Congratulations! You did it—AEP is officially behind you! Take a moment to celebrate your hard work and breathe a sigh of relief. But don’t get too comfortable—there’s still work to be done!
Now is the perfect time to set yourself up for success in the coming year. It’s essential to have a reliable system in place to manage your business while continuing to support your clients. To help you transition smoothly, we’ve compiled some key tips for wrapping up the busy season and planning ahead.
Organize Your AEP Files
Start by reviewing all your submitted enrollments to ensure everything is accurate and complete. Then, organize your files in a way that makes it easy to access important information when you need it. Find a system that works best for you and stick to it!
Streamline Your AEP Data Management
The next step is to consolidate your AEP business data into a single, organized tracking tool. Using a customer relationship management (CRM) system, such as Essential Care’s Sunfire and Connecture, can make this process efficient and effective. Ensure that each client record contains detailed information to help you track commissions accurately and maintain organized records.
Here are some key fields to include in your tracker:
- Full member name
- Member date of birth
- Medicare ID number
- Member address
- Member phone number
- Carrier name
- Product selected
- Date the application was signed
- Date the application was submitted to the carrier
- Indicator of Replacement or New to Medicare (this determines the commission amount)
- Expected commission amount
Dedicating a few weeks to organizing your client data is a critical post-AEP task. This effort not only ensures accurate record-keeping but also helps you prepare for commission payouts in January and beyond.
Keep Track of Your AEP Business
After organizing your book of business, it’s time to ensure that every enrollment has been processed correctly and that you’re listed as the agent of record. Here are a few methods to help you accomplish this:
1. Carrier Broker Portals
Many carriers provide online business tracking tools. Use these portals to confirm that the enrollments displayed match the records in your CRM. If you notice any discrepancies or missing enrollments, submit an inquiry to the carrier. Most carriers offer an online help desk, which can save you time compared to traditional support channels.
2. Carrier Broker Support Lines
For carriers without an online tracking option, you’ll need to contact their broker services department directly to confirm enrollments. Be prepared for longer wait times, and bring your patience—you may need it!
3. Enrollment Platforms
If you submitted MAPD or PDP applications through an enrollment platform provided by your FMO, such as Essential Care’s Sunfire and Connecture, use the platform’s built-in tracking and reporting features to verify your enrollments. Cross-check this data with other records you may have, including appointment notes, carrier confirmations, or CRM entries.
Taking the time to validate your enrollments ensures accuracy, helps prevent potential issues, and sets you up for smooth commission payouts.
Stay on Top of Your Commissions
January brings a flurry of commission payouts, so it’s crucial to stay organized and ensure you don’t miss any updates. Start by verifying that your contact information—including email and tax details like your W-9—is accurate and up to date with Essential Care and the carriers whose products you sold during AEP.
If you’re an Essential Care partner, you can easily review your commission statements through Sunfire and Connecture and on the carrier’s agent portals. This is a great way to keep track of payments processed.
Should you notice any missing commissions, reach out to your field marketing organization (FMO) or the carrier directly for support. To speed up the resolution process, be prepared with the following policy details:
- Member name
- Medicare ID number
- Date of birth
- Policy number (if available)
- Application date
- Product selected
By staying proactive and organized, you can ensure all your hard-earned commissions are accounted for.
Stay In Control of Your Book of Business
Don’t let your hard work go unnoticed—take time now to ensure your files are complete and well-organized. By doing so, you’ll save yourself time and avoid unnecessary stress in January by having a clear understanding of the commission payments you’re expecting.
Plan Ahead for Success
Once you’ve tackled the essential tasks of post-AEP organization and tracking, shift your focus toward planning for the year ahead.
Evaluate Your Processes
Reflect on the strategies and tools you used over the past year. Consider key aspects like:
- Appointment scheduling and calendar management
- Appointment flow and plan presentations
- Quoting and enrollment processes
- Call recording and compliance
- Client information tracking and storage
Ask yourself: Were these methods effective and efficient? If the answer is yes, keep them in place. If not, identify areas for improvement and explore new approaches or tools to streamline your workflow and enhance your results.
By staying proactive and focusing on continuous improvement, you’ll be better prepared for a successful year ahead.
Set Your Goals for the Year Ahead
With the new year comes the perfect opportunity to set meaningful goals for yourself and your business. Whether they’re broad aspirations or specific targets, goals can help you stay focused and motivated. Here are a few ideas to inspire you:
- Add one new ancillary product to your portfolio
- Secure one new contract each for Medicare Advantage, Med Supp, and Part D
- Attend a professional conference, such as the from carriers or Pinnacle Financial Services
- Participate in three local community events
- Launch your own website
The possibilities are endless, but it’s important not to overwhelm yourself. Be realistic about what you can accomplish and aim to set no more than 10 goals. Highlight your top five priorities to help you stay focused.
By stepping back from day-to-day details and focusing on long-term planning, you’ll set a clear direction for a successful year ahead.
Partnering with Essential Care and Pinnacle as your FMO provides you with access to top-tier contracts with preferred carriers and exclusive sales technology designed to streamline your business. On top of that, you’ll benefit from unparalleled support from a team of knowledgeable, well-trained professionals who are committed to your success—during AEP and throughout the year!
Not affiliated with or endorsed by Medicare or any government agency.
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