Caitlin Clement|1/25/2024|4 min read

How to Successfully Launch Your PEPM Benefit Program

9 tips to seriously consider before launching PEPM

two healthy co-workers talking while working

The Per Employee Per Month (PEPM) benefits model is taking center stage in the push toward more employee-centric healthcare options. We understand the importance of offering perks that resonate with your diverse workforce and attract top talent. In this blog post, let’s unravel the secrets to launching your PEPM Benefits Program successfully. Get ready for some practical tips and insights that’ll make the implementation a breeze.

Understanding PEPM benefit programs

Before we dive into the nitty-gritty, let’s make sure we’re on the same page about PEPM programs. PEPM stands for Per Employee Per Month, a benefits model that focuses on tailoring benefits to individual employees rather than a one-size-fits-all approach. These programs are designed to provide flexibility and choice, aligning with the diverse needs of the workforce. Key components may include health insurance, wellness initiatives, retirement plans and other perks.

Preparing for launch

Okay, let's talk about prep work. A successful launch starts with understanding your troops—which requires some up-front work on your part. If your goal is to see more engagement in these programs, then taking the time to research and collect data is essential. This is where our first tip starts.

1. Research, survey and compile employee data

Before rolling out your PEPM Benefits Program, get familiar with your employee data. What benefits are they currently using? What are they not using? What is the average age of your workforce? It’s also a good idea to conduct employee surveys to figure out what perks resonate with them the most. Oh, and don’t forget to do a bit of digging on the major health problems in the areas where most of your employees call home. It's like building a benefits strategy custom-fit for your team.

2. Communicate effectively

No jargon, no fluff – just plain talk. Craft a communication plan that speaks to your employees. Break down the PEPM benefits model, highlight its perks and show how it lines up with your company’s commitment to their well-being. Keep it transparent, clear and build that trust.

3. Get leadership on board

For a PEPM program to succeed, you need to get your leadership team to advocate for it. They know their teams the best and are going to be essential. Present the program and open it up to feedback. Get them excited about the positive impact this program can have on employee satisfaction and productivity. When leaders are on board, it sends a powerful message about the company’s dedication to its workforce.

4. Customizing the program

One size fits none! Once you’ve reviewed all your data and implemented any feedback from your leadership team, it’s time to customize. Consider who’s in your workforce, what they like and what makes them tick. PEPM’s inherent flexibility is key to accommodating the diverse needs of your team. Here are a few programs gaining popularity in the industry:

  • Weight Loss/Weight Management

  • Primary/Preventative Care

  • Mental Health

  • Diabetes Management

  • Fertility/Reproductive Health

5. Educate your employees on the program

No one likes being in the dark. Ensure your HR team is as educated as possible on the new PEPM program. They should become the go-to PEPM gurus to answer any questions and ensure a seamless program launch. It’s also a good idea to create educational resources and material that can be shared with employees that clearly explain what’s included in each program and the enrollment process.

6. Implementing a seamless enrollment process

Now, let's tackle enrollment – the gateway to those awesome benefits. This can become a huge bottleneck to success if done incorrectly. Here are a few areas worth optimizing for a more seamless enrollment process:

  • Digital platforms: Invest in user-friendly, digital enrollment platforms. This allows employees to easily access and navigate through the enrollment process from anywhere.

  • Mobile accessibility: Ensure that the enrollment process is mobile-friendly. Many employees may prefer using their smartphones for such tasks, so make it convenient and accessible on various devices.

  • Clear instructions: Provide straightforward instructions at every step. Vagueness can lead to frustration, so make the process crystal clear and easy to follow.

  • Personalized guidance: Offer personalized guidance during the enrollment period. Whether through webinars, FAQs or one-on-one sessions, employees should feel supported throughout the process.

  • Automated notifications: Implement automated notifications to remind employees of enrollment deadlines. This keeps them on track but also demonstrates the importance of the program.

7. Regularly assessing and adjusting

Think of your PEPM Benefits Program as a living, breathing entity. The research and data doesn’t end when the program launches. Establish a feedback loop for constant improvement. Check in regularly, gather employee feedback and be ready to tweak things. Again, this is a great time to check in with leadership to see how their teams are enjoying their new benefits. By keeping your benefits relevant and valuable, the engagement should follow.

8. Compliance and legal considerations

Stay informed about relevant regulations and legal considerations associated with PEPM programs. Compliance is essential to avoid legal issues that could arise from non-compliance. Regularly review and update the program to align with changing legal requirements, safeguarding the organization and its employees.

9. Evaluating Program Success

Now, let's talk about how you measure success. Set up some Key Performance Indicators (KPIs) to see how your PEPM Benefits Program is doing:

  • Participation rates: Keep an eye on how many employees are actively engaging with the program.

  • Satisfaction surveys: Get feedback directly from the source. Ask your employees how satisfied they are with the program and its offerings.

  • Health and wellness metrics: Track changes in health and wellness indicators. Are employees participating in wellness initiatives? Are there positive changes in health outcomes like increased attendance or reduced sick days?

These KPIs give you a comprehensive view of the program’s impact on employee well-being and overall satisfaction.

Powering better employee wellness

Launching your PEPM Benefits Program requires careful planning, effective communication and a commitment to ongoing improvement. By weaving research, surveys and employee data into the mix, you’re crafting a program that's as unique as your team. Embrace the PEPM approach and watch your organization benefit from a tailored and employee-centric benefits strategy.

At OpenLoop, a  virtual care support company delivering full-stack digital health solutions, our mission is to power healing anywhere by offering companies the telehealth tools, clinical expertise and administrative support they need to expand access to quality care for their employees. 

We’re here to assist with the construction of your PEPM plans and would be happy to offer our industry best practices to get you started on the right foot. Also, check out all of the other service offerings we have available below. Cheers to benefits that truly make a difference!

Interested in learning more? Get in touch here!

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