Organization Tips and Tricks for the Medicare Annual Enrollment Period

The Medicare Annual Enrollment Period can be very stressful, but don’t worry. We’ve laid out some tips and tricks on how to stay organized so AEP season can be a breeze this year!

Get Organized Before AEP

Don’t get caught off guard once AEP has already begun. Get organized before the “busy season,” so you won’t have to add to your already loaded schedule.

Partner with a Field Marketing Organization (FMO)

Part of an FMO’s purpose is to provide independent insurance agents with helpful products and services. Ritter Insurance Marketing lifts stress off agents’ shoulders by offering solutions to Medicare concerns or questions via a dedicated sales specialist.

Besides providing contracts with carriers, FMOs may offer niche resources to their agents like educational content, events, trainings, and technology. At Ritter, we pride ourselves on all our resources, including:

• The Ritter blog
• Free eBooks and guides
• ASG Podcast
• The Ultimate Agent Resource List
• Knight School
• And more!

Through our partnership with Integrity, we’re also able to offer agents access to Integrity’s Technology Suite of Solutions including MedicareCENTER, LeadCENTER, and PlanEnroll! One simple sign up with MedicareCENTER enables the use of all of their industry-leading sales tools.

Also, agents partnered with Ritter are invited to AEP preparatory events such as the Summits, which help agents connect and learn about the best and brightest in Medicare to gear up for the busy season ahead.

Reach Out to Existing Medicare Clients

Client retention is just as important to a successful business as increasing your client base. Ease clients’ concerns and make sure that they know what to expect during the upcoming AEP season by sending emails or letters prior to AEP.

The Ask Integrity Shoppers function within MedicareCENTER simplifies the process of sorting through your clients and determining who to contact and why. This useful feature will even give your clients a priority rating so you can see who to contact first. Automatic tags and filters give you Instant Insights into which clients are likely to be shopping for a plan this AEP. Check out these videos on Ask Integrity Shoppers to learn more (must be registered with Ritter and logged in to view).

To streamline your Medicare AEP marketing efforts, use the resources available to you from either your FMO, agency, carriers, or other company you have affiliated with your business. For example, Ritter offers The Ultimate Agent Resource List, a vendor guide covering marketing, communication, and organization recommendations. Additionally, you can purchase promotional materials that feature your logo or name at ShopRitterIM or your PlanEnroll-branded materials through LeadCENTER.

If some of your clients are a bit more tech-savvy, try using an appointment scheduling app, such as OnceHub, for easy scheduling. Of course, a phone call will also do the trick for your less-tech-advanced clients.

Prepare for the Busy Season

Prior to the “busy season,” make sure to organize information about each of your clients in their own client profile on your client relationship management (CRM) system. If you use MedicareCENTER as your CRM, you can invite your clients themselves to update their information (like health info, prescriptions, doctors, etc.) through Client Sync.

In general, get familiar with the tools and resources you’ll be utilizing during AEP. Assemble a bag or (digital) folder with any documents that are necessary during your future appointments. And of course, organize your office space by cleaning up your computer and giving everything on your desk a home.

To be the most knowledgeable agent during AEP, stay up to date on the latest Medicare and carrier-specific updates and news by subscribing to resources such as the Ritter blog online, and attend carrier meetings and webinars.

Stay Organized During AEP

To make the most out of the 54-day AEP for Medicare and remain stress-free, be sure to maintain what organization methods you know work for you.

Keep Track of Appointments

Whether you prefer to use a digital scheduling app on your phone, or a “good old-fashioned” paper planner, noting your appointments is very important! Remember not just to plan for the appointment itself, but also jot down commute time and location. Also, try highlighting the 54-day period that you have (from October 15 to December 7), so you can keep track of how much time is left in AEP.

Maintain Usable Office Space

It’s all too easy to allow your office organization to lapse, especially if you are super busy! Prior to AEP, you designated where everything goes, now it’s time to make sure that items remain there. As simple as this sounds, giving each item its own spot will make cleaning up and finding the files you need much easier.

If you find problems staying well organized, plan a 30-minute period each week, dedicated to straightening up all AEP items.

Keep Up Organization After AEP

Don’t let all your hard work be thrown out the window — keep it up!

Organize Your Client Information

Once AEP ends, you should review all of your clients’ new or updated information. After you’ve validated information such as client’s name, DOB, Medicare ID number, their plan details, and their contact information, begin to organize that information in your CRM. Additionally, verify enrollments and ensure you’re the agent of record.

The information that you note will help you be better prepared for your selling endeavors next year, as well as help you predict your commission payout in January.

Follow Up with New and Old Clients

Once AEP is over, let your clients know what to expect in the future! This is a great opportunity to remind clients of your contact information in case they have any future questions or concerns. Moreover, staying in touch with your clients is essential for creating client trust and loyalty and boosting customer retention!

You should have lots of resources in your toolbox to help you sell policies during the Medicare Annual Enrollment Period, but organization will prove to be one of the most important! By staying organized you will be able to focus on maintaining relationships with your clients, close successful sales, and stress less.