The first meeting with an employer is for listening. You want to learn who works there, what they offer today, who makes the decision and how they pay their vendors. Bring this list, take notes, and don't quote a price until you have the answers.
About the workforce
- How many employees do you have, and how many are full time?
- Where do most of them live?
- About how many have spouses or children who might enroll?
- How long do employees usually stay?
- Do you have more than one location or shift?
About current benefits
- What health plan do you offer now, and when does your plan year start?
- Is the plan fully insured, level funded or self funded? Here's what those mean.
- What do employees complain about most: cost, wait times or something else?
- Do you work with a benefits broker?
About the decision
- Who decides on a new benefit, and who else needs to agree?
- When would you want it to start?
- What would make this worth renewing a year from now?
About paying
- Would the company pay the full fee, or share it with employees?
- Do you pay vendors by ACH, check or card?
- Who approves invoices, and how long does approval usually take?
- Who would send us the employee list each month?
The payment questions matter as much as the others. A contract that pays 60 days late costs you cash every month. Here's how to handle late employer invoices.
After the meeting
Write up your notes the same day. Estimate how many members the group might add and what care they're likely to use. Then check the numbers against your capacity and your floor price before you send a proposal.
What I'd do this week
- Print this list for your next employer meeting.
- Add any questions specific to your town or your practice.
- Make a one-page notes template with these headings.
Common questions
Should I bring pricing to the first meeting?
I'd bring a range at most. A firm price before you know the group's size and needs is easy to regret.
What if they won't share their health plan details?
That's fine for a first meeting. The plan year and who decides matter most early on.
Should the broker be in the meeting?
If the employer has one, it helps. The broker may know the plan details and the timing.
Want your numbers ready before the next meeting?
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.