AEP (Annual Enrollment Period) and AHIP (Assistance for Health Insurance Planning)  are your busiest seasons. But many agents wait until September to prepare.  By then, they’re already behind.

This AEP AHIP preparation checklist ensures you’re ready before the season hits.

That means more leads captured, faster closes, and less stress.

Timeline context: 

• October 15–December 7:  AEP for Medicare & ACA (peak sales season)

•June 1 –August 15: Early Bird AEP (Getting-ahead time for savvy agents)

•Year round:  AHIP (Health Insurance Counseling for uninsured/underinsured)

Most agents start marketing in September. By October 15, their leads are cold.  The agents who started in June already have pipeline.

That’s the power of preparation.

Step 1: Master the 2026 Rule Changes (Complete by July 1)

Before you pitch anything, know what changed.

What to research: 
•CMS rule changes for Medicare Advantage & Medigap (new plan designs, coverage
changes)
•ACA subsidy updates (CSR, APTC amounts for 2026)
•AHIP eligibility rules (who qualifies, income limits)
•State Medicaid changes (affect your ACA messaging)

Where to find it: 
•CMS.gov (official Medicare rule releases)
•Healthcare.gov (ACA plan changes by state)
•Your carrier’s update calls (attend them—they’re free)

Why this matters: You get asked every day. “What changed in 2026?” If you don’t know,
you sound unprepared. If you do know, you sound like an expert.

Action: Schedule one 1 hour call with your top 3 carriers. Write down the 3 biggest changes per carrier. Study it this week.

Step 2: Audit Your 2025 Book (Complete by July 15)
You sold clients last year. Know who’s coming back.

Create a spreadsheet: 
Client
Name Product Current
Plan Expiration Contact
Status Notes
John
Smith Medicare
Advantage Humana
MAPD 12/31/25 Call in
Sept Premium
hike
concern
last year
Jane Doe ACA Blue
Shield
Silver 12/31/25 Email in
June Happy—li
kely
renewal

Actions: 
•Who’s up for renewal? (Put on September contact list)
•Who complained about price last year? (Prepare alternatives)
•Who referred people? (Send thank-you + ask for more)
•Who lapsed? (Did they switch to competitor? Lost touch?)

Why this matters: These are your easiest sales. They’re already bought in. Renewal close
rates are 60%+. New sales are 20–30%. Start with renewals.

Output: Renewal contact calendar (Sept-Dec). Know exactly who to call and when.

Step 3: Identify Your Lead Sources (Complete by July 15)
AEP is impossible without leads. Identify where they come from.

Lead sources to activate: 
1.Turning 65 Medicare leads — People aging into Medicare (buy from IAD Lead
Hub)
2.Special Enrollment Period leads — Qualified life events (loss of group, income
change)
3.Warm list outreach — Friends, family, past clients’ referrals
4.Worksite health — Offer AEP education at employers
5.Paid ads — Facebook, Google Ads targeting “Open Enrollment” + your state
6.Content/SEO — Blog traffic (like this article) driving organic leads
Budget recommendation for AEP: $2,000–5,000/month (July–Dec) for leads, ads, and content.

Action: Decide on 3 lead sources. Allocate budget. Start reaching out to vendors (IAD Lead
Hub, Facebook Ads account, etc.) this month.

Step 4: Build Your AEP Marketing Calendar (Complete by July 20)
You need a plan for what to communicate when.

Sample AEP Marketing Calendar:

Month Focus Content
July Lead generation prep Email warm list (“AEP
is coming in October”)

August Education Blog: Medicare & ACA  changes, plan comparisons
September Urgency Email: “Open  Enrollment starts in 2

Month Focus Content weeks” + webinar

October 1–15 Conversion Daily calls,
presentations, applications

October 16–Nov 15 Closing Follow-up, closes, enrollments

Dec 1–7 Final push Last-chance messaging, emergency calls

Action: Use IAD’s pre-approved marketing materials. Use them across email, social media,
landing pages.

Where to find materials: – IAD Marketing Services – IAD Agent Portal (templates, graphics, email copy)

Step 5: Enroll in AHIP Training (Complete by August 1)
AHIP certification is required for many agents. Do it now, before the rush
What AHIP is: – Free training program from CMS – Teaches you to help
uninsured/underinsured people find health coverage – Certification = credibility +  eligibility to help Special Enrollment Period cases
Why get certified: – Legally required in some states to counsel clients – Helps you handle edge cases  (people who don’t fit standard enrollment) – Easy certification (online, ~4 hours)

Action: Get AHIP certified this month. Cost is nothing. Time is 4 hours. Return is 10+ sales
you’d otherwise lose.

Step 6: Set Up Your AEP AHIP Sales System (Complete by August 15)
You need a system to handle volume.

What you need:
1.CRM/Pipeline tool — Bridge360 (track every lead by stage)
2.Scripts — Medicare pitch, ACA pitch, objection handlers
3.Quote systems — Pre-configured for Medicare & ACA (not time-consuming)
4.Application system — Know your carrier’s app process cold
5.Follow-up reminders — Bridge360 automated reminders for every prospect
System checklist:
•☐ All leads in Bridge360 by status
•☐ Follow-up reminders set (every prospect gets 3+ touches)
•☐ Quote templates ready (copy-paste speeds things up)

•☐ Scripts written out (Medicare, ACA, objections)
•☐ Team briefed (if you have help, they know the process)

Why this matters: You’ll be slammed. Without a system, you drop leads. With a system, you scale.

Real number: Agent without system handled 50 leads in October,closed 8.

Same agent next year with system handled 80 leads, closed 18 (better conversion + more leads).

Step 7: Host an AEP Prep Webinar for Existing Clients (August 25)
Educate your clients early. They refer more. They renew faster.

Webinar format (30 minutes): 
1.Welcome (2 min): “Annual Enrollment is coming Oct 15. Here’s what changed.”
2.Rule changes (8 min): Key Medicare/ACA changes affecting them
3.Plan comparison (10 min): New plans, rate changes, what to expect
4.Q&A (8 min): Answer their specific questions
5.CTA (2 min): “Schedule your review call. Link in notes.”
Why webinars work: Clients feel prepared. They tell friends. You get referrals from the
webinar itself.

Action: Record it (use Zoom). Use the recording in your marketing all month.

Step 8: Prep Your Team (If You Have Staff) by August 30
If you have an assistant or team member, prepare them.

Train on: 
1.Lead intake process (how do you capture leads?)
2.Qualification questions (how do you identify which product they need?)
3.Common objections (script responses)
4.System navigation (Bridge360, quoting tools, carrier platforms)
5.When to escalate to you (what questions = you need to handle?)
Expectation: Your team should be able to handle basic intake calls and schedule
appointments with you. They’re not selling -they’re qualifying and scheduling.

Benefit: You focus on closes. Team handles volume.

Print this. Check it off. 

•☐ July 1: Master 2026 rule changes (CMS, ACA, AHIP)

•☐ July 15: Audit 2025 book + identify renewal clients

•☐ July 15: Identify lead sources (3–5 types)

•☐ July 20: Build marketing calendar (July–Dec messaging)

•☐ August 1: Enroll in AHIP training (get certified)

•☐ August 15: Set up AEP sales system (Bridge360, scripts, templates)

•☐ August 25: Host AEP prep webinar for existing clients

•☐ August 30: Train your team (if applicable)

Completion date: September 1 

If you finish by Sept 1, you’re ready. If you start in September, you’re late.

Agents who prepare in June/July close 3x more deals in Oct/Dec vs. agents who wait until September.

That’s not luck. That’s preparation.

You can still do well without this checklist. But you’ll spend October stressed,  scrambling, and losing sales to better-prepared agents.

Do the work now. Reap the benefits when the season hits.

IAD’s training program covers AEP strategy, AHIP certification, sales scripts, and lead generation.

Next Step: Schedule a consultation or Explore IAD’s Training

Related Resources

•IAD AHIP Certification Program — Get certified before AEP

•IAD Lead Hub — Stock your pipeline with AEP leads

•IAD Marketing Services — Pre approved email, social, and webinar templates