Holding an enrollment meeting for a new employer group

An employer contract only pays off when employees enroll and use it. The enrollment meeting is where that happens. Keep it short, answer the questions employees ask each other, and leave with signed forms, not a stack of brochures.

Before the meeting

• Get the census and confirm who is eligible. Here are the columns you need.
• Ask the employer for 20 to 30 minutes on paid time.
• Bring a one-page summary and an enrollment link or QR code that works on a phone.

What to cover in 15 minutes

• What it is: your doctor, reachable by text and phone, with same-day or next-day visits.
• What it costs them: what the employer pays and what, if anything, comes out of their check.
• What it is not: it doesn't replace their health insurance for hospital or specialist care.
• How to start: enroll today, then book a first visit.

The questions you will hear

• "Can I keep my current doctor?" Be direct. If they join, you become their primary care doctor.
• "Is my information shared with my boss?" No. Say what the employer will and won't see. More on privacy in employer reports.
• "Can my family join?" Answer from the contract. Covering spouses and children.

Leave with numbers

Count who attended, who enrolled on the spot and who took a form home. In a made-up example, 40 eligible, 31 attended, 18 enrolled that day. Follow up with the other 22 within a week, through the employer's HR contact.

What I'd do this week

• Write a one-page summary in plain language.
• Test the enrollment link on a phone.
• Agree with HR on a follow-up date and a deadline.

Common questions

Should the doctor run the meeting?
Yes, if possible. Staff can handle the forms.

What if half the employees work nights?
Hold two short sessions, or record a 5-minute video the employer shares.

Should I give gifts at the meeting?
Keep it modest and ask your attorney first.