Many of you will be out and about this AEP conducting Medicare Advantage events, both formal and informal. We have put together a list of the dos and don’ts of conducting those events during AEP to ensure that you have a compliant presentation.
Ensure That You are Fully Certified
It’s vital that you are following all of the rules for each of the Medicare Advantage carriers. Be sure that you are fully contracted, appointed, and certified to conduct events for each Medicare Advantage carrier. Some companies require that you complete face-to-face training in order to be considered fully certified.
Informal Versus Formal Events
An informal event is typically conducted at a doctor’s office, pharmacy, or food pantry. A formal presentation is not necessary at an informal event.
A formal event often requires that a full presentation is conducted for the Medicare Advantage carrier that you’re representing. Carrier protocols apply at formal events, so be sure you’re following the rules for the carrier that you’re representing.
Arrive Early to Your Medicare Advantage Events
When conducting a formal event, it’s important that you arrive early so that you have plenty of time to set up. For a formal event, you must arrive at least thirty minutes early.
You are only required to stay at the event for thirty minutes past the start time if you have no one show up. If there are attendees, you are not required to stay for the full amount of time at a formal event.
Informal events, on the other hand, have different guidelines. For informal events you must arrive at least thirty minutes before so that you have your table set up and are ready to present.
You are required to stay the entire time that you have reported to the carrier for an informal event. For instance, if your event is from 2:00 to 4:00, you must be set up and ready to go by 1:30 and you must stay for the entire duration of the event until 4:00.
Don't Require Attendees to Fill Out Personal Information
For any event that you conduct, you are not allowed to require attendees to fill out personal information, such as a sign in sheet, a registration form, or a lead card. Requiring them to do so is against CMS rules and is prohibited for any Medicare Advantage presentation or informal event.
If you do have something for your attendees to fill out to receive additional information or to request that you contact them, you must explain that it is optional.
Medicare Advantage Event Checklist
1. Check Your RSVP List
- If you have an RSVP list provided by the Medicare Advantage carrier that you’re representing, you must be sure that you have permission to call each of those RSVPs. If you do have permission, you may call to remind them at least 24 hours before the event.
- By doing so, you can provide details, such as the location and start time, as well as remind them to arrive a little early.
2. Ask Attendees to Bring a Friend
- When you are talking to your RSVPs, remind them to bring a friend or two. Referrals are your best source of leads!
3. Have Enough Materials
- When getting ready for your event, be sure that you are fully prepared with materials for all of the products in your portfolio. Even if you’re not presenting a specific product, you will want to be sure that you have all of the materials on hand, as you may be asked about other products during the event.
- Ensure that you have enough for every attendee. It’s a good idea to bring twice the amount of materials as you have people so that you don’t run low.
4. Hand Out Business Cards
- When conducting a formal or informal sales event, you should take the opportunity to hand out your business cards. Remember that they must be made available to all attendees.
5. No Door Prizes
- Door prizes are not allowed at your formal Medicare Advantage events, however, giveaways are permissible. Many agents will give away a pen or notepad. If you decide to have giveaways, you must provide them for every attendee at the event. Giveaways cannot exceed a $15 value per person.
6. No Meals May Be Provided
- Meals cannot be provided at events. You may, however, supply snacks and/or drinks. Snacks and drinks must not exceed a $15 value per person.
7. Don't Read Word-for-Word From Your Presentation
- While conducting your event, be sure that you aren’t reading word-for-word from the presentation. It’s important to engage your audience and let them know that you are applying to be their agent. Remember, you only have one chance to make a first impression!
8. Make it Fun!
- Go out there, make it fun, and make it entertaining for your clients. Engage with them and ask them for the sale!
Do you have any great strategies for preparing for Medicare Advantage events that we didn't mention? Let us know in the comments!
You can also find more expert advice and resources in this blog post on 5 Tips for a Successful AEP. As always, if you have any questions or need additional one-on-one training, feel free to give us a call at 888-622-9122. We're always happy to help!
Great article. What are the steps to becoming certified to do Medicare Advantage?
I would be happy to talk with you about becoming certified to sell MA plans. You can give me a call at 423 773 1866 or send me your contact information and I’ll reach out to you.
Thanks for your interest!
Courtney Jones