Your AEP Preparation Checklist
The Annual Enrollment Period (AEP) isn't just another season; it's your biggest opportunity to grow your Medicare book of business. From October 15 to December 7, independent agents are in high demand, and preparation is the difference between surviving and thriving.
That's why we've built the ultimate AEP preparation checklist for insurance agents. Whether you're a first-time agent or a seasoned pro, this guide will keep you focused, compliant, and confident from start to finish.
✔ Confirm Carrier Certifications
Before anything else, make sure you're certified to sell with all carriers you represent. Most carriers release their certification portals between July and August. Knock this out early to avoid scrambling at the last minute.
Tip: Keep all certificates saved in a single folder on your desktop or cloud storage for quick access.
✔ Complete CMS Medicare Training
CMS requires all agents selling Medicare Advantage and Part D plans to complete annual Medicare training. Most agents complete AHIP, but other options like NABIP (formerly NAHU) may also be accepted by carriers.
Reminder: Many carriers offer discounts or free AHIP certification if completed through their agent portal—take advantage!
✔ Check Your Licenses and Appointments
Log in to the National Insurance Producer Registry (NIPR) and confirm your state licenses are active and appointments are in good standing. If you're expanding into new states this year, start the process now.
✔ Review Carrier Updates and Plan Changes
Carriers roll out plan updates in late summer. Familiarize yourself with:
- New plan benefits
- Service area changes
- Competitive advantages
- Provider network updates
You don't want to be caught off guard by a client who knows more than you.
✔ Organize Your Marketing Materials
This includes:
- Updated business cards
- Postcards and flyers
- Digital assets for social media
- Educational handouts
- CMS-approved materials only
IAD agents can access free marketing assets based on their production tier. If you haven't already, request your marketing kit here.
✔ Submit and Track SOAs
Scope of Appointment (SOA) forms must be completed before discussing Medicare Advantage or Part D plans. You can collect SOAs 12 months in advance.
Best Practice: Use a digital SOA tool or CRM that time-stamps and stores your forms securely.
✔ Schedule and Confirm Client Appointments
Get ahead of the rush by reaching out to your current clients early. Offer to review their plans and set appointments before AEP begins. Use a scheduling platform like Calendly or Setmore to eliminate back-and-forth.
Bonus Tip: Prioritize dual-eligible or LIS clients first; they can make plan changes more frequently.
✔ Prepare Your Presentation Materials
Having a consistent flow for your meetings is essential. This could include:
- Carrier-branded enrollment kits
- Medicare comparison charts
- Needs-assessment forms
- A compliant script
IAD agents in Tier 2 and Tier 3 receive custom presentation templates; perfect for home visits or community seminars.
✔ Organize Your CRM and Lead Lists
Segment your contacts into categories:
- Renewals
- Prospect follow-ups
- Cross-sell opportunities
- Referral sources
Having organized data will save you hours during the busy season and ensure no lead falls through the cracks.
✔ Stock Up on Supplies and Tech
Make sure your laptop, tablet, and portable printer are working properly. Carry backup chargers, extra pens, and paper enrollment kits just in case.
If you're doing virtual appointments, double-check your Zoom or Google Meet setup and update your background with your logo.
✔ Set Your AEP Goals
Don't go into AEP without a target. Break it down by:
- Weekly appointment goals
- Enrollments by product line
- Referral milestones
This gives you something to measure and celebrate each week.
Prepare Now. Dominate Later.
AEP is coming fast, but with the right systems, support, and strategy, it won't catch you off guard. Use this AEP preparation checklist for insurance agents to structure your pre-season game plan, boost your confidence, and grow your business the right way.
And remember; you're not in this alone. Insurance Advisors Direct is here to help with carrier support, marketing assets, and compliance guidance every step of the way.
Want help with marketing, leads, or custom support before AEP begins?
Let's talk.
