Although the Medicare Annual Enrollment Period (AEP) officially begins on October 15, you don’t have to wait until then to get ahead in your sales efforts. Starting on October 1, you can begin marketing next year’s plans to your clients.
Here’s how to make the most of those crucial two weeks leading up to AEP!
Stay Informed on Key Changes
For 2025, it’s particularly important to familiarize yourself with the changes brought by the Inflation Reduction Act, the introduction of the new Medicare Prescription Payment Plan, and updates to Dual Eligible Special Needs Plans (D-SNPs). Understanding these shifts will be essential for serving your clients effectively
Prepare for Plan Changes
As a Medicare Advantage Prescription Drug (MAPD) agent, you should have a solid understanding of plan offerings before October 1, thanks to the advance plan information provided by your FMO. By registering on Essential Care’s site, you can receive exclusive “First Look” emails, giving you early access to upcoming year plan details. These emails provide valuable insights into the products available in the market.
With the support of your FMO, it’s your responsibility to evaluate plan changes, assess any significant differences, and determine if it’s in your clients’ best interest to switch plans.
As October 1 approaches, identify which clients might benefit from adjusting their plans and prioritize meeting with them during the first two weeks of October.
Before October 1 arrives, identify the clients who may need to adjust their plans. These should be the clients you prioritize for meetings during the first two weeks of October.
Start Meeting with Clients
As a licensed sales agent, you have valuable insights into both available plans and your clients’ needs. Begin meeting with them as early as October 1 to review their options and discuss the next steps.
Our Advice: While you can’t discuss specific plan details or changes before October 1, you can reach out to clients in September to inform them of any anticipated changes to their plan. Additionally, you can send out the Scope of Appointment in September and schedule appointments for October, as the SOA is valid for 12 months.
Help Clients Review Changes to Their Plans
If your clients are enrolled in a Medicare Advantage or Part D plan, they should receive an Annual Notice of Change (ANOC) and/or Evidence of Coverage (EOC) from their plan’s carrier. It’s essential to assist them in reviewing these documents to identify any changes in costs, benefits, or plan rules for the upcoming year. With the many disruptions and changes in the 2025 Medicare market, it’s likely your clients will see reduced benefits or higher costs in their ANOCs. Your role is to help them understand these changes and explore their options for the new plan year.
After reviewing their plan details, clients may decide to stay with their current plan or switch to a new one to avoid higher costs, network changes, or unwanted benefit adjustments. While you can leave enrollment forms with your clients or share a plan link via PlanEnroll.com, remember that you cannot submit the application until AEP begins on October 15.
Listen to Your Clients
During meetings with your clients, you’re allowed to provide a full product presentation and consultation. It’s essential to explore multiple plan options with them to identify which best suits their needs. Although pre-enrollment materials offer useful information, they are specific to individual plans and don’t provide a broader comparison. Take time to understand your clients so you can anticipate good plan options for them, but still present all the possibilities.
For instance, some Medicare beneficiaries may be willing to pay more to stay with their preferred doctor. If their current plan’s network changes and their doctor is now out-of-network, it’s helpful to identify other plans that include that doctor, allowing your client to avoid higher costs.
Anticipate any questions or concerns your clients may have during your presentation. Common questions might include: What is my deductible? How much are the copays? How does this differ from my current plan? The better prepared you are, the smoother your meeting will go, and your clients will appreciate your knowledge and effort!
Get Familiar with New Sales Technology
If you haven’t yet explored the sales technology you’ll be using this AEP, now is the perfect time. Familiarizing yourself with your tools ahead of time will not only save you time during client appointments but also enhance your professionalism, knowledge, and trustworthiness.
This preparation is especially important for Essential Care agents utilizing Connect4Insurance this AEP. As a Essential Care agent, you have access to an extensive suite of tools through our partnership with Pinnacle Financial Services and Crowe and Associates, allowing you to streamline client enrollments, generate new leads, and efficiently manage client data. Explore our recommendations of lead programs to take your business to the next level. The Connect4Insurance CRM platforms offer innovative features that enable easy client communication, data collection, permission to contact, and signed Scope of Appointment forms.
To ensure your sales process runs smoothly, take the time to update your CRM now. This way, when it’s time to make a call or provide a quote, you’ll be ready with just a few clicks!
Stay Compliant
As always, start by obtaining a Scope of Appointment (SOA) at least 48 hours before meeting with potential enrollees, including those already in your book of business, as they may consider switching plans. Every enrollment must have a documented SOA.
Remember: All sales, marketing, and enrollment calls, including retention marketing, must be fully recorded. You must also follow all CMS third-party marketing organization (TPMO) requirements.
Before October 15, agents are prohibited from soliciting, accepting, or completing any paper or telephonic enrollments. You also cannot encourage clients to mail their applications, hold onto them, or “just keep them” for the 2025 contract year.
What is allowed during pre-AEP (October 1-14):
- Agents can leave enrollment applications with clients, but there are strict guidelines that must be followed until AEP officially begins.
- Agents cannot assist beneficiaries in completing the application.
- The enrollee must fill out the application independently, sign it with the current date, and mail it directly to the carrier using the envelope provided in the sales kit. If the client cannot submit the application before AEP begins, you must return to meet with them after October 15.
Carriers are required to investigate any applications submitted before October 15 to determine if the agent provided assistance. To avoid any issues, it is generally best to encourage your clients to wait until AEP begins to complete their enrollment.
Failure to follow these rules may result in the rejection of the application and a loss of commission. Adhering to these guidelines is crucial to avoid complications for both you and your client.
From October 15 through the end of AEP on December 7, the standard process for filling out and submitting applications resumes, and you may complete the “For Agent Use Only” section.
Though AEP doesn’t start until October 15, there’s plenty to prepare for before that date. Stay informed and up-to-date with your sales market. A knowledgeable agent who goes above and beyond for their clients will surely have a successful AEP!
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