A month-by-month open enrollment project plan for ICHRA
Whether you’re new to ICHRA (now called CHOICE Arrangement), or you’ve been recommending it for years, implementation takes time and planning. Several factors are at play, including rate research, plan design, and employee communication.
Use this broker’s 90-day guide to prepare clients and have a successful open enrollment.
Download the open enrollment guide
Already inside the 90-day window? You may still have time to move a January 1 client forward.
Even though the window is narrowing, Take Command can help you assess what is feasible, prioritize gaps, and determine next steps.
Talk with our team about your January 1 client
August: Preparing for open enrollment
Month one is about evaluating fit and feasibility. Is ICHRA/CHOICE Arrangement a good option for this client?
Workforce demographics: Assemble information that impacts ICHRA fit. Where do employees live? Are they in multiple states/geographies? What is the range of employee ages/wages?
Employee Classes: Segment employee classes (salaried vs. hourly, full-time vs. part-time, etc.) to model out contribution options and budget.
CFO support: Talk with the CFO about the budget and forecasting differences between ICHRA and group insurance.
Appetite for change: If the employer has had group insurance for years, are they ready to switch to this new model?
August readiness checklist
-
Evaluate ICHRA fit
-
Model contribution and budget options
-
Define employee classes and eligibility
-
Prepare a working design for client review
- Identify key questions and decision points
September: Approval and open enrollment communication plan
Month two is the time to finalize approvals and start preparing employees for the transition.
Executive sign-off: Answer any lingering questions and ensure the employer has confirmed allowance rate, effective dates, and administration workflows.
Open enrollment communication plan: Put together a communication plan that is specific to the employer. Your ICHRA administrator can advise on language specific to the employer.
Support tools: Gather resources to share with employees so they can explore on their own before open enrollment.
September readiness checklist
-
Get approval for plan design and budget
-
Confirm roles of key stakeholders
-
Plan employee communications
- Gather enrollment resources
October: Compliance and administration
Month three is when you can audit administrative processes, make sure the client is ready to meet notice deadlines, and confirm support channels are in place.
Notices and record requirements: Confirm that mandatory ICHRA/CHOICE Arrangement notices are scheduled and delivery record storage adheres to audit compliance.
Administration platform and autopay: Test your ICHRA administrator’s enrollment portal and verify that banking/autopay connections are properly synched.
Special cases: Identify special situations, (an employee going from part time to full time, someone who needs specialized prescription coverage, etc), and establish a resolution process.
October readiness checklist
-
Address compliance requirements
-
Finalize employee communications
-
Ensure support responsibilities are clear
- Assign execution gaps to an owner
Avoid these pitfalls when preparing for open enrollment
ICHRA/CHOICE Arrangement can provide incredible value to employers, but it does require a learning curve. To ensure the best open enrollment experience possible, avoid these pitfalls.
| Don’t | Do |
| Don’t wait to calculate ACA rates. | Instead: Pull rates at the beginning of the client conversation (or before, if you can) so you have affordability metrics and a realistic budget. |
| Don’t assume client familiarity with the platform. | Instead: Arrange an ICHRA administration platform demo so employers and their employees can test it out before the enrollment deadline. |
| Don’t skimp on employee communication. | Instead: Provide thoughtful details and name internal ambassadors to discuss employee questions when you aren’t there. |
| Don’t treat open enrollment as a yearly project. | Instead: Keep in touch with the client throughout the year to help troubleshoot any issues and get insights for the next renewal. |
Take Command offers industry-leading support for brokers (during open enrollment and all year long)
When you partner with Take Command, you get top-tier compensation and a deep bench of expertise.
Broker compensation isn’t an afterthought at Take Command. It’s built directly into our pricing, so you know exactly how much you earn PEPM. We value our partnerships with brokers, and compensate like we mean it.
We also support brokers with our industry-leading expertise. If you’re new to ICHRA or have questions about a complex client, our team can give you trusted guidance.
Broker resources for open enrollment
Use these resources to brush up on ICHRA/CHOICE Arrangement and put together your open enrollment project plan.
