The fall is a good time for employers to review the annual notices that must be distributed to employees. Some notices are distributed at open enrollment, and others are distributed at set times during the year. While each employer may have different notice distribution requirements depending on several factors, including size of organization and types of plans offered, a summary of employee notices and timing follows:
- HIPAA Notice of Privacy Practices- Provide at initial enrollment in the health plan and every three years. Many employers will include with open enrollment materials.
- Health Care Exchange Notice- Distribute upon hire. Many employers will include with open enrollment materials.
- SBC, Summary of Benefits and Coverage- Distribute with open enrollment materials. Also at initial enrollment and upon request.
- Women’s Health and Cancer Rights Act Notice- Provide annually and at initial enrollment. Many employers include with open enrollment materials.
- CHIP Notice- Provide annually and upon initial eligibility. Many employers to include with open enrollment materials.
- Medicare Part D Notice of Creditable Coverage- Send by October 15 each year.
- Special Enrollment Rights Notice- Distribute upon initial enrollment and at annual enrollment.
- Summary Annual Report (SAR)- Due 9 months after the end of the plan year.
Employers should get their benefit house in order and confirm that all required notices are being distributed to employees.