The end of the calendar year is a busy time for many Human Resources departments. Holiday parties, vacation planning, open enrollment processes and plan renewals are major focuses in the last calendar quarter.
When the busy period calms down, HR professionals may wish to review the year to confirm that required employee notices were distributed timely. Reviewing past practice can help set appropriate timelines for the upcoming year.
Health and Welfare plans, in particular, have many ongoing notification requirements. Different notices must be distributed when an employee joins the plan, on an annual basis, and upon specific events. Consider the following as a partial check-list for compliance.
When Employee Joins Plan
· Medicare Part D Certificate of Creditable/Noncreditable Drug Coverage
· COBRA Initial Rights Notice
· Health Care Exchange Notice
· HIPAA Privacy Notice
· Newborns’ and Mothers’ Health Protection Act Disclosure
· Women’s Health and Cancer Rights Act Notice
· Notice of HIPAA Special Enrollment Rights
· Section 125 Plan Salary Reduction Agreement
· Summary of Benefits and Coverage
· Summary Plan Description
Annual Notice Requirements
· Medicare Part D Certificate of Creditable/Noncreditable Drug Coverage
· CHIPRA State Premium Assistance Notice
· Health Exchange Notice
· HIPAA Privacy Notice Availability (every 3 years)
· Online Filing with CMS of Drug Status
· Summary Annual Report
· Summary of Benefits and Coverage
· Women’s Health and Cancer Rights Act Notice
BAS can assist with notice distribution. For more information, contact your account manager or info@BASusa.com.
