Employer-Sponsored Health Insurance Plan Renewal Checklist for Massachusetts

Pre-Renewal Planning (60-90 days before renewal)

Legal and Compliance Review

• Review Massachusetts health insurance mandates and ensure continued compliance

• Verify MassHealth Connector requirements for applicable group sizes

• Check Massachusetts Fair Share Contribution obligations

• Ensure compliance with Massachusetts Paid Family and Medical Leave 

Current Plan Analysis

• Review employee satisfaction surveys from current plan

• Assess current premium costs vs. budget projections

• Evaluate network adequacy in Massachusetts service areas

• Document any plan performance issues or member complaints

Market Research and Options (60-90 days before renewal)

Carrier and Plan Evaluation

• Have Broker Request renewal quotes from current carrier(s)

• Obtain competitive quotes from other Massachusetts-licensed carriers

• Compare plan designs (deductibles, copays, coinsurance, out-of-pocket maximums)

• Evaluate provider networks for Massachusetts locations

• Review prescription drug formularies and coverage

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Financial Planning and Budgeting (45-60 days before renewal)

Cost Analysis

• Analyze employee contribution strategies

• Review premium allocation methods (composite vs. age-banded)

• Budget for potential rate increases

Supplemental Benefits Review

• Evaluate dental and vision plan renewals

• Review life and disability insurance options

• Assess voluntary benefit offerings 

Decision Making and Selection (30-45 days before renewal)

Plan Selection Process

• Present options to decision-making committee

• Model different scenarios for employee impact

• Finalize plan design selections

Documentation and Contracts

• Review master group contract terms and conditions

• Verify effective dates and transition timelines

• Confirm billing and payment procedures

• Document any special arrangements or accommodations

Implementation and Communication (15-30 days before renewal)

Administrative Setup

• Complete carrier enrollment paperwork

• Update payroll system for new deductions

• Coordinate with benefits administration platform if needed

Employee Communication

• Develop comprehensive communication strategy

• Create employee announcement materials

• Schedule information sessions or webinars

• Prepare FAQ documents addressing common questions

• Distribute new plan summaries and benefit guides

Final Steps (0-15 days before renewal)

Last-Minute Preparations

• Conduct final enrollment audit

• Verify all employee elections are properly recorded

• Confirm coverage effective dates

• Distribute new insurance cards and materials

• Update employee handbook and HR policies

Post-Renewal Follow-up

• Address any transition issues promptly

• Schedule quarterly review meetings with broker

• Plan for mid-year check-ins on plan performance

• Document lessons learned for next renewal cycle

Massachusetts-Specific Considerations

State Requirements

• Verify MassHealth Connector small group requirements (if applicable)

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This checklist ensures comprehensive coverage of all critical aspects of health insurance plan renewal while addressing Massachusetts-specific requirements and considerations.