Simple, conversational, and effective: ready-to-use email templates, intranet copy, and printable flyers to help HR explain your pharmacy changes boosting clarity, engagement, and trust during open enrollment.
Table of Contents
- Introduction
Why open enrollment messaging matters and how Intercept Rx helps HR simplify pharmacy benefit communication. - Why clear pharmacy communication is critical
How confusion impacts employees and why clear messaging leads to engagement, trust, and savings. - Key principles for effective open enrollment pharmacy messaging
Six proven tips for creating clear, consistent, and employee-centered pharmacy communications. - Email templates (with suggested subject lines and timing)
Plug-and-play emails HR teams can use before, during, and after open enrollment. - Intranet / internal portal text samples
Ready-to-use intranet copy with headlines, FAQs, and quick links for pharmacy benefit updates. - Printable flyer / poster / one-pager design copy
Simple, visual templates to grab attention and keep employees informed plus design tips and layout ideas. - Suggested timeline / rollout plan
A step-by-step guide showing exactly when to send each communication piece for maximum impact. - Tips & best practices
Smart strategies for testing, tracking, and improving your pharmacy communication year after year. - How Intercept Rx supports your communication efforts
How Intercept Rx partners with HR teams to deliver clear, branded, and effective pharmacy benefit messaging. - Ready to simplify your next open enrollment?
A call to action encouraging HR teams to start early, stay consistent, and reach out for support. - Further reading
Explore additional Intercept Rx resources on pharmacy transparency, optimization, and HR benefit trends. - Key Takeaways
Introduction
Open enrollment season is exciting but let’s be honest, it can also feel overwhelming. Employees are flooded with emails, flyers, and forms, all packed with information they need to understand before making their benefit choices. Amid all that noise, it’s easy for important pharmacy updates to get lost. And when that happens, confusion, missed enrollments, and even frustration can follow.
At Intercept Rx, we get it. As a Pharmacy Benefit Solutions provider and PBM that supports self- and level-funded employers, we’ve seen firsthand how much of a difference clear, simple communication can make. Pharmacy benefits can be tricky to explain with terms like “formulary,” “tier,” and “copay adjustments,” even seasoned HR teams can struggle to make it all click for employees.
That’s why we always recommend starting with the basics. If you haven’t already, check out our Pharmacy Benefits Glossary: Essential Terms Everyone Needs to Know. It’s a quick, plain-language guide that helps HR teams and employees understand common pharmacy terms before open enrollment begins making every conversation that follows much easier.
That’s exactly why we created this Open Enrollment Pharmacy Benefits Communication Pack. It’s a practical toolkit designed to help HR teams communicate with confidence. In this article, I’ll walk you through ready-to-use email templates, intranet copy, and printable flyers, all crafted to make your open enrollment season smoother, more engaging, and far less stressful for everyone.
By the end, you’ll have everything you need to cut through the clutter and clearly explain what’s changing, what’s staying the same, and how employees can make the most of their pharmacy benefits.
Let’s start by looking at why clear pharmacy communication is such a game-changer during open enrollment.
Why clear pharmacy communication is critical
Pharmacy benefits are one of the trickiest parts of open enrollment to explain and also one of the most important. Between formulary updates, tier adjustments, and changes in copays or preferred pharmacies, even small shifts can create big questions for employees. And when those updates aren’t communicated clearly, the confusion spreads fast.
We’ve seen it happen: one unclear email or a missed flyer can lead to hundreds of “Why did my prescription cost more this month?” messages. Poor communication doesn’t just frustrate employees it also leads to unnecessary complaints, low engagement, and even reduced trust in the benefits process. In short, when communication fails, so does adoption.
We know just how significant these benefits really are. In our Reviewing Our Year: How Intercept Rx Delivered Exceptional Pharmacy Savings in 2024, we saw average employer savings of $6,423 per employee. That number alone shows how impactful pharmacy benefits can be and how essential it is to help employees understand the changes that make those savings possible.
Clear communication is the bridge between offering great benefits and having employees truly appreciate them. And the good news? With the right tools and messaging strategy, HR can stay ahead of confusion and make open enrollment feel effortless.
Let’s explore a few key principles that make pharmacy communication during open enrollment more effective, engaging, and stress-free.
Key principles for effective open enrollment pharmacy messaging
When it comes to pharmacy benefits communication, simplicity always wins. Employees need to know what’s changing, what it means for their wallet, and what action to take next. That’s where good messaging makes all the difference.
Here are a few key principles to always keep in mind when helping HR teams craft their pharmacy communications:
Keep it simple and jargon-free
Avoid technical language whenever possible. If you have to use industry terms like “PBM” or “formulary,” take a moment to explain them briefly, for example:
“Your PBM, or Pharmacy Benefit Manager, helps manage the prescription side of your health plan making sure you have access to affordable medications and clear pharmacy benefits.”
It’s amazing how a short explanation can make employees feel more confident and informed.
Be consistent and repeat your message
Repetition builds clarity. One email or flyer won’t do the trick. Most employees need to see or hear something multiple times before it sticks. Use different formats (emails, intranet posts, reminders) to reinforce the same key points throughout the enrollment period.
Use multiple channels to reach everyone
Everyone digests information differently. Some prefer quick emails, while others like to read details on the company intranet or stop by a posted flyer in the break room. Using all three ensures your message reaches every employee, not just the ones who check their inbox regularly.
Add clear calls to action
Every message should answer one simple question: “What should I do next?”
Examples:
- “Check your personalized Rx benefit summary.”
- “Ask your HR team about coverage changes before [date].”
- “Visit [company portal link] to confirm your selections.”
When employees know exactly what to do, confusion drops and engagement rises.
Focus on what matters most to employees
Make your communication employee-centric. Highlight how changes affect their costs, access, and convenience. For example, if your plan now includes $0 copays or free home delivery, spotlight those benefits proudly. These are the details that make people pay attention.
Offer ongoing support and easy resources
Don’t leave employees guessing where to go for answers. Include help desk contacts, FAQ links, and clear instructions on how to enroll or check their pharmacy benefits. Accessibility builds trust and makes HR’s job much easier during open enrollment season.
Clear, consistent communication is about building confidence. When employees feel informed, they make smarter choices, engage more deeply, and appreciate their benefits more fully.
Next, let’s look at the ready-to-use email templates you can plug directly into your open enrollment communication plan.
Email templates (with suggested subject lines and timing)
We all know how busy open enrollment season can get. That’s why we’ve put together a few plug-and-play email templates to help you communicate pharmacy benefit updates clearly and consistently without starting from scratch each time.
You can customize these templates with your company’s tone, key dates, and specific pharmacy changes. Don’t forget to personalize them where possible by adding names, plan options, or links to your benefits portal makes a big difference in engagement.
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Template A: Announcement / Teaser
Subject: Coming Soon: Important Updates to Your Pharmacy Benefits
Timing: 4–6 weeks before open enrollment begins
Body:
Hi [Employee Name],
Open enrollment is just around the corner, and we want you to have everything you need to make the best decisions about your benefits especially your pharmacy coverage.
In the coming weeks, we’ll share more details about what’s new, what’s staying the same, and how to make the most of your pharmacy benefits. Stay tuned for updates, helpful resources, and reminders as open enrollment gets closer.
We’re here to make the process easy and stress-free because understanding your benefits shouldn’t feel complicated.
Warm regards,
[Your HR Team Name]
- Template B: Benefit Changes Explanation
Subject: What’s Changing in Your Pharmacy Benefit – Here’s What You Need to Know
Timing: Mid open enrollment period
Body:
Hi [Employee Name],
Open enrollment is in full swing, and it’s time to take a closer look at your pharmacy benefits for the upcoming plan year.
Here’s a quick overview:
- What’s changing: [Briefly describe key updates such as new formulary, copay tiers, or added preferred pharmacies.]
- What’s staying the same: [Highlight any continued perks, like $0 copays on certain medications or free home delivery.]
- What you need to do: [Include a simple call to action, such as reviewing plan options or confirming enrollment by a specific date.]
We want to make sure you have all the details you need to make confident decisions. If you have questions, our team is happy to help. Reach out anytime at [HR Contact Email or Link].
Thank you for taking a few minutes to review your benefits. It really does make a difference!
Warmly,
[Your HR Team Name]
- Template C: Last Reminder / Deadline Alert
Subject: Last Chance: Review & Confirm Your Pharmacy Benefits
Timing: Final week of open enrollment
Body:
Hi [Employee Name],
A quick reminder: open enrollment ends on [date], so now’s the time to double-check your pharmacy benefit selections.
If you haven’t yet reviewed your plan or made your choices, please take a moment to log in to [Portal Link] and confirm everything before the deadline.
Need help? Our team is here to guide you through the process. You can reach us at [HR Contact Email or Phone].
Don’t miss your chance to make the most of your pharmacy benefits this year!
Best,
[Your HR Team Name]
- Template D: Post-Enrollment Confirmation
Subject: Your Pharmacy Benefit Selections Are Confirmed
Timing: After enrollment closes
Body:
Hi [Employee Name],
Thank you for completing your open enrollment! Your pharmacy benefit selections for the upcoming plan year have been confirmed.
Here’s what’s next:
- Coverage start date: [Insert date]
- Quick reminders: [Note any ID card mailings, formulary updates, or helpful resources.]
- Where to get help: [Include FAQ link, HR contact, or benefits portal.]
We’re excited to continue supporting your health and well-being this year and to make accessing your prescriptions easier and more affordable than ever.
If you have any questions about your coverage or next steps, don’t hesitate to reach out.
Warm regards,
[Your HR Team Name]
These templates are meant to save time, reduce stress, and help employees actually read what you send them (which, let’s face it, is half the battle during open enrollment!).
Next, let’s move on to something just as important: your intranet and internal portal messaging, where employees can find quick answers and clarity any time they need it.
Intranet / internal portal text samples
The company intranet or HR portal is often the first place employees go when they have benefits questions, especially during open enrollment. That’s why keeping this page simple, visual, and easy to skim is key. Here’s an example layout and copy you can use or adapt for your own site.
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Headline:
Your Pharmacy Benefit Changes – What You Need to Know
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Intro blurb:
Open enrollment is here! This year, we’ve made some updates to your pharmacy benefits to help you save more and access your prescriptions with less hassle. Below, you’ll find a quick summary of what’s changing, what’s staying the same, and what steps you need to take before enrollment closes.
If you want to dive deeper, we’ve also included links to FAQs, helpful resources, and your HR contact information (everything you need in one place).
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Quick Summary:
Here’s what’s changing:
[Add 2–3 concise bullets, e.g. “New preferred pharmacy network,” “Updated formulary list for 2026,” “Adjusted copay tiers for specialty medications.”]
Here’s what’s staying the same:
[Add 2–3 reassuring points, e.g. “$0 copays on generic maintenance meds,” “Free home delivery through Intercept Rx,” “Access to 24/7 pharmacist support.”]
What you need to do:
- Log in to your benefits portal before [date].
- Review your pharmacy benefit summary.
- Confirm your selections to ensure continuous coverage.
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Helpful Resources:
📄 [Download your Pharmacy Benefit Summary (PDF)]
❓ [Visit our FAQ Page]
📬 [Submit a Question or Contact HR]
🧭 Learn more about how our PBM partner, Intercept Rx, helps reduce pharmacy costs.
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FAQ Section:
Q: Will my medications change tiers?
A: Some medications may move to a different tier based on the updated formulary. Check your personalized pharmacy benefit summary for details.
Q: How do I enroll?
A: Log in to the benefits portal using your employee credentials, select your pharmacy plan, and submit your choices before [date].
Q: Who can I ask if I have issues or questions?
A: Your HR team is here to help! You can contact us directly at [HR Email / Phone].
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Reminder Box:
📅 Open Enrollment Ends on [Date]!
Don’t wait until the last minute to review your benefits and confirm your selections today.
A well-organized intranet page saves HR countless emails and helps employees feel supported. Next, let’s look at how you can turn these same key messages into printable flyers and posters that grab attention in offices, warehouses, or break rooms.
Printable flyer / poster / one-pager design copy
Not everyone reads every email or checks the intranet daily and that’s okay. That’s why having printable materials like flyers, one-pagers, or posters is such a powerful part of your open enrollment communication plan. These visuals grab attention in offices, warehouses, and break rooms giving quick, clear reminders that help employees stay informed.
Here’s an easy structure you can follow for your flyer or poster:
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Headline:
Understanding Your Pharmacy Benefit Changes
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Section 1: What’s Changing
Keep this section short and bulleted. Focus on the most important pharmacy updates employees need to know – no extra details or fine print.
Examples:
- Updated formulary for the 2026 plan year
- New preferred pharmacy network
- Adjusted copay tiers for specialty medications
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Section 2: What’s Staying the Same (The Good News!)
Highlight what employees can count on, especially the benefits that save them money or make life easier.
Examples:
- $0 copays on generic maintenance medications
- Free home delivery through Intercept Rx
- Continued 24/7 pharmacist support
- Access to trusted pharmacy partners nationwide
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Section 3: What You Need to Do
This section should include a clear call to action and key dates:
- Review your pharmacy benefits on the employee portal by [date]
- Confirm your selections before the enrollment deadline
- Contact [HR Email/Phone] if you have questions or need help enrolling
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Visual Cues & Design Ideas
Add friendly, easy-to-recognize icons such as:
💊 Pill bottle – for “What’s Changing”
📅 Calendar – for deadlines
💬 Help desk / headset icon – for HR support
🏠 Home symbol – for home delivery options
Use colors that match your company’s branding and keep the layout clean with enough white space to make it easy to read at a glance.
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Suggested Formats:
- Letter size (8.5 x 11”) – for print distribution
- Half-sheet handouts – great for employee meetings or paystub inserts
- Poster size – perfect for break rooms or office bulletin boards
You can also save your flyer as a PDF or digital image (JPG/PNG) for quick sharing in internal chats, newsletters, or virtual notice boards.
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Bonus Tip: Showcase Your Company’s Style
If your HR or marketing team already has a media kit or design toolkit, this is the perfect time to use it. Add your logo, brand colors, and visual style to make all communication feel unified and professional.
(We’ve added a small visual preview here to show what a branded flyer mockup could look like just enough to inspire HR teams without revealing the full contents of our internal kit.)
Suggested timeline / rollout plan
Timing is everything during open enrollment. Sending all your communication at once can overwhelm employees, but spacing it out strategically helps messages stick and keeps pharmacy benefit updates top of mind throughout the entire period.
Here’s a simple week-by-week rollout plan we recommend for HR teams:
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6 weeks before open enrollment
Kick things off early!
- Send Template A (Announcement / Teaser) to give employees a heads-up that changes are coming.
- Post a short intranet teaser with a friendly reminder: “Open enrollment starts soon! Stay tuned for updates to your pharmacy benefits!”
This helps employees start paying attention before the flood of other open enrollment communications begins. -
4 weeks before open enrollment
Now it’s time to add detail.
- Publish your intranet article outlining what’s changing and what’s staying the same.
- Distribute printable flyers or post digital versions on company channels.
This is your moment to set the tone – clear, consistent, and helpful.
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3 weeks before open enrollment
Send Template B (Benefit Changes Explanation).
This is your main educational email, summarizing the pharmacy updates in plain language and linking to deeper resources (like FAQs or your benefits portal).
Tip: Make this email easy to scan by using short paragraphs and bullet points so employees can find what matters most to them quickly.
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2 weeks before open enrollment
Keep the message alive!
- Post a reminder on the intranet highlighting key deadlines and FAQs.
- Refresh your flyers and posters in high-traffic areas to maintain visibility.
This mid-cycle push keeps momentum strong and helps employees who may have missed your first communications.
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1 week before open enrollment ends
Time for the final push.
- Send Template C (Last Reminder / Deadline Alert) to make sure everyone reviews and confirms their pharmacy benefits before the deadline.
- Keep the tone friendly but firm, something like: “There’s still time to check your pharmacy coverage but don’t wait too long!”
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After open enrollment
Once enrollment closes, wrap things up clearly and professionally.
- Send Template D (Post-Enrollment Confirmation) to thank employees and confirm their selections.
- Publish a recap or FAQ update on the intranet for quick reference.
This final step reinforces trust and shows employees that your communication doesn’t stop once enrollment ends, it’s about ongoing support.
A clear rollout plan like this keeps everything organized and predictable for both HR and employees. Next, let’s look at some simple but powerful best practices that can take your pharmacy benefit communications from good to great.
Tips & best practices
Even the best communication plan can fall flat without the right strategy behind it. Over the years, we’ve found that a few small tweaks can make a big difference in how employees receive and engage with pharmacy benefit updates. Here are some of the best practices to make your open enrollment communications even stronger:
Test your messaging internally first
Before sending anything company-wide, try sharing your emails or flyers with a small test grouP, maybe a few team members from different departments. Ask them what stood out, what was confusing, and whether they’d take action after reading it. You’ll be surprised how much valuable feedback you’ll get from a fresh perspective.
Experiment with A/B subject lines
Subject lines make or break your open rates. Try sending two versions of the same email to small segments of your audience, one with a straightforward headline (“Updates to Your Pharmacy Benefits”), and one that’s a little more engaging (“Pharmacy Benefits Are Changing – Here’s How You Can Save”). See which one performs better, then use that insight for future sends.
Track what matters most
Once your communications are rolling out, track the numbers that tell the real story:
- Email open rates – Are employees actually reading your messages?
- Intranet clicks – Which posts get the most traffic?
- Help desk volume – Are questions going down as clarity goes up?
- Enrollment rates – Are employees completing their pharmacy selections on time?
These metrics help you fine-tune your approach every year and show leadership the value of your communication strategy.
Follow up on common questions
If you notice recurring questions (“Is my medication still covered?” or “Do I need a new card?”), send a quick follow-up email or intranet post addressing them directly. It shows employees that you’re listening and saves HR from answering the same question 50 times.
Host Q&A sessions or “office hours”
Sometimes employees just need a live space to ask questions. Consider hosting an optional short virtual or in-person Q&A session with your HR or benefits team. It’s a great way to build trust, clear up confusion, and put a friendly face behind your company’s benefits communication.
Keep your FAQs alive
Your FAQ page should evolve throughout the open enrollment process. Keep updating it as new questions come in so employees always have the latest, clearest answers at their fingertips.
The more you test, track, and adapt your approach, the smoother each open enrollment season will become. And over time, your employees will start to view these updates as genuinely helpful guidance.
Next, let’s look at how Intercept Rx supports HR teams like yours with ready-to-use tools, communication assets, and pharmacy benefit solutions that make all of this easier.
How Intercept Rx supports your communication efforts
At Intercept Rx, we believe that clear communication is just as important as the benefits themselves. After all, even the best pharmacy benefit program won’t make an impact if employees don’t understand how to use it or if they feel unsure about what’s changing.
That’s why, as a Pharmacy Benefit Solutions provider and PBM, we go beyond managing pharmacy claims. We partner with HR teams to make open enrollment smoother, simpler, and far more effective.
We provide tools and resources designed specifically to make your life easier, things like:
- Custom flyers and posters that match your company’s branding and highlight key benefit updates.
- Editable email templates you can send to employees at every stage of open enrollment.
- Infographics and quick-reference guides that explain complex pharmacy terms in plain language.
These resources are part of our commitment to help employers deliver not just cost savings, but also clarity and confidence to every member. Because when employees feel informed, they engage more and that leads to better health outcomes, stronger satisfaction, and fewer headaches for HR.
For more on how Intercept Rx simplifies communication and delivers measurable pharmacy savings, explore these resources:
- Rx Optimization Program Explained: How It Reduces Costs and Improves Pharmacy Benefits for Employers and Employees
- 2026 Employer’s Guide to Pharmacy Benefit Transparency
Clear communication drives results and we’re here to make sure you have every tool you need to succeed.
Next, let’s wrap up with a short conclusion that brings it all together and encourages HR teams to take the next step with confidence.
Ready to simplify your next open enrollment?
Open enrollment doesn’t have to feel overwhelming, not for HR teams and not for employees. With the right communication plan, you can turn what’s often a stressful season into an opportunity to build trust, engagement, and understanding around your pharmacy benefits.
By starting early, keeping your messaging simple, and using the templates and tools we’ve shared here, you’ll make it easier for employees to stay informed and confident about their coverage choices. Remember, clarity leads to confidence and confident employees make better decisions for their health and their families.
We’re here to make that process even easier. Whether you need help customizing your flyers, tailoring your email templates, or explaining pharmacy benefit updates in plain language, our team is ready to support you every step of the way.
Ready to simplify your next open enrollment season?
Reach out to your Intercept Rx team to see how we can help you communicate pharmacy benefit changes clearly and effectively while driving real savings for your company and your employees.
Further Reading
Looking for more practical insights and resources to strengthen your pharmacy benefit strategy? Explore these helpful guides from Intercept Rx:
- To dig deeper into transparency and strategic cost reduction, check out our 2026 Employer’s Guide to Pharmacy Benefit Transparency.
- Learn how our Rx Optimization Program really works to reduce costs and improve benefits for employers and employees in Rx Optimization Program Explained: How It Reduces Costs and Improves Pharmacy Benefits for Employers and Employees.
- Explore HR trends shaping the future of employee benefits in 7 Key HR Trends for 2025–2026: How Employers Are Redefining Benefits to Attract and Retain Top Talent.
Key Takeaways
- Clarity drives confidence. Clear, simple communication helps employees understand their pharmacy benefits reducing confusion, complaints, and frustration during open enrollment.
- Consistency matters. One email isn’t enough. Use multiple channels like email, intranet, and flyers to reinforce your message and reach every employee.
- The right tools save time. Ready-to-use templates, internal copy, and flyers make it easy for HR teams to roll out effective, consistent communication with minimal effort.
- Start early and stay visible. Launch your communication plan 4–6 weeks before open enrollment begins to give employees time to review, ask questions, and feel confident in their choices.
- Track, test, and adapt. Measure engagement with open rates, clicks, and help desk trends. Use that data to make your communication strategy stronger each year.
- Employees want clarity, not complexity. Focus on what pharmacy benefit changes mean for them: cost, convenience, and access.
- Intercept Rx can help. As a Pharmacy Benefit Solutions provider and PBM, Intercept Rx offers tools, resources, and tailored communication support to make open enrollment smoother and more effective for HR teams and employees alike.
