How to List Hint Members Renewing in the Next 3 Months Who Haven't Been Contacted in Spruce or Elation in 6 Months

How Can a Concierge Practice List Members Renewing in Hint and Spot Who Hasn't Been Contacted?

A concierge practice can list members whose Hint membership renews in the next 3 months by putting those plans on Hint's fixed-term contracts and running the Memberships Report for contracts ending, then checking each name against Spruce and Elation for any contact in the last 6 months. Elation's Appointment Report shows who has had a visit in that window, and Spruce shows the last message in each patient's conversation, either one patient at a time or across the practice through Spruce's data export. No single tool joins those three answers today, because Hint, Spruce and Elation were each built for their own job and only share demographics and a few membership tags. The join is a matching step on the patient, done by a person in a spreadsheet or by an automation, and the members left over are the ones to call before their renewal. Tabflows fits as the dedicated tech team that builds that list from Hint, Spruce and Elation and turns each name into a check-in task with an owner and a due date.

The rest of this guide walks through what each tool gives you, the steps to build the list, what to do with the names on it, the HIPAA side, and where Tabflows fits.

Why This List Matters Before a Renewal

In a concierge practice the renewal is the moment a member decides whether the relationship has been worth the fee. A member who has had a recent visit or a warm message from the practice is renewing a relationship they can feel. A member who hasn't heard from anyone in six months is being asked to renew something that has gone quiet, and quiet is the most common reason a happy member drifts away. Catching those members three months ahead gives the physician or the care team time for an unhurried check-in, a visit or a simple note, which protects the renewal and the revenue that comes with it.

The hard part is not caring about this. It is that the answer lives in three tools that were never built to talk to each other. Hint knows the contract dates. Elation knows the visits. Spruce knows the messages and calls.

What Each Tool Can Tell You

Hint, the membership and renewal dates

Hint's product blog explains that memberships on Hint were originally perpetual, with no end date, and that fixed-term plans add a Contract Period setting. When you turn on Contract Expiration for a plan, each new membership on it gets a contract end date set automatically from the membership start date and the contract period, and you can override it for an individual member. Hint's Memberships Report can then list memberships with contract renewal coming up, under "Contracts Ending," or contracts already renewed.

If your annual memberships are set up as perpetual plans with monthly or annual billing, there is no contract end date to report on. In that case the renewal date you care about is usually the anniversary of each member's start date in Hint, and you work out which anniversaries fall in the next 90 days.

Elation, the visits

Elation's analytics page lists several built-in reports, including a Patient List Report for customized patient lists, an Appointment Report with detailed information on patient visits, and a Membership Report for patient memberships and other subscription services. Each report has filter options and exports to CSV. An Appointment Report covering the last six months gives you everyone who was seen.

Hint's Elation patient sync also puts membership information into Elation as tags, including membership status, membership plan name, the patient's balance, employer name, network sponsor name and employer eligibility status. Demographic and contact fields sync both ways for patients assigned to a provider linked to Elation. Hint's article doesn't mention syncing a contract end date, so the renewal list still starts in Hint.

Spruce, the messages and calls

Inside Spruce, anyone on the team can open a patient's conversation and see when the practice last exchanged a message. That works for a short list. For a whole panel, Spruce's developer docs describe a CSV data export delivered to your own SFTP server daily or weekly, available on a case-by-case basis through your account manager or Spruce support. Its conversations file includes a lastmessage_timestamp for each conversation, described as the last time there was any activity in the thread, and a patient ID mapping file links each Spruce patient to external IDs such as their Elation and Hint IDs.

One detail matters for a six-month window. Spruce's docs say a periodic export only includes conversations that had a message exchanged in that period, so a single weekly file won't show patients you haven't messaged at all. You either keep the exports for six months and combine them, or treat "not in any export for six months" as "no message in six months." Spruce also offers an API with webhooks for contacts, conversations and messages, which requires requesting API access through Spruce.

Comparing Where the Answer Lives

• Who renews in 3 months? Tool: Hint. Report or source: Memberships Report, Contracts Ending. Export: Yes.
• Who had a visit in 6 months? Tool: Elation. Report or source: Appointment Report. Export: CSV.
• Who did we message in 6 months? Tool: Spruce. Report or source: Conversation history or data export. Export: CSV, case by case.
• Membership status in the chart. Tool: Elation. Report or source: Tags synced from Hint. Export: Not needed.

Step by Step, Building the List

1. Pull the renewal list from Hint. Run the Memberships Report for contracts ending in the next 90 days, or find the members whose start-date anniversary falls in the next 90 days if your plans are perpetual. Keep each member's Hint ID, name and date of birth.
2. Pull six months of visits from Elation. Run the Appointment Report for the last 180 days and export it. Every patient on it has been seen in the window.
3. Pull six months of messages from Spruce. For a small list, check each member's conversation in Spruce. For a larger panel, use the data export's last message timestamps and the patient ID mapping, combined across six months of files.
4. Match on the patient. Join the three lists on the Hint ID where Spruce's mapping provides it, and on name and date of birth everywhere else. Hint's Elation sync keeps demographics consistent between Hint and Elation, which makes the match cleaner.
5. Keep the members with no contact. Anyone renewing in 90 days who has no Elation visit and no Spruce message in 180 days goes on the final list.
6. Turn each name into a task. Give every member on the list a check-in task with an owner, usually their physician or care coordinator, and a due date well before the renewal.
7. Repeat monthly. A new month brings a new set of renewals into the 90-day window, so the list is worth rebuilding on the same day each month.

Steps 1 through 5 are mechanical once you've done them once, and they're where most of the time goes. Step 6 and the check-in itself are where the relationship happens, and they belong to your team.

What to Do With the Names on the List

The goal of the list is a personal touch, not a sales call. A short note from the physician through Spruce asking how the member has been, an invitation to book an annual visit in Elation, or a quick call from the care coordinator all work. Members who haven't been in for a while often have a small open question, a referral or a lab they meant to follow up on, and the check-in is a natural time to close it. If you want a broader playbook for renewals, our guide to tracking DPC membership renewals covers the calendar side.

Is Combining Hint, Spruce and Elation Data HIPAA Compliant?

It can be, when every place the data lands is covered. A list of member names with renewal dates, visit dates and message dates is protected health information. HHS's guidance on HIPAA and cloud computing says a cloud service that creates, receives, maintains or transmits patient information on a covered entity's behalf is a business associate and needs a BAA. Spruce's export goes to an SFTP server you provide, so that server and any spreadsheet you build from it should be covered, and the finished list should only be open to the people who act on it.

Where Tabflows Fits

Tabflows is a dedicated tech team and smart admin infrastructure for concierge, DPC and private clinics. It isn't an EHR, a membership billing system or a messaging tool, so Hint, Elation and Spruce all stay exactly where they are. It works between them and turns the work between them into tracked tasks and automations.

For renewals, Tabflows can show a member's membership start and end dates and next charge date from Hint and create a renewal check-in task assigned to the right person, due ahead of the renewal date. If your clinic needs the full monthly list, members renewing in the next three months with their last Elation visit and last Spruce message beside each name, our engineers can build it so it arrives on the same day every month as a set of check-in tasks. Your team reviews the list and decides who to call and what to say. Every clinic on Tabflows is covered by its standard BAA from sign-in.

A Natural Next Step

If renewals are coming up and you'd like to see who on your panel has gone quiet, a good place to start is a quick match to see how Tabflows works with your tools. You can also read how Tabflows works with Hint, Spruce and Elation, and pricing is on the pricing page.

Sources: blog.hint.com/product/fixed-term-plans, support.hint.com/en/articles/5708819-elation-patient-sync, developer.sprucehealth.com/docs/data-exports, developer.sprucehealth.com/docs/webhooks-overview, elationhealth.com/practice-success/technology/analytics and hhs.gov/hipaa/for-professionals/special-topics/health-information-technology/cloud-computing/index.html.