As summer winds down, it’s time to make sure you’re ready for AEP. With more Medicare beneficiaries receiving negative ANOCs this year, there will be more people shopping and switching plans, meaning AEP will be even busier than usual. Turn this market turmoil to your advantage by taking the time to prepare for what’s coming. Preplanning will be key for a successful AEP. There are five crucial steps to take before AEP begins.
1. Be Ready to Sell
Make sure you have completed your AHIP certification and all the necessary carrier certifications and contracts. Attend any carrier required training sessions. Review the carriers in your portfolio and familiarize yourself with their plan offerings and application processes. Double-check to ensure you haven’t missed any carriers you might want to add to your portfolio this year.
Set your sales goals for client retention and new prospects – and track your results. When you do your post-AEP review, you’ll be able to determine whether you were signed with carriers who offered the plans your clients wanted.
2. Stay Up to Date with 2025 Changes
To speak confidently with your customers and provide accurate information, you need to be familiar with all the carrier-specific plan changes, including changes to premiums, benefits, drug formularies, and provider networks as well as new plan offerings and plan discontinuations. You need to understand all the Medicare regulatory changes for 2025 and the impacts of the Inflation Reduction Act on Part D benefits. Being well versed in all aspects of Medicare coverage will mean you’re able to educate your clients and guide them through their coverage choices. This will build trust and long-term client relationships.
3. Prepare Your Marketing Strategy
Be ready to roll out a multifaceted marketing strategy, directed at both your current clients and new prospects.
- Start with pre-AEP outreach to your current clients, telling them to be on the lookout for their ANOCs. Prepare clients for the type of changes they might see and encourage them to reach out you once AEP begins for a one-on-one review. Client retention should be top of mind this AEP.
- Order marketing materials in advance. Stock up on business cards, flyers, and brochures. Make sure all the information is up to date and CMS approved.
- Update your social media platforms, keeping the content relevant and timely.
- Book your Medicare presentations now to secure your desired dates and venues. Remember to follow CMS compliance guidelines for Medicare events.
- Keep track of how well your marketing strategy is working. Knowing which specific marketing campaigns generated the most leads and 2025 applications will help you determine where to focus your time and money next year.
4. Be Proficient with Your Technology and Tools
Leveraging technology and tools will help you be more efficient and reduce errors. Try to minimize paperwork wherever you can. Use your CRM to its full capacity to monitor leads and keep track of appointments and events. Keep client info up to date. Know how to use carrier online quoting tools and online enrollment applications. If you need additional training on these tools, now is the time to ask for help.
5. Prepare to Offer Top-Notch Customer Service
A busier AEP means you’ll be meeting with more people and fielding more phone calls from clients and prospects. Providing top-notch customer service during busy times may be challenging. Prepare for how you will handle this influx. When you meet with clients, stay focused and demonstrate active listening. Make the client in front of you your priority. Always follow up in a timely manner – for email or voice mail messages, this is within 24 hours. Whenever possible, set a reasonable expectation for when clients can expect to hear from you; for example, “I will get back to you by the end of day tomorrow.” Including this information in your voice mail messages and automated email replies will avoid frustration for both you and your clients.
Remember, this is also a stressful time for Medicare beneficiaries – the changes being made to their current plans may make them feel unsettled and anxious. Ease this anxiety by staying calm and positive. Reassure your customers that you are there to help.
The experienced team at PTT Financial will help you make this AEP your best yet. Contact us today.
