Open enrollment season is one of the most important times of the year for employers. It’s the opportunity to refine your employee benefits package, ensure compliance with state and federal regulations, and make sure your team fully understands their coverage options for the upcoming year.
For Arizona employers, open enrollment can come with unique considerations, including state-specific compliance requirements, market differences, and the diverse needs of your workforce.
Whether your business is offering employee benefits for the first time or simply updating your plan, this checklist will help you prepare and move through open enrollment smoothly and confidently.
Review Current Health Plan Performance
Start by assessing your existing benefits package to determine if it meets your needs. Consider the following:
- Are employees using their benefits?
- Have premiums increased?
- Are coverage networks still convenient for your Arizona-based workforce?
- Did employees provide feedback about improvements they’d like?
Looking at claims data and employee surveys can help you determine whether your current plan is still serving your team well. If it’s not, it’s time to look at your options.
Verify ACA Compliance Requirements
The Affordable Care Act (ACA) outlines specific requirements for offering health insurance based on business size.
In Arizona:
- Employers with 50 or more full-time or full-time-equivalent employees are required to offer affordable coverage that meets minimum essential coverage standards.
- Employers must file required ACA reporting to avoid IRS penalties.
- Ensuring compliance now can prevent financial and legal concerns later.
Evaluate Coverage Options for 2025
Open enrollment is the ideal time to compare health insurance plan types available in Arizona, such as:
- HMO (Health Maintenance Organization) – These low-premium, low-flexibility plans limit coverage to a specific network of doctors, require employees to choose a Primary Care Physician (PCP), and typically require referrals to see specialists.
- PPO (Preferred Provider Organization) – These higher-premium, high-flexibility plans allow employees to see any provider, in- or out-of-network (though at a higher cost), and do not require employees to choose a PCP or get referrals for specialists.
- EPO (Exclusive Provider Organization) – These mid-range plans have a moderate premium and do not typically require referrals, but they will only cover care received from providers within a specific network, except in true emergencies.
- HDHP (High-Deductible Health Plan) with HSA eligibility – These plans feature the lowest monthly premiums but the highest deductibles and out-of-pocket maximums, and they are typically paired with a tax-advantaged Health Savings Account (HSA).
Additional supplemental plans that are popular additions in Arizona include the following:
- Dental and vision
- Disability insurance
- Accident coverage
- Employee wellness programs
- Cancer insurance
A licensed broker like J.C. Lewis Insurance Services can help you compare plans and pricing across carriers. Let us put our years of experience in Arizona employee health insurance to work for you.
Check Provider Networks Within Arizona
Arizona employees appreciate access to familiar medical providers. Many insurers differ in which networks they cover, especially based on region.
Ensure your plan works well for employees across areas such as:
- Phoenix Metro
- Tucson
- Northern Arizona
- Rural and Tribal locations
A growing remote workforce may also require multi-state PPOs or flexible network designs for those who have remote employees.
Confirm Renewal Deadlines and Carrier Requirements
Different insurance providers have different timelines. Missing a deadline can limit options or lock in rate increases, so make certain you understand when these deadlines are.
Typical employer tasks include the following:
- Confirming renewal dates
- Finalizing plan design choices
- Submitting required documentation
Starting early makes the process far less stressful.
Communicate Clearly With Employees
Strong communication helps employees make informed choices and increases benefits participation.
Provide:
- Printed materials or digital packet
- FAQ sheets
- Side-by-side plan comparisons
- Informational meetings or webinars
Make sure employees understand:
- What’s changing
- How costs compare
- Enrollment deadlines
Clarifying details helps reduce confusion and support positive enrollment decisions.
Assist Employees With Enrollment
Help staff complete enrollment by offering the following helpful items:
- Online access forms
- One-on-one support
- Clear instructions and cut-off dates
Some employers also schedule onsite or virtual Q&A meetings with their Arizona insurance broker to ensure clarity.
Finalize Documentation and Recordkeeping
After enrollment, retain required documentation and update payroll deductions accordingly. Ensure filing and storage meets federal and Arizona-specific compliance standards.
Partner With Experts Who Understand Arizona Requirements
Open enrollment doesn’t have to be overwhelming. Working with a trusted insurance advisor who understands the Arizona market makes the process smoother and ensures you’re offering competitive and compliant benefits.
At J.C. Lewis Insurance Services, we’re here to guide Arizona employers through every step of the way from plan comparison to compliance to employee onboarding.
