Terminating and Starting Employer Contracts

Every employer is governed by one contract at a time. The contract holds the invoice issue date, the membership billing setup, the invoicing rules, and every membership enrolled under that employer. When the relationship ends, you terminate the contract, and when it starts again, you create a new one on the same employer record. The company stays exactly where it is; only the contract changes.

Everything happens in the Contract section of the employer's Overview tab. From there you can terminate the current contract, review past ones under Contract history, and, once the employer is inactive, create the next contract.

When to Terminate a Contract

There are two situations that call for it.

The Contract Actually Ended

The employer has ended its agreement with the clinic or is moving to another provider. Terminate on the actual end date so billing stops in the correct cycle and the employer is never invoiced for coverage beyond the contract end date.

You Need to Correct or Change the Cycle Date

Contract-level settings, most importantly the invoice issue date, which drives the entire billing cycle, are set when the contract is created and cannot be edited afterward. If the cycle date was entered incorrectly, or the employer has negotiated a different one, terminate the current contract and create a new one with the correct date.

What Happens to Patients

Terminating a contract disassociates every patient from the employer. All employee and dependent memberships tied to the contract are canceled as of the end date, so the employer's Employees list empties and the patient count returns to zero. A new contract starts the employer fresh, it does not restore the previous roster.

That makes two moments ideal for terminating:

• At the end of the contract, coverage is genuinely ending, so clearing the roster is exactly what you want.
• At the very beginning, you are correcting a contract that was just created, before employees have enrolled.

If you need to terminate a contract that already has employees enrolled, export the employee list first. The CSV gives you the full roster in one file, so re-enrolling everyone under the new contract is quick, and nothing gets missed.

Export the Employee List

1. Open the employer and go to the Employees tab.
2. Clear the search and any filters, so the export covers the whole roster rather than the filtered view.
3. Click the download button above the table.

Terminate a Contract

1. Go to Employers and select the employer.
2. On the Overview tab, find the Contract section and click Terminate contract.
3. Choose the End date:
   • Match cycle end date: ends the contract at the close of a billing cycle. This is the default and the cleanest option, since it keeps the final cycle whole.
   • Choose date: pick a specific date. Only dates inside the allowed termination window can be selected.
   • Effective immediately: ends the contract today.
4. Add a Termination reason if useful. It is optional, and reasons you type are saved as suggestions for next time.
5. Check the Contract Details panel before continuing. It shows when the employer was created and how many patients are affected, split into employees and dependents.
6. Click Terminate.

The Confirmation Step

The confirmation restates the impact and tells you the date the final invoice will be issued. It also asks what should happen to the patient charts:

• Confirm and keep active: memberships are canceled, and the patient charts stay clinically active.
• Confirm and inactivate memberships are canceled, and all employees and their dependents are set to an inactive clinical status as of the end date. Patients who hold another active membership plan are not affected.

Scheduled Terminations

If the end date is in the future, the termination is scheduled rather than applied right away. The Contract section shows "Termination scheduled for [date]." until then, along with who scheduled it and the reason. Billing and enrollments continue as normal up to that date. To call it off, click Stop termination, and the contract stays active.

What Changes After Termination

• All employee and dependent memberships are canceled as of the end date, and billing stops. The final invoice is issued on the date shown in the confirmation.
• New enrollments stop.
• The Employees tab empties, and the employee and dependent counts return to zero.
• Eligibility sync is turned off for the employer.
• The employer's status becomes Inactive, and the employer stays on the Employers list.
• The contract moves into Contract history with its end date, reason, and who terminated it.

Start a New Contract

Once the employer is inactive, the Contract section shows Create new contract in place of Terminate contract.

1. Go to Employers, select the employer.
2. In the Contract section, click Create new contract.
3. Set the Invoice issue date — the day of the month invoices are issued. This is the field to fix when you are correcting the cycle. The panel confirms the exact date the contract will start on.
4. Set Membership billing and whether to Prorate first cycle.
5. Set the invoicing rules: Due date, Autopay, invoice notifications, and the New patient start date rule.
6. Click Save.

The contract starts on the next occurrence of the invoice issue day you selected. If that day has already passed this month, it starts next month. While the start date is still ahead, the contract shows as Deferred; it becomes Active once the start date arrives.

The employer record itself is untouched — same company name, address, administrators, and history. There is no need to recreate the employer, so the Employers list never ends up with two entries for the same company. The company stays the same; a new contract has simply started.

Re-enrolling Employees

A new contract starts with no patients attached. Enroll employees again via the employer enrollment link, eligibility sync, or manually from their charts.