Pre-Warming Activities

Prior to the Medicare Annual Election Period (AEP), you may have questions surrounding what you can and cannot do to market plans before October 1, which is the start of the AEP marketing period. 

The Centers for Medicare & Medicaid Services (CMS) does not permit any marketing of the next plan year prior to October 1.  Below is a good reminder about what activities are considered “marketing” and must wait until October 1 or later.

“Marketing” includes-

  • Discussing any options, rates or benefits for the next plan year on phone calls or at an appointment
  • Holding sales/marketing events where options for the next plan year will be discussed
  • Completing an enrollment application

If a client calls you about their Annual Notice of Change (ANOC) or Evidence of Coverage (EOC) mailing, you may respond to inbound questions and discuss only the changes for the plan a member is currently enrolled in. You cannot discuss plan options for the next plan year until Oct. 1. But you could schedule an appointment to take place Oct. 1 or later on the same inbound call. Agents may not market to members receiving Service Area Reduction (SAR) Notices until October 2.

But, if the beneficiary is entitled to another enrollment period, like a Special Election Period (SEP), or if they are in their initial eligibility period, continue to operate as normal.

If you have questions about this article or other compliance questions, please contact our compliance department, or ask your marketer.

 

Registering Sales and Educational Events

During this AEP season, please remember that in order to stay compliant with the CMS Medicare Communications and Marketing Guidelines, all sales/marketing events must be registered properly with each carrier.  Educational events may or may not need to be reported to the carrier.  

Below are registration details and directions for specific carriers.  

Reporting template and e-mail address:
If you’re a licensed agent within an Aetna local market, submit your events directly to your market. Contact your local Aetna Medicare broker manager to get the appropriate Seminar Reporting Template, templates vary slightly by market. To find your local broker manager, go to Aetna’s Producer World. If you’re a licensed Part D agent NOT within an Aetna local market, submit your seminar events directly to Agent Oversight’s medicaresemi@aetna.com mailbox.

Include agent name, NPN, agent’s phone number, date of event. For virtual events, use Aetna Medicare seminar reporting template, and in the address column provide the URL, call-in number and meeting codes for the event.

What type of events need reported:
Sales and Educational

Submission Deadlines:
Prior to advertising or 10 calendar days prior to the event, whichever is earlier.

Reporting template and e-mail address:
Submit marketing/sales event information to your Cigna manager/broker sales representative (BSR). In addition, ONLY for formal sales presentations: Complete the Sales Event Form and submit each Monday before 9:00 AM for previous week’s events. Email the SEF to: SalesEvents@healthspring.com.

Sales Event Log Templates and the Sales Event Form are available from the Cigna manager/BSR. Cigna employed agents must contact their manager.

What type of events need reported:
Sales

Submission Deadlines:
Only Cigna employed agents are required to report educational events. Submit the Sales Event Log Template prior to the 15th of the month for the following month's events. If the event is submitted to Cigna after the 15th of the prior month, the event is logged in the Sales Event Master Log at least 10 calendar days prior to the event.

Reporting template and e-mail address:
Agents must report all sales/marketing and educational events to the Sales and Marketing Support Executive (SMSE).

What type of events need reported:
Sales and Educational

Submission Deadlines:
All formal Sales events must be reported at least 21 days ahead of the event date. All informal marketing and educational events, report to SMSE at least 7 days in advance of the event date.

Reporting template and e-mail address:
Use online event reporting tool.

What type of events need reported:
Sales and educational

Submission Deadlines:
Prior to advertising or 10 calendar days prior to the event, whichever is earlier.

Reporting template and e-mail address:
Submit your seminar events directly to Agent Oversight's medicaresemi@aetna.com mailbox. Include agent name, NPN, agent’s phone number, date of event. For virtual events, use Aetna Medicare seminar reporting template, and in the address column provide the URL, call-in number and meeting codes for the event.

What type of events need reported:
Sales and Educational

Submission Deadlines:
: Prior to advertising or 10 calendar days prior to the event, whichever is earlier.

Reporting template and e-mail address:
Email completed form to Debi Burrell-Thiem Debi.Burrell-Thiem@mutualofomaha.com

What type of events need reported:
Sales

Submission Deadlines:
At least one week before the event.

Reporting template and e-mail address:
Required to report event in Salesforce, and an event request form must be completed and submitted to your Wellcare sales office for approval.

What type of events need reported:
Sales and Educational

Submission Deadlines:
For Sales events, lead/approval time for advertising: at least 10 days for nonadvertised events, 30 days for direct mail and 16 days for print.

Check the carrier's website/portal for the most current procedures.