What Is Open Enrollment?

Open enrollment is the annual period during which employees can enroll in, change, or drop their employer-sponsored health insurance coverage. Outside of open enrollment, employees can only make changes to their coverage if they experience a qualifying life event (QLE) such as marriage, the birth of a child, or loss of other coverage.

For most employer-sponsored plans, open enrollment occurs in the fall for coverage that takes effect on January 1 of the following year. However, the exact timing varies by employer and plan.

Key Dates for Massachusetts Employers

  • October–November: Typical open enrollment window for January 1 effective dates
  • November 15: Common deadline for submitting enrollment changes to ensure January 1 coverage
  • December: Review and confirm enrollment selections, distribute insurance cards
  • January 1: New plan year begins

What Employees Can Do During Open Enrollment

  • Enroll in health, dental, and vision coverage for the first time
  • Switch from one plan to another (e.g., from an HMO to a PPO)
  • Add or remove dependents from their coverage
  • Increase or decrease their coverage level
  • Waive coverage if they have coverage through another source
  • Enroll in or adjust contributions to a Health Savings Account (HSA) or Flexible Spending Account (FSA)

Employer Responsibilities During Open Enrollment

  1. Review your current plan: Before communicating with employees, evaluate whether your current plan still meets your needs. Compare it against alternatives in the market.
  2. Communicate clearly and early: Give employees at least 2–3 weeks to review their options and make decisions.
  3. Provide required notices: Federal law requires employers to provide the Summary of Benefits and Coverage (SBC) for each plan offered.
  4. Collect and process elections: Ensure all employee elections are submitted to the carrier by the deadline.
  5. Update payroll deductions: Adjust employee payroll deductions to reflect any changes in plan selection.

Tips for a Smooth Open Enrollment

Start early. Begin planning your open enrollment process at least 60 days before the enrollment window opens. This gives you time to evaluate plan options, prepare communications, and address any issues before they become urgent.

Use multiple communication channels. Not all employees check email regularly. Use a combination of email, printed materials, and in-person or virtual meetings to ensure everyone understands their options.

Offer decision support. Many employees find health insurance confusing. Consider hosting a Q&A session or providing access to a benefits advisor who can answer individual questions.

How MedHealth Supports Your Open Enrollment

Open enrollment is one of the most time-intensive periods of the year for HR teams. MedHealth Insurance Agency takes the burden off your plate by managing the entire process — from plan evaluation and employee communications to enrollment processing and carrier submissions.

We also conduct individual consultations with your employees to help them choose the plan that best fits their personal healthcare needs and budget. Contact us to learn how we can make your next open enrollment the smoothest one yet.