The renewal notice usually lands a few weeks before your plan year starts. The number is higher than last year, the deadline is close, and it can feel like the only choice is to sign. It is not. A renewal is an offer, and you have more room to respond than the letter suggests. Here is how we walk employers through it.
Start with what actually changed
Before reacting to the total, line up this year against last year. We put the two side by side and explain each moving part:
- Premium by tier. Employee only, employee plus spouse, employee plus children and family can change by different amounts.
- Plan design. Check the deductible, out of pocket maximum, copays and prescription tiers. Sometimes a plan quietly shifts more cost to employees.
- Network. Confirm the doctors and hospitals your team uses are still in network.
- Census. Ages, headcount and who is enrolled all affect the rate. Make sure the insurer is pricing your current group, not an old list.
Knowing which piece moved tells you which lever to pull.
Gather what you need first
A good review moves faster when the paperwork is in one place. Pull together your renewal notice, your current plan summaries, the latest employee census and any notes on what your team has said about the plan. If employees have mentioned trouble finding a doctor or surprise bills, write that down too. Those details shape which options are worth pricing, and they help us explain the choices in terms your team will recognize.
Know your real deadline
The date on the notice is when the insurer wants an answer. Some decisions, like adding a plan option or changing what the company contributes, take time to set up and explain to employees. Mark the date, then work backward. We help you build a short timeline so nothing gets decided in a rush the week before.
Look at plan design before you look elsewhere
Often the fastest relief comes from adjusting what you already have. Options we explain include:
- Offering a second plan with a different deductible so employees can choose.
- Pairing a higher deductible plan with a health savings account or a health reimbursement arrangement.
- Changing how the company contribution is set, for example a fixed dollar amount instead of a share of the premium.
- Reviewing prescription coverage, which is often a large part of the cost.
Each option has tradeoffs for your employees, and we lay those out in plain terms so you can decide what fits your people.
Compare the market
Your renewal is one price from one insurer. As your brokers, we can request quotes from other insurers using the same census and similar plan designs, so you are comparing like with like. A quote that looks lower but has a narrower network or higher deductible is not a true comparison, and we point that out.
One note for New York employers: rules for small groups under 100 employees work differently in New York, so group health options there depend on your size. Call us and we will explain what applies to your business.
Think about funding, not only the carrier price
Depending on your size and how healthy your group is, there may be other ways to fund a plan, such as level funded arrangements. These are not right for every employer. We explain how they work, what risk you take on and when they make sense, so you can judge for yourself.
Talk to your employees early
Whatever you choose, your team will notice changes to their paycheck deductions or their deductible. A short, clear explanation before open enrollment prevents confusion and keeps trust. We provide simple summaries you can share, and we can walk employees through their options.
Keep the bigger picture in view
Health coverage is one of the main reasons people join and stay at a company. The goal is not only the lowest premium this year. It is a plan your business can afford and your employees value, with fewer surprises at the next renewal. That is why we review renewals with you every year, not just when the number jumps.
What we offer
- A side by side review of your current plan and your renewal.
- Plan design options explained in plain language.
- Quotes from other insurers where your group qualifies.
- Help with employee communication and open enrollment.