A short report every quarter keeps the employer from forgetting what they're paying for, and makes the renewal conversation easy. Keep it to one page, use totals only, and send it on the same schedule every quarter.
What to include
- Enrollment. Employees and dependents enrolled at the start and end of the quarter, and the share of eligible employees enrolled.
- Engagement. How many members had at least one visit or message this quarter, and since the contract started.
- Access. Average time to a first appointment, and to a reply on messages, if you track it.
- Totals. Visits and messages for the group, as totals.
- Billing. Amount billed and paid for the quarter, and any open balance.
- Next steps. Upcoming dates, like open enrollment or renewal, and anything you need from them.
An example
In a made-up example, a second-quarter report reads: 48 employees and 14 dependents enrolled, up from 45 and 12. 71% of eligible employees enrolled. 39 of 62 members had a visit or message this quarter. 84 visits, 132 messages. Same-day or next-day appointments for most requests. $12,600 billed, $12,600 paid.
What to leave out
- Anything about an individual's care.
- Categories with small counts that could identify someone. Here's how to set a minimum.
- Savings claims you can't support.
How to send it
Send it to your main contact within 15 days of quarter end, with a short note offering a call. Keep the format the same each quarter so they can compare.
Where the numbers come from
Enrollment from the census, engagement and visits from your EHR or platform, and billing from your books. If your bookkeeper reconciles employer A/R each month, the billing line takes a minute. More on that.
What I'd do this week
- Build a one-page template with these six sections.
- Fill it in for last quarter for one employer.
- Put the next four send dates on your calendar.
Common questions
Do small employers want a report?
A short one can help. It reminds them why they pay, and it helps at renewal.
Should I include employee satisfaction?
If you survey members, share the totals. Keep comments anonymous and remove anything that identifies someone.
What if the numbers look weak?
Share them anyway, with what you'll do about low engagement, like an on-site session or a reminder email.
Want the billing side of the report ready each quarter?
We reconcile every account every month and send your P&L and Balance Sheet by the 15th, so decisions like this start from real numbers. If that's what you need, apply to work with us.