Open Enrollment Checklist for Maryland Employers: What to Do Before November 

As November approaches, Maryland employers enter one of the busiest stretches of the year: employee benefits open enrollment. At Lyceum Insurance Services, we know that a successful season depends on the work done in the weeks leading up to the enrollment window.

Preparing early reduces the burden on your HR team and gives employees the information they need to choose coverage with confidence. With more than 40 years of benefits experience, we treat each enrollment season as one stage of the benefits year rather than a standalone event.

Your Preenrollment Checklist

For a smooth transition into the new plan year, we recommend the following steps:

• Conduct a plan audit. Review your current Maryland employee benefits and utilization data. We help businesses determine if their current offerings still align with their budget and their employees’ needs.
• Update your HRIS. Ensure your HRIS enrollment portal is updated with the latest plan designs, new premium rates, and an updated summary of benefits and coverage documents. Testing the system now prevents technical glitches during the live window.
• Develop a communication strategy. Plan a timeline for announcements. We suggest using multiple channels, such as email, internal newsletters and virtual meetings, to ensure the message reaches every staff member.
• Prioritize employee benefits education. Many employees struggle with insurance jargon. Providing clear definitions of terms such as coinsurance and out-of-pocket maximums can lead to better decision-making.
• Benchmark your offerings. Compare your plan designs, contribution strategy and cost trends against those of comparable Maryland employers. Benchmarking data provides an objective basis for renewal decisions and for negotiations with carriers.
• Confirm account-based and ancillary plan details. Verify current contribution limits for health savings accounts, flexible spending accounts and health reimbursement arrangements and confirm that COBRA administration, along with dental, vision and pharmacy coverage, is reflected accurately in your enrollment materials.

Reviewing Your Full Benefits Portfolio

Open enrollment is also an opportunity to evaluate the entire benefits package, not just the medical plan. Reviewing medical, dental, vision, pharmacy, life, disability and voluntary coverage together allows an employer to maximize health and potentially minimize risk for the organization and its employees while keeping total cost in view.

Common Mistakes to Avoid

One of the most frequent errors we see is waiting too long to start the process. Rushed communication often leads to employee confusion and administrative errors. Additionally, failing to verify dependent eligibility during the HRIS update can lead to higher costs throughout the year. A few other errors surface year after year:

• Skipping a post-enrollment audit: Compare the final enrollment file against payroll deductions and the carrier’s eligibility records.
• Overlooking variable-hour and newly eligible employees: Part-time, seasonal and recently promoted staff can cross eligibility thresholds midyear.
• Failing to document waivers: Employees who decline coverage should have a recorded waiver on file. Without one, disputes over missed elections are difficult to resolve.
• Leaving managers unprepared: Supervisors field the first questions about premiums and plan changes.

Support Throughout the Benefits Year

Whether they’re in an initial investigation, proposal analysis, carrier negotiation, plan launch or ongoing administration, employers benefit from consistent advisory support. Paperless enrollment, online benefits administration, a mobile-friendly client portal and employee advocacy services keep your workforce informed throughout the plan year, so your organization gets the full value of its benefits investment.

If you need help auditing your plans or preparing your communication strategy, please reach out to us.

This blog is intended for informational and educational use only. It is not exhaustive and should not be construed as legal advice. Please contact your insurance professional for further information.