HighRoads Launches Free Compliance Assessment Tool for Checkup on Employee Health Benefits Communication Practices
November 7, 2011HighRoads, the industry leader in employer health care compliance and benefits management, today launched its online Compliance Assessment Tool, a free high-level analysis of how a company is performing in critical communication practices required by ERISA, HIPAA, FMLA and other regulatory bodies. In just minutes, an HR professional can answer the assessment questionnaire and get a score and informative recommendations in areas that need improvement.
“The need for compliant, effective health benefits communications continues to grow, particularly in light of proposed new 2012 regulations, such as the Summary of Benefits Coverage, that may increase the communications burden on employers,” said Kim Buckey, SPD Practice Lead, HighRoads. “The HighRoads Compliance Assessment Tool is an efficient way to get a sense of how well your company is performing in meeting the communication needs of employees, and the specific requirements of federal agencies,” Buckey added.
The HighRoads Compliance Assessment examines four major activities that are essential to communications compliance. Each section is graded Poor, Okay or Good based on user responses.
- Content: Must be thorough, understandable and include all required language.
- Process: Historical and current versions need to be readily available. Using vendor supplied material for SPDs (Summary Plan Description) runs the risk of noncompliance. SPDs should be distinct from the actual plan document and should reflect the company’s communications brand, tone and style.
- Timing: Updated materials are distributed on a timely basis in accordance with regulatory requirements. Ideally, some of these processes are automated.
- Distribution: Electronic distribution of plan information should be verified with confirmation of delivery to an email address. Paper distribution must be available should electronic delivery fail.
HighRoads serves a large number of employers which offer self-insured employee benefits plans. On behalf of these companies, HighRoads prepares Summary Plan Documents (SPDs) and Summary Material Modifications to communicate with the employers’ plan participants, and provides an automated system to ensure timely, accurate distribution and updating.
“As we head into the next year of reform, HighRoads thought it was the right time to offer companies a free checkup on their communication practices. Based on HighRoads research we know there is still considerable variance in the methods used to achieve full compliance regarding SPDs, for example. This assessment gives companies a benchmark by which to consider areas of improvement,” said Buckey.
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