Enrollment and Onboarding — ICHRA Masters Wiki

Special Enrollment Period (SEP)

The creation of a new ICHRA formally triggers a 60-day Special Enrollment Period (SEP) for all eligible employees. This crucial window allows them to shop for and purchase individual market plans outside of the standard, end-of-year Open Enrollment period. Employees generally need to enroll promptly within their SEP window, and effective dates depend on Marketplace timing rules.

Employee Town Halls

Transitioning from a traditional group plan to an ICHRA is a massive paradigm shift for the workforce. It is highly recommended to host educational Town Halls (in-person or virtually).

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Key Messaging for Town Halls

"The company is no longer choosing your insurance network—you are now the shopper, empowered to pick the plan that best fits your specific family and doctors." TPAs often provide enrollment counselors or dedicated call centers to assist employees one-on-one during this phase.

Opt-Out Waivers

Not every employee will want to participate in the ICHRA (for example, they may prefer to stay on a spouse's group plan, or they may qualify for Medicaid/TRICARE).

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Agent Rule

Maintain clear written documentation of every employee who declines the ICHRA offer. For ALEs, accurate records of offers and declinations are critical for ACA reporting and penalty defense.

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