Sample Planning Timeline

ABC Organization
Sample Planning Annual Timeline

JANUARY

• Using Denman’s MyWave turnkey, pre-developed resources, finalize annual employee educational campaign (topics/distribution mediums/materials/goals)

EARLY FEBRUARY

• Prior Oct/Nov Open Enrollment Process Debrief – want went well, what can be improved in future
• Denman preliminary briefing on year end Plan Year claims status (how the year wrapped up); define upcoming renewal planning objectives (big picture) and review planning timeline (get consensus)
• Healthcare Reform – status update/briefing

MARCH – STRATEGIC PLANNING MEETING

• Guided Planning Strategy (GPS) claims utilization review
• Re-discuss 1 yr and 3 yrs planning goals, cost containment initiatives, risk management options, etc.

MAY

• Denman to meet with ABC Organization’s HR/Finance and other key decision makers to review preliminary January 1 plan renewal estimates
• Identify cost savings opportunities; identify which plans a market RFP would be appropriate and why
• Re-review planning timeline (target decisions no later than mid-September)
• If new programs, vendors, etc. are being proposed or evaluated, schedule evaluation/pre-quality meetings

JULY

• Denman to meet with ABC Organization’s vendors to review renewals goals, set expectations, review preliminary options to consider, etc.

EARLY AUGUST

• Denman to meet with ABC Organization’s HR/Finance and other key decision makers to review renewals/cost projections, terms, options and preliminary recommendations

LATE AUGUST

• Denman to conduct ongoing negotiations with vendors as may be necessary, refine options and communicate such to ABC organization
• Denman, in conjunction with HR/Finance or solely, present final recommendations to the organization’s Board, Executive team, commissioners, etc. if appropriate

EARLY SEPTEMBER

• January 1st renewal decisions to be made

LATE SEPTEMBER/OCTOBER

• Denman to work with vendors to get all necessary open enrollment documents prepared and prepare/assist ABC Organization in scheduling/announcing Open Enrollment strategy to employees (target Oct/early Nov.)
• NOTE: per Healthcare Reform for 2012 – any material plan changes must be announced (via memo for example) to employees 60-days prior to effective date (for 1/1 renewals, this means no later than 11/1)
• Denman/ABC Organization to prepare open enrollment presentation and materials, invite all applicable plan vendors to attend Open Enrollment as appropriate
• Denman to remind/provide necessary compliance guidance and model notices, etc.

NOVEMBER/DECEMBER

• Attend to all other open enrollment / plan changes / set up details with all vendors as appropriate

JANUARY 1ST - BENEFIT PLANS RENEWAL EFFECTIVE DATE