Here Is Your Ultimate Open Enrollment Marketing Checklist

If you only do one big marketing push each year, make it this one.

Open enrollment season is the ultimate moment to promote your membership plan. Why? Because your patients are already thinking about coverage. They’re reading fine print. They’re trying to understand what’s included (and what’s not).

That means you don’t have to create interest. You just have to be visible when they’re looking for clarity.

This checklist will help you stay organized, get your team aligned, and make sure your membership plan gets the spotlight it deserves.

1. Start with your team

Your team is your front line. They’re the ones having those day-to-day conversations where patients mention coverage changes, missed benefits, or rising costs.

Before you kick off any external marketing, make sure your team feels confident talking about your membership plan. A quick refresher goes a long way:

• Host a short huddle or virtual training. Walk through what’s included in your plan, what it costs, and how monthly payments work.
  
• Create cheat sheets or scripting cards. Give your front desk and hygienists a few ready-to-go phrases like:
  
  
  “A lot of patients are switching to our membership plan this time of year because it’s simpler than insurance.”
  
  
• Set goals and celebrate wins. Whether that’s sign-ups, renewals, or referrals, share progress weekly to keep everyone motivated.
  

When your team believes in the plan, your patients will too.

2. Refresh your marketing materials

Now’s the perfect time to make sure all your plan info is accurate and easy to find. Think of it as a little “spring cleaning” for your marketing, only it’s happening in the fall.

• Check your website. Does your membership page explain what’s included and link directly to your DentalHQ sign-up page?
  
• Update signage and flyers. Add a line about monthly payments or preventive care savings to keep things current.
  
• Use QR codes. They’re quick, modern, and perfect for front desk displays or treatment room counters.
  
• Print a few updated brochures. Even if you go mostly digital, it’s helpful to have physical materials for patients who prefer something in hand.
  

3. Plan your patient outreach

Open enrollment is all about timing. A few light, strategic touches over 4–6 weeks can create serious results.

Try this simple outreach cadence:

• Week 1: Send an announcement email introducing open enrollment and your membership plan as an easy alternative.
  
• Week 3: Follow up with a “Don’t miss your benefits” message reminding patients about expiring insurance or unused flex dollars.
  
• Week 5: Wrap it up with a “Final call” email. Something simple like: “Still deciding on coverage? Our membership plan keeps care affordable year-round.”
  

Pro tip: Use DentalHQ’s Marketing Hub to streamline these campaigns. You can customize pre-written templates, schedule them in advance, and track engagement, which would save you tons of time.

4. Go social (and stay consistent)

Your social media is where patients see the personality behind your practice. It’s also where they go for quick reminders.

This season, post 1–2 times per week about your membership plan. Need ideas?

• A short video of your doctor explaining why the plan exists.
  
• A photo of your team holding “Ask us about our membership plan!” signs.
  
• A carousel post that breaks down benefits like “No deductibles. No waiting periods. No confusion.”
  

Use language that feels friendly and natural, not salesy. Phrases like “coverage without the headache” or “care that fits your budget” resonate more than insurance jargon.

And don’t forget to add your membership link to your bio!

5. Make your plan impossible to miss

Small touches can make a big impact:

• Add a blurb to your appointment confirmation emails: “Ask us about our membership plan. It’s simple, affordable dental care without insurance.”
  
• Include a short reminder on treatment plans or statements.
  
• Drop a flyer or card into new patient welcome folders.
  
• Train your team to mention it naturally during checkout or re-care scheduling.
  

Repetition builds familiarity. Familiarity builds trust.

6. Measure, tweak, repeat

Track what’s working. Are more patients asking about the plan after an email or a social post? Are most new sign-ups coming from your website or in-office conversations?

Use that data to focus your efforts where they make the biggest difference. And don’t forget to celebrate progress with your team. Every new member counts toward predictable revenue and stronger patient relationships.

Final thoughts

Open enrollment season might feel hectic, but it’s also one of the most powerful growth windows of the year. With just a bit of structure and some steady outreach, your membership plan can become the go-to solution patients are looking for.

So grab this checklist, share it with your team, and get ready to grow.

DentalHQ makes it easy with tools for automated renewals, pre-built email templates, and flexible monthly payment options that make your plan simple to promote and even simpler to manage.