How do we communicate changes to employees effectively and transparently?

Even the best plan design can fail if employees do not understand what is changing or why. Successful communication is clear, honest, and empathetic, focusing on what matters most to employees (access, affordability, and ease of use).

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Start early and lead with “why”
Employees are more receptive when they understand the reason behind a change. Whether the goal is better access, cost control, or simplification, explain why before what.

Example:
“We are updating our health plan to make care simpler and more affordable, with $0 access to primary care, mental health, and virtual visits.”

Begin communicating six to eight weeks before open enrollment to give employees time to absorb the information and ask questions.

Keep it simple and human
Avoid industry jargon such as “coinsurance” or “Minimum Value.” Use plain language and emphasize real-world benefits.

Instead of: “We are introducing a High Deductible Health Plan with a new HSA contribution strategy.”

Say:“We are updating the plan so you can save on premiums and still access $0 primary care whenever you need it.”

Use examples and visuals—such as “If you wake up sick, here’s what to do”—to make benefits easier to understand.

Be transparent about what is changing and what is staying the same
Employees value honesty over spin. If deductibles, networks, or contributions are changing, explain it clearly and provide context.

Example:“Your monthly premium will stay the same, but your deductible is increasing by $500. To offset that, we are adding $0 virtual primary care so you can get care earlier at no cost.”

Use multiple channels and repeat your message
Different employees absorb information in different ways. Use a mix of communication methods and reinforce key messages regularly:

• Simple email summaries and FAQs.
• Live or virtual information sessions.
• Text messages or short videos for quick updates.
• Manager talking points for in-person conversations.

Repetition builds confidence and ensures that all employees, including part-time, hourly, and remote staff, understand the changes.

Focus on what employees gain
Highlight the improvements that make their healthcare experience easier and more valuable. Emphasize access, convenience, and savings.

Example:

“You now have unlimited $0 primary care visits, both virtual and in-home, plus $0 mental health support. No copays, no confusion, just simple care when you need it.”

Create clear, visual reference tools
Provide resources that employees can revisit at any time:

• One-page “What’s Changing and What’s New” summaries.
• Side-by-side plan comparison charts.
• Short videos or infographics showing how to access care.
• FAQs for common questions.
• Brand all materials in your company’s tone and style to create familiarity and build trust.
  
  

Offer live support and feedback channels
Make it easy for employees to ask questions and get help when needed:

• Virtual Q&A sessions.
• HR office hours or drop-in sessions.
• Dedicated email or chat support for enrollment questions.

Active communication turns uncertainty into engagement and confidence.

Vitable simplifies communication with a clear message that employees understand: “$0 access to primary care, mental health, and prescriptions, anytime, anywhere.” Vitable provides employee-ready materials, launch support, and live demos to ensure every team member understands and uses their benefits from day one.

Communicate with clarity, empathy, and consistency:

• Lead with why.
• Keep messages simple and relatable.
• Be transparent about both changes and improvements.
• Use multiple communication channels and reinforce messages over time.
  
  

When employees understand their benefits, they use them (and when they use them, your plan performs better). With Vitable as part of your communication strategy, every change feels like a meaningful improvement, not just an adjustment.

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