As open enrollment approaches, teams often find themselves juggling tight timelines and competing priorities. Final materials need to be translated and reviewed, events are being scheduled, and questions start coming in from every direction.
For organizations managing language access, this stretch can be especially intense. But there’s still time to prepare without rushing through the details that matter.
Start With What Still Needs Translation
Review what’s already been completed and what still needs to be sent out. Focus first on the materials with fixed deadlines, like plan notices or enrollment guides. These are the documents people depend on to make informed decisions.
Check if any content from last year can be reused with small updates. If so, flag it for quick review. That way, you’re not starting from scratch when you don’t have to.
Check Your Language List and File Formats
Even if you already know which languages are needed, it’s worth confirming again. Language needs can shift depending on the audience or service area. Catching changes now can help prevent delays later.
File format also makes a difference. Make sure documents are editable and ready for translation. This helps avoid back-and-forth and keeps production moving.
Confirm Interpretation for Events and Support Channels
Open enrollment isn’t just about written materials. If you’re hosting webinars or staffing a support line, real-time language access matters too. Interpretation needs to be scheduled in advance, especially during busy seasons.
Make sure your teams know who to contact and how to request interpreters. If you’re promoting events, let people know language support will be available.
Make Sure Teams Are Aligned
Once translated materials are ready, make sure the right versions are being shared. Check in with internal teams to confirm they have what they need. This includes outreach coordinators, digital teams, and anyone answering questions.
If changes have been made recently, send out a short recap. A quick reminder can go a long way in preventing confusion once enrollment starts.
Finish Strong With the Right Support
Open enrollment always comes with pressure, but that doesn’t mean it has to feel chaotic. A few small steps now can help your team stay organized and confident.
Propio partners with healthcare organizations and agencies to deliver language support that fits open enrollment timelines. We handle translation, interpretation, and formatting with accuracy and flexibility, even when time is tight.
If you’re heading into the final stretch and need support, we’re ready to help.
