A checklist for success in Medicare AEP

The Medicare annual enrollment period is approaching, and you’ve likely been gearing up for this critical time when your clients can enroll in or make changes to their Medicare Advantage and Part D prescription drug plans. But in this flurry of activity, it’s easy for some crucial tasks to get lost in the shuffle.

Use our 2025 AEP checklist to keep track of everything you need to prepare for success during this busy enrollment period.

1. Plan preparation and selection

The first task on our checklist is to ensure that your plan portfolio is up to date and well organized. This involves two key steps.

• Stay up to date with plan changes: Familiarize yourself with the various plans available in your area of operation, including any updates to benefits or costs from last year. As more first looks become available for the 2026 plan year, ensure that you thoroughly review each of your offered plans to stay informed about how they may differ this year.
• Pick your portfolio plans: When it comes to deciding which plans you’ll offer this AEP, it’s essential to consider both what the clients want and what may be the best choice for their needs. Many enrollees may ask for plans from the big-name carriers, and it’s valuable to be able to associate your business with established brands. However, it’s also essential to be familiar with local plans in the area, which may offer more suitable benefits or a better network. Your plan portfolio should have a mix of both plan types to ensure you have the best solution for each client’s needs.

2. Contracting and certifications

To sell Medicare Advantage plans, all licensed agents are required to complete several levels of training, certification and contracting, including:

• Carrier contracting: Review your contracts with insurance carriers to ensure you're authorized to sell their plans during the AEP. This includes verifying your appointment status with each carrier and ensuring you have the necessary licenses and certifications. Also, consider adding any new plans to your portfolio as soon as possible. Sometimes, the difference between making and losing a sale can come down to which carriers or products you’re certified to sell. Adding a contract at the last minute can often be difficult.
• FWA training and compliance: Complete the required Fraud, Waste and Abuse training to ensure you're aware of the latest compliance requirements and best practices for preventing FWA. This training is crucial for maintaining a compliant and ethical business practice. One of the most popular methods of completing this training is through the AHIP course, which costs $175. Some carriers may offer a discount when you use their portal to complete the training, so be sure to check.

3. Strong client relationships

The AEP is an excellent opportunity to strengthen your relationships with your clients. By providing exceptional service and demonstrating your expertise, you can build trust and establish yourself as a go-to resource for their insurance needs. Here are a few tips.

• Be proactive: Don't wait for clients to come to you. Take the initiative to reach out and offer guidance. This proactive approach will help you stay top of mind and demonstrate your commitment to their well-being.
• Provide personalized solutions: Use your knowledge of the available plans to provide personalized solutions that meet your clients' needs. This might involve recommending a different plan or adjusting their existing coverage.
• Review client information: Review your client database to identify those who may need to re-enroll or make changes to their existing plans. This proactive approach will help you stay ahead of the curve and ensure your clients receive the coverage they need.
• Develop a communication strategy: Craft a clear and concise communication plan that outlines how you'll reach out to your clients, whether through email, phone calls or in-person meetings. Personalized communication can make a significant difference in building trust and ensuring client satisfaction.

4. Leveraging technology to streamline your workflow

Technology can be a powerful ally during the AEP. By leveraging the right tools and platforms, you can streamline your workflow, reduce administrative burdens and focus on what matters most. Here are a few ideas where technology will help you provide exceptional service to your clients.

• Use available platforms: Invest in client management software that allows you to track client interactions, manage leads and analyze data. Be sure to take advantage of any carrier platforms or digital tools that may make the quoting and enrollment process much smoother.
• Take advantage of digital marketing: Consider using digital marketing channels such as social media or email marketing to promote your services to a wider audience.
• Stay organized: Use tools such as calendars and to-do lists to stay on top of your tasks and deadlines. This will help you manage your workload and ensure you're meeting your clients' needs.

Staying compliant and avoiding pitfalls during AEP

As you navigate the AEP, it's essential to stay informed and compliant with regulatory requirements and avoid common pitfalls.

• Be aware of common mistakes: Be aware of common mistakes that can occur during the AEP, such as failing to provide accurate information or missing critical deadlines.
• Maintain accurate records: This includes client interactions, plan enrollments, and other relevant information. This will help you stay organized and ensure compliance with regulations.

AEP is a critical time for licensed agents, providing an opportunity to make a meaningful impact on enrollees’ lives and health outcomes. As you gear up for the AEP, remember to stay focused on your clients' needs and provide personalized guidance to help them navigate the complex world of health insurance. After you’ve crossed each of these tasks off your AEP prep checklist, you’ll have everything in place to make the most of this year’s annual enrollment period.

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Lucas Vandenberg is CEO of PSM Brokerage, an AmeriLife company. Contact him at [email protected].