Now is a good time for employers to review the annual notices that must be distributed to employees. Some notices are distributed at open enrollment, while others are distributed at set times during the year.
Each individual employer may have different notice distribution requirements depending on several factors, including size of organization and types of plans offered.
Some common notices are described below:
- Health Insurance Portability and Accountability Act (HIPAA) Notice of Privacy Practices: This notice must be provided at initial enrollment in the health care plan and every three years after that. Many employers include a HIPAA Notices of Privacy Practices with open enrollment materials each year so they don’t have to track the three-year distribution cycle.
- Health Care Exchange Notice: This notice must be distributed upon hire. Many employers will also include a copy with open enrollment materials.
- Summary of Benefits and Coverage (SBC): This notice must be distributed with open enrollment materials. The SBC must also be provided at initial enrollment and upon request.
- Women’s Health and Cancer Rights Act Notice: This notice must be provided annually and at initial enrollment. Many employers include the notice with open enrollment materials.
- Children’s Health Insurance Program (CHIP) Notice: This notice must be provided annually and upon initial eligibility. Many employers include a copy with open enrollment materials.
- Medicare Part D Notice of Creditable Coverage: This notice must be distributed by Oct. 15 each year.
- Special Enrollment Rights Notice: This notice must be distributed upon initial enrollment and at annual enrollment.
- Summary Annual Report (SAR): This report must be distributed nine months after the end of the plan year.
- COBRA Initial Rights Notice: This notice must be distributed upon eligibility for group health coverage.
- Affordable Care Act (ACA) Filings: ACA Notices and filings must be sent in early 2016.
About Kellie Boysen – Owner, Alternative HR:
Kellie Boysen is a certified Professional in Human Resources (PHR) with more than a decade of HR experience. She owns Alternative HR, a local human resource consulting and outsourcing organization that is dedicated to providing small business owners with an affordable alternative to hiring a full-time HR professional.