure the Benefits Materials Arrive on Time
If you carry the open enrollment and other benefits materials to the meeting yourself, be sure to arrive early enough to organize, display, or distribute them so as not to take valuable time from the presentation.
If the materials are delivered for you ahead of time, it’s always a good idea to confirm not only that it arrived, but also that all the material you requested was delivered. A well-run meeting depends on having the right material on hand.
The importance of a well-organized enrollment kit cannot be stressed enough. The kit should contain, at a minimum, all the published information pertinent to the group you are addressing. This material contains most of the important details about the group’s benefits plans and should be used, whenever possible, to answer customers’ questions about the health plan. For example, a customer might ask, “Does the plan cover bitewing X-rays?” Your response will be more helpful if you’re able to say, “You can find it on page two of the Benefit Summary. Bitewing X-rays are covered once every 3 years.”
Make sure that you check in with the HR managers before the open enrollment meetings and that they’ve reviewed your materials. Encourage them to ask you any questions they may have about the company’s benefits before the open enrollment meeting happens. This will cut down on confusion or miscommunication with employees.
Set Aside Time to Answer Customers’ Questions One-on-One
It’s important to encourage customers to ask questions during benefits meetings—and that HR managers are properly prepared to help answer them. HR managers should encourage employees to ask questions throughout the presentation. If one person asks a question, several other people in the group may have the same question.
HR managers should also inform the group that they will be available after the meeting for one-on-one questions and that they are there for help and support.
Getting the Most out of Benefits
An important service that insurance brokers can provide to HR reps is helping them explain to employees how to get the most value from their insurance coverage. Educating HR on the ins and outs of the plan can make them invaluable to employees, who will want to know in simple terms how the plan works and how to access care. Whether it’s a routine exam or a visit to a hospital emergency room, their peace of mind comes from knowing that their medical, dental, and vision plans have them covered.