For agencies
AEP checklist for Medicare agencies
Annual enrollment is a volume problem, not a knowledge problem. This is the checklist an agency can actually run when the book is hundreds or thousands of drug lists deep.
Before the season
- Clean the book: current email, mobile number, ZIP code, and pharmacy for every client.
- Split the book by agent so nobody is chasing the same client twice.
- Decide the one question you need from each client: their current medicine list.
- Agree on a single place the team works from, so drug lists are not sitting in four inboxes.
- Load the new plan year data and confirm the counties you serve are all covered.
Week one of enrollment
- Send every client their own secure page in one bulk send rather than calling for lists.
- Accept whatever they have: phone photo of the bottles, pharmacy printout, spreadsheet, or typed notes.
- Watch delivery, opens, and completions instead of guessing who has responded.
- Nudge the non-responders automatically on a fixed schedule.
As lists arrive
- Price each list against every stand-alone Part D plan in that client's county.
- Compare preferred retail, standard retail, and mail order in the same view.
- Confirm tiers and restriction flags on any brand-name drug before recommending.
- Send the client and the agent the same result, with a direct enrollment link for the recommended plan.
Triage the calls
- Let clients who are comfortable enroll themselves on Medicare.gov from the green button.
- Book calls only for clients who ask for help or whose result changed significantly.
- Flag anyone whose cheapest plan is close to their current one — those need a conversation, not a switch.
- Keep a queue of unfinished clients visible to the whole team until the season closes.
After the season
- Save every comparison so the following year starts from last year's list, not a blank page.
- Record who self-enrolled versus who needed a walkthrough, per agent.
- Note the drugs that caused the most switches — they will do it again next year.
- Compare staff hours spent against last season and decide next year's staffing from that number.
What automation removes from this list
- One bulk send replaces hundreds of outbound calls asking for medicine lists.
- Nothing is retyped: prescriptions are read from photos, documents, spreadsheets, and pasted notes.
- Six of the seven steps in the pipeline run without a person; the one human step is a short confirmation.
- The clients who self-enroll never occupy a calendar slot, so the team's calls go to the ones who need them.
Important notice
RxPlanMatch is not a government website and is not Medicare.gov. Costs shown are estimates for comparison based on the official plan files loaded into the system. For every available plan, visit Medicare.gov, call 1-800-MEDICARE, or contact your local SHIIP or SHIP office.
Run your book through it before the season starts.
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