Client Overview
A large nonprofit health system headquartered in New Jersey operates an extensive network of hospitals, outpatient centers, physician practices, and fitness facilities. With more than 15,000 full-time staff and thousands of variable-hour employees across nine separate entities, the organization offers multiple medical benefit plans. Managing Affordable Care Act (ACA) reporting across such a complex structure placed significant demands on the client’s human resources and benefits teams.
The Challenge
The health system faced a critical compliance deadline: preparing and filing IRS ACA reports for all entities before the annual filing deadline. This process would involve generating more than 15,000 IRS Forms 1094-C and 1095-C, reconciling employee eligibility across varied employment types, and ensuring accuracy across multiple systems. With competing operational priorities and limited internal capacity, the client’s HR department had only one month to complete this work. The scale of the data, the need to integrate records from three different HR platforms, and the complexity of employment scenarios created a significant compliance risk.
The Strategy
Lumelight assigned a dedicated ACA Reporting Specialist to partner directly with the health system’s benefits and IT teams. The engagement began with structured information gathering to understand plan designs, eligibility rules, and the organization’s data landscape. Lumelight’s specialist worked collaboratively with the client’s IT department to identify and extract necessary data scattered across different systems.
Once the raw files were received, Lumelight’s Data Team translated the information into Lumelight’s internal reporting template. Proprietary software was configured to reflect the client’s unique employment patterns—including transfers between entities, transitions between full-time and part-time status, and movement between different medical plans. Throughout the process, the Lumelight specialist was available for calls, updates, and clarifications, ensuring the client had clear visibility into progress and compliance status.
Prior to filing, the Lumelight team also reviewed results to identify employees with potential IRS data issues, such as missing or incorrect Social Security numbers, and communicated those findings back to the client for resolution.
The Impact
Working together, Lumelight and the client completed the preparation and IRS filing of all required ACA forms well ahead of the deadline. The partnership helped the health system:
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Achieve full compliance under ACA reporting requirements for all entities and employee groups.
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Reduce administrative burden on the internal HR team during a peak workload period.
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Streamline data handling, leveraging a structured process to reconcile information from multiple HR systems.
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Gain clarity and confidence through hands-on support and proactive communication at every stage.
By aligning expert guidance with customized technology and disciplined process management, Lumelight enabled the client to navigate a complex, high-stakes compliance obligation with organization, accuracy, and peace of mind.
