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An AEP like no other

This Annual Enrollment Period (AEP) is poised to redefine the landscape of Medicare Advantage and prescription drug plan sales, presenting unprecedented challenges and changes that demand adaptability from industry professionals as consumers shop plans like never before.

The richness of value-added benefits that carriers traditionally offer consumers will see a notable reduction due to the Centers for Medicare & Medicaid Services (CMS) funding adjustments and legislative impacts from the Inflation Reduction Act (ACT).

These adjustments include a significant decrease in annual out-of-pocket expenses for prescription drugs (from $8,000 to $2,000) and introducing an option for beneficiaries to manage their Part D out-of-pocket costs through capped monthly payments on a new Medicare Prescription Payment Plan. CMS will also impose strict regulations on sharing personal beneficiary information among TPMOs, requiring prior express written consent for one TPMO to share personal beneficiary information data with another TPMO.

And, of course, the lead generation domain won't be spared from these sweeping changes. The new Third-Party Marketing Organization (TPMO) rule enforces a one-to-one ration for lead generation, effectively eliminating the resale of leads. Thus fundamentally alters lead generation and distribution methodologies, coupled with new restrictions on sharing personal beneficiary data, reshaping how agents manage and use leads.

In the face of these sweeping changes to AEP 2025, working with the right partner is more important than ever. At PSM, we provide agents with the resources, one-on-one mentorship, and hands-on support they need to navigate these complexities confidently. From regulatory guidance to lead generation strategies, we are fully committed to helping you adapt, grow, and succeed in this evolving landscape. We ensure you have the tools and expertise to thrive in this unprecedented AEP season.

2025 AEP READINESS RESOURCES

PSM is your one-stop-shop for valuable resources including:

• Certifications: An entire page devoted to certification links and instructional guides
• Training: Medicare training, from basic to advanced
• Compliance: Notes and bulletins on important compliance considerations
• Enrollment Solutions: Scope, Quote and Enroll on a single compliant platform
• Guides: Complete guides on selling Medicare Advantage, Medigap and more

4 Ways to Keep Medicare Client Data Safe During AEP

With the increased activity and sensitive client information exchanged during AEP (Annual Enrollment Period), it’s crucial for agents to take the necessary steps to protect Medicare client data. Breaches not only harm clients but can also lead to hefty fines and damage to your reputation.

Here are four essential ways to ensure client data is secure during this busy period:

1. Use Secure Communication Channels

During AEP, you’ll be exchanging a lot of personal information with clients, including Social Security numbers and health records. Ensure you’re using secure communication methods, such as encrypted email or client portals, to share sensitive data. Avoid using standard email or texting, as these can be easily intercepted.

• Tip: Consider using a CRM system that provides secure messaging features to keep communication confidential.

2. Follow CMS Regulations on Data Sharing

The Centers for Medicare & Medicaid Services (CMS) have implemented strict regulations on how client data can be shared, especially with the introduction of new rules surrounding Third-Party Marketing Organizations (TPMOs). Agents must obtain prior express written consent before sharing any personal beneficiary information with another entity.

• Tip: Educate your team on the latest CMS rules to avoid accidental violations and ensure proper data handling protocols are in place.

3. Implement Strong Passwords and Multi-Factor Authentication

Ensure that all systems, client portals, and software that contain sensitive Medicare client data are protected with strong passwords and multi-factor authentication (MFA). This adds an extra layer of security, making it harder for unauthorized users to access client information.

• Tip: Regularly update passwords and encourage the use of password management tools to prevent weak password usage.

4. Secure Physical Documents

Even in the digital age, many agents handle physical paperwork that contains sensitive client information. Ensure that any physical documents are stored securely, such as in locked cabinets or shredding them when no longer needed. Be cautious of leaving documents in shared or unsecure areas.

• Tip: Establish a "clean desk" policy to minimize the risk of exposing client data unintentionally.

Protecting Medicare client data is more than just a compliance requirement; it’s a critical part of building trust with your clients. By implementing secure communication methods, adhering to CMS regulations, using strong digital security measures, and safeguarding physical documents, you can ensure a safe AEP for both your clients and your business.

10 common Medicare misconceptions every agent should clarify for their clients:

1. Medicare is Free
   Many people think Medicare is free, but most parts require premiums, deductibles, and co-payments, particularly for Part B and Part D.

2. Medicare Covers All Health Care Costs
   Medicare doesn’t cover everything. There are gaps in coverage, such as dental, vision, hearing, and long-term care, that clients need to plan for.

3. Medicare and Medicaid Are the Same
   Medicare and Medicaid serve different purposes. Medicare is primarily for people 65+ and some younger individuals with disabilities, while Medicaid is a state and federal program for low-income individuals.

4. Medicare Automatically Includes Prescription Drug Coverage
   Medicare Part A and Part B do not cover prescription drugs. Clients need to enroll in a standalone Part D plan or choose a Medicare Advantage plan that includes drug coverage.

5. You Can Sign Up for Medicare Anytime After 65
   There’s a limited enrollment window. Missing it can result in late penalties, particularly for Part B and Part D.

6. Medicare Advantage Plans Are Always the Best Option
   Medicare Advantage plans can be great, but they aren’t for everyone. Some clients may prefer the flexibility of Original Medicare with a Medigap plan for broader provider access.

7. Medigap Covers Everything Medicare Doesn’t
   While Medigap fills in some gaps, it doesn’t cover all additional costs, such as prescription drugs, dental, or vision care.

8. You Don’t Need Medicare if You Have Employer Coverage
   Some assume they can skip Medicare if they’re working past 65. However, enrolling in Medicare when eligible is often the best move, depending on the size of the employer and coverage offered.

9. Medicare Covers Long-Term Care
   Medicare only covers short-term stays in skilled nursing facilities after a hospital stay. It doesn’t cover custodial care or long-term care.

10. You Can’t Change Medicare Plans After Signing Up
    Medicare has specific enrollment periods, such as the Annual Enrollment Period (AEP), that allow clients to switch or modify their plans if their needs change.

These clarifications help clients make informed decisions and avoid costly mistakes.

Your Step-by-Step Guide to Mastering the Medicare Annual Enrollment Period.

Why AEP Success Matters

The Annual Enrollment Period (AEP) is a crucial time for Medicare agents. Success during this period can significantly impact your business for the entire year. AEP runs from October 15th to December 7th, and it's essential to be well-prepared, compliant, and proactive.

This guide provides a detailed, day-by-day action plan for the 30 days leading up to AEP, ensuring you’re fully prepared to maximize your success.

PDF Link

 Assess Your Resources:
Review your current tools, systems, and resources. Ensure your CRM, enrollment platforms, and marketing materials are up-to-date and ready for AEP.

  Compliance Check:
Verify that all your marketing materials, including emails, websites, and brochures, are CMS-compliant. Obtain necessary approvals and SMID codes.

 Client Segmentation:
Use your CRM to segment your client list. Identify clients who may need to review their plans and those who may benefit from new plan offerings.

 Set Goals:
Define clear goals for the AEP, including the number of clients to contact, enrollments to achieve, and marketing campaigns to launch.

Lead Generation Strategies:

Digital Marketing: Launch targeted digital ad campaigns focusing on Medicare beneficiaries. Use Facebook, Google Ads, and LinkedIn to attract new leads.

Community Events: Host educational webinars or in-person events to attract and engage potential clients.

Lead Qualification:

• Use your CRM to qualify leads based on factors like age, location, and plan preferences. Prioritize those most likely to enroll during AEP.
• Implement a lead scoring system to ensure you’re focusing on the highest quality leads.

Understanding CMS Regulations:
Review the latest CMS guidelines to ensure all your activities, from marketing to enrollment, are compliant.

SMID Codes:
Ensure all marketing materials have been submitted to CMS and have received the necessary SMID codes. Place these codes prominently on all relevant materials.

Training:
Attend compliance training sessions or webinars to stay up-to-date on regulations. Ensure your team is also well-trained and aware of the latest rules.

Documentation:
Keep detailed records of all client interactions, marketing activities, and enrollment processes to ensure you’re covered in case of an audit.

Enrollment Platforms:

Selecting the Right Platform: Choose an enrollment platform that is user-friendly, secure, and integrates with your CRM.

Training and Setup: Ensure you and your team are fully trained on the platform’s features. Set up test enrollments to familiarize yourself with the process.

Online Enrollment:

• Promote online enrollment to clients who prefer a digital experience. Highlight the convenience and speed of enrolling online.
• Provide step-by-step guides or tutorials to help clients through the online enrollment process.

Troubleshooting:

• Have a support plan in place for any technical issues that arise during the enrollment process.
• Offer clients easy access to help if they encounter problems.

CRM Setup:

Automate Follow-Ups: Set up automated email sequences in your CRM to follow up with leads and clients. Include reminders, check-ins, and personalized content.

Task Management: Use your CRM to assign tasks, track progress, and ensure that no lead or client is overlooked during AEP.

Personalization:

• Tailor your communications based on client preferences and past interactions. Use CRM data to send personalized recommendations and plan options.

Tracking and Analytics:

• Monitor your CRM dashboard to track your progress toward your AEP goals. Adjust your strategy as needed based on real-time data.

Branded Materials:

Create Custom Marketing Materials: Design custom-branded brochures, flyers, and digital ads that reflect your brand’s identity. Ensure consistency across all platforms.

Social Media: Develop a content calendar for your social media channels. Share educational posts, client testimonials, and timely updates about AEP.

Email Campaigns:

Personalized Outreach: Send targeted email campaigns to different segments of your client list. Include valuable content like plan comparisons, tips for choosing the right plan, and reminders about key AEP dates.

Interactive Content: Use quizzes, surveys, or calculators to engage clients and help them identify the best plan options.

Client Education:

Webinars and Workshops: Host branded webinars or workshops to educate clients about Medicare changes, new plan options, and the benefits of enrolling during AEP.

Print and Digital Resources: Provide clients with branded guides, checklists, and FAQs to help them navigate their options confidently.

Review and Revise:

Double-Check Compliance: Review all marketing materials, CRM automations, and enrollment platforms to ensure everything is compliant and ready to go.

Final Team Meeting: Hold a team meeting to review your AEP strategy, address any last-minute questions, and ensure everyone is aligned.

Client Outreach:

• Send a final reminder to your clients about the start of AEP. Offer to answer any last-minute questions and schedule appointments for those who need additional help.

Set Up Tracking:

• Ensure all systems are in place to track your progress throughout AEP. Set up alerts for key milestones, such as the number of enrollments or completed follow-ups.

Launch Your Campaign:

Kick-Off AEP: Launch your AEP marketing campaigns, start your follow-up sequences, and begin enrolling clients. Monitor your progress closely.

Stay Responsive:

Client Support: Be available to address any questions or concerns from clients. Provide quick responses to ensure a smooth enrollment process.

Ongoing Engagement: Continue to engage with your clients throughout AEP, offering support, information, and encouragement.

Post-AEP Follow-Up:

• Plan for post-AEP follow-up to ensure client satisfaction and address any lingering issues. Use this time to strengthen relationships and lay the groundwork for future success.

By following this 30-day AEP plan for success, you’ll be well-prepared to navigate the busy enrollment period, provide exceptional service to your clients, and achieve your business goals.

With careful preparation, compliance, and the right tools in place, you can turn AEP into a time of growth and opportunity for your insurance business.

2025 AEP Resources   |   Inflation Protection Act   |   Marketing Resources