How to Run a 90-Day Preventive Care Campaign at Work

Almost everyone knows they should get their annual physical.

They also know they should get their teeth cleaned, have their eyes checked, and ask their doctor about the screenings recommended for their age and history.

And yet.

The appointment gets pushed to "after this project." The dentist's office closes before work ends. Someone isn't sure what their plan covers. Someone else hasn't had a primary care doctor since college. A caregiver spends all their appointment energy on everyone else.

Awareness isn't usually the problem. Logistics, time, cost confusion, and comfort are.

That's where a preventive care campaign comes in. It's a focused 90-day push that makes it easier for employees to book and complete their annual physicals, dental cleanings, vision exams, and recommended screenings.

This playbook covers why it's worth running, the privacy rules you can't skip, a three-phase 90-day plan, a barrier-busting toolkit, how to bring in your ERGs, copy-paste templates, and how to measure success without ever touching anyone's health information.

What Is a Preventive Care Campaign?

A preventive care campaign is a time-bound workplace initiative that encourages employees to complete routine, preventive health appointments, including:

• Annual physicals or wellness visits with a primary care provider
• Dental cleanings and checkups
• Vision exams
• Recommended screenings based on age, family history, and personal risk, as advised by a provider

The campaign doesn't diagnose anything, recommend specific tests, or ask anyone what happened at their appointment.

Its job is simple: make the appointment easier to book, easier to attend, and easier to talk about.

Ninety days is the sweet spot. It's long enough for people to find a provider, wait for an open slot, and actually go. It's short enough to keep urgency and momentum. It also fits neatly into a quarterly wellness plan, so it can be one of your recurring quarterly initiatives rather than a one-off reminder.

Why It's Worth Running

You're probably already paying for preventive care through your benefits. The question is whether employees are using it.

A focused campaign helps:

• Increase benefit utilization. Preventive services are often among the most underused parts of a health plan, and many are covered at no cost when in-network.
• Catch issues earlier. Routine visits and screenings give providers the chance to spot concerns before they become bigger problems.
• Reduce confusion. Clear, plain-language coverage info cuts down on repeat questions to HR.
• Signal that wellbeing is real. When the company actively makes time for health appointments, employees notice.
• Support a healthier year. Preventive care is one of the most practical, evidence-backed parts of any wellness strategy.

Ground Rules First: Privacy and Boundaries

This is the most important section in this playbook. Health is personal, and a campaign that feels invasive will backfire fast.

A simple test before you post anything: would this make someone feel encouraged, or watched?

Before You Launch: Get Your Facts Straight

Accurate, specific messaging is what makes this campaign work. About six weeks before launch, confirm these with your benefits broker or carrier:

• Which preventive services are covered at no cost when in-network on your medical, dental, and vision plans?
• Where can employees find in-network providers (links, apps, phone numbers)?
• Do your plans include telehealth, nurse lines, or care navigation services?
• Do any wellness incentives already exist for preventive care, and how do employees access them?
• Does your health plan include wellness dollars or carrier-sponsored programming you could use?
• Can the carrier share aggregate, de-identified preventive care utilization data before and after the campaign?

That wellness dollars question matters more than you might think. Some plans include funds or programming that employers never use. Our guide to finding hidden wellness budgets in your health insurance walks through what to ask.

Also worth knowing under the Affordable Care Act, most non-grandfathered health plans in the US must cover a set of recommended preventive services without cost-sharing when you use an in-network provider. Many employees don't realize this. Confirm the specifics for your plans before you say it in any message.

Finally, confirm your time-off policy for medical appointments so you can share it clearly and remind managers of it.

Pick Your 90-Day Window

Timing can do a lot of the work for you.

Awareness months make natural anchor points for weekly content. Confetti's free wellness calendar can help you map health observances across the year.

The 90-Day Plan

The campaign runs in three phases: Know it, Book it, Do it.

The Booking Hour: Your Highest-Impact Tactic

A Booking Hour is a short virtual or in-person session where people block time together to make the calls, fill out the online forms, and get appointments on the calendar.

It works because the hardest step isn't going to the doctor. It's making the appointment.

Make it a little festive. Send attendees a snack through Snackmagic so booking feels like a break, not a chore. Recipients choose their own snacks, which works well for distributed teams with different dietary needs.

The Barrier-Busting Toolkit

Most people don't skip preventive care because they don't care. They skip it because something is in the way.

Several of these barriers are exactly where ERGs can help.

Bring in Your ERGs

HR can share the facts and remove logistical barriers. ERGs can do something HR often can't: speak with credibility to the specific barriers their communities face and share trusted resources peer to peer.

You don't need to hand them the campaign. Invite them to add a lens to it, such as hosting a themed Booking Hour, sharing a story in one of the campaign weeks, or posting resources in their channels.

Here are starting points by group:

• Women's ERG Anchor content to Cervical Health Awareness Month or Breast Cancer Awareness Month. Address the caregiver-comes-last pattern directly.
• Men's or fathers' groups Lean into Men's Health Month or Movember. Research consistently shows men are less likely to have regular checkups, so peer encouragement goes a long way.
• Black, Hispanic/Latine, Asian, and Indigenous ERGs Share resources for finding culturally responsive providers and in-language care. Feature members' stories about building trust with a provider.
• LGBTQ+ ERG Share resources for finding affirming providers, and acknowledge that past experiences in healthcare settings affect willingness to book.
• Disability ERG Center accessibility, from booking processes to office access, and help make every campaign asset accessible.
• Parents and caregivers ERG Frame it as "the appointment you keep booking for everyone else." Suggest family scheduling days.
• Veterans ERG Share how to navigate VA care alongside employer plans, if relevant to members.
• Young professionals ERG Many early-career employees don't have a primary care provider yet. Make "find your first doctor" the theme.

Cross-ERG partnerships double your reach. Consider a co-hosted Booking Hour or rotating the weekly story across groups.

If you have a wellness ERG or committee, let them lead

If your company has an ERG or employee committee focused on health and wellness, consider handing them the campaign entirely. HR stays in a support role: confirming coverage facts, approving messaging, handling anything involving incentives or data, and connecting them to benefits partners.

That takes real work off HR's plate, and employee-led campaigns often feel more personal and get stronger engagement. Just keep the privacy rules above non-negotiable no matter who's running it.

Copy-Paste Templates

Swap in your details. Everything in [brackets] is yours to fill.

1. Launch email

2. Slack and Teams posts

3. Manager talking points

Share these with managers in week 7:

• "If you need time for a checkup, dentist, or eye appointment, just put it on the calendar. It's supported."
• "I booked my own physical this month. It took ten minutes once I actually sat down to do it."
• "You don't need to tell me what the appointment is for."
• Avoid: asking employees whether they've completed appointments, or referencing anyone's health in team settings.

4. Employee story prompts

Invite, never assign. Pick three or four:

1. What finally got you to book an appointment you'd been putting off?
2. What's one thing that made booking or attending easier?
3. What advice would you give someone who's nervous about going?
4. How did you find a provider who felt like the right fit?
5. What's one thing you wish more people knew about preventive care?

Keep stories focused on the experience of getting care, not on diagnoses or results.

Make It Fun Without Making It Weird

Preventive care can feel heavy. A little lightness helps, as long as celebrations reward participation rather than health outcomes.

• Swag Send campaign participants a practical item from Swagmagic, like a water bottle, tote, or cozy hoodie, as a "thanks for taking care of you" gesture.
• Recognition Use Stadium to thank storytellers, Booking Hour hosts, and ERG partners who helped make the campaign happen.
• Hosted wellness moments Anchor a phase with a guided session from Confetti's health and wellness or promote wellness collections, such as a stress-management session for people who find appointments anxiety-inducing.
• Free tools Pair campaign posts with ready-made activities from Confetti's Toolkits Library, like quick wellness check-ins for team meetings.

If you're tying prizes or raffles to the campaign, design them with your benefits and legal partners so everything stays compliant and fair.

How to Measure Success Without Individual Health Data

You can show impact without ever knowing who saw a doctor.

Track:

• Reach email open rates and resource page views
• Engagement Slack or Teams reactions, including those 📅 emojis
• Participation Booking Hour attendance and number of storytellers
• Resource clicks visits to provider search and coverage pages
• Benefits questions whether coverage questions to HR drop after the explainer goes out
• Aggregate utilization de-identified preventive care trends from your carrier, before and after
• Sentiment an anonymous end-of-campaign pulse

Suggested pulse questions

1. Did this campaign make it easier to book a preventive appointment? (Yes / Somewhat / No)
2. What was most helpful? (Coverage info / Booking Hour / Manager support / Employee stories / Other)
3. What got in the way, if anything? (Optional, open-ended)
4. Should we run this again next year? (Yes / No)

Package the results into a short recap for leadership. It's a simple way to show that your benefits investment is actually being used.

Common Mistakes to Avoid

• Tracking individuals. Any list of who did what crosses the line, even with good intentions.
• Giving medical advice. Point to providers and official sources instead.
• Guilt-based messaging. "You're overdue" shuts people down. "You deserve this" opens them up.
• Assuming everyone has the same access. Cost, time, transportation, language, and trust vary widely.
• Forgetting managers. If employees don't feel they can leave for an appointment, nothing else matters.
• One-and-done communication. A single benefits email isn't a campaign. Consistency is what moves people.
• Ending abruptly. Keep resources live after day 90 so latecomers can still use them.