Congratulations on your decision to complete a dependent verification audit! This strategic audit will guarantee that every person on your company’s health plan is actually eligible to receive coverage, which will support compliance and cost-saving efforts for your organization.
However, deciding to complete an audit is one thing. Effectively and tactfully communicating this decision to your employees is another animal entirely. Just the word ‘audit’ can instill a negative tone across an organization.
Get ahead of the game with a comprehensive communication plan to clearly and concisely convey processes, requirements and timelines, and to reassure employees that this routine process is not a punishment but a common business best practice.
1.) Keep Employees In The Loop
Like most things in life, waiting until the last minute to communicate your audit to employees is a recipe for disaster. Prompt communication will allow plenty of time for your employees to ask questions and prepare the necessary documents to complete the audit. Put yourself in their shoes – how would you feel if your employer gave you one week to essentially prove that you and your family are eligible to receive benefits?
How early should you start informing your employee base? Ideally, as early as possible. But in general, we recommend communicating the audit at least 3-4 weeks prior to document submission.
Use Multiple Channels
Your workforce is likely comprised of multiple demographics. Incorporating multiple communication points into your plan will help make sure that you are reaching each employee population via the channels that they respond to best. Consider using both print and digital communication opportunities for the best results: posters, postcards, email announcements, social media (private group, company Slack, etc.), text message alerts, video, carrier pigeons – whatever it takes!
Use Layman’s Terms
Most employees are not going to know the ins and outs of HR acronyms. When crafting communications, use industry jargon sparingly and take the time to spell out and define technical terms when necessary.
Set The Appropriate Tone
As noted earlier, the word ‘audit’ has a fairly negative connotation. Put your best foot forward and encourage a positive mindset throughout your communications by carefully choosing your words. Avoid using words with a negative tone like ‘must’, ‘penal