Don’t delay on helping your members voluntarily enroll in a new Aetna Medicare plan by Dec. 7
Remember, you’re not allowed to solicit for plan changes during the Open Enrollment Period (OEP)
As you know, this AEP, we’re encouraging some Aetna Medicare members to voluntarily move to a new 2020 Aetna Medicare Advantage plan (MAPD) that may be a better fit for their needs in 2020.
If you’re planning to help your Aetna Medicare members change plans, you need to do so by December 7, the last day of AEP. You’re not allowed to solicit plan changes during OEP, which runs from January 1–March 31.
What you need to know
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The final day you can contact your members about enrolling in an alternative plan is by December 7.
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Although the OEP runs from January 1 – March 31, CMS prohibits you from soliciting for MA/MAPD enrollments or plan changes during that time. This means you’re not allowed to advertise this option, or encourage beneficiaries to switch plans, during OEP. However, if an MA/MAPD client contacts you about making a plan change, you can assist them with this one-time opportunity.
Important do’s and don’ts
During OEP
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You're not allowed to...
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You may...
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Send unsolicited materials advertising the ability/opportunity to make an additional enrollment change or referencing the OEP
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Specifically target beneficiaries who are in the OEP because they made a choice during AEP, by purchase of mailing lists or other means of identification
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Engage in or promote agent/broker activities that intend to target the OEP as an opportunity to make further sales
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Call or otherwise contact former enrollees who have selected a new plan during the AEP
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Market to age-ins (who have not yet made an enrollment decision)
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Market to dual-eligible and low-income subsidy (LIS) beneficiaries who, in general, may make changes once per calendar quarter during the first nine months of the year
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At a beneficiary’s proactive request, send marketing materials, have one-on-one meetings, and provide information on the OEP
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Include general information on your website about enrollment periods, including OEP
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Review our 2020 OEP overview flyer for general information about OEP. For a complete list of marketing rules, please see section 40.7 of the CMS Medicare Communications and Marketing Guidelines (MCMG) and the MCMG update memo dated August 6, 2019.
Review our Agent of Record retention policy
Regardless of how members enroll in a new plan this AEP – whether telephonically, online, by paper, or directly with you as their AOR – Aetna will maintain the AOR status.
Reporting update
Please be advised you may experience delays with your Pending Application and Medicare Book of Business reporting. If your clients enroll in a new plan through one of the alternative enrollment channels (telephonically, online, or by submitting a paper application on their own), depending on CMS processing time, it usually takes about two weeks for them to appear in Producer World reports.
Rest assured, we have multiple processes in place to ensure the original AOR is maintained, even though it may take slightly longer for these enrollments to show up in your reports.
Questions
We’re here to help. Just contact your local Aetna Medicare broker manager for assistance. Or you can contact the Aetna Medicare Broker Services Department at 1-866-714-9301 or by email at brokersupport@aetna.com.
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Prior to engaging in the sale of Aetna Medicare products, producers must be ready to sell, which means certified, contracted, licensed in the applicable states, and appointed by Aetna in accordance with state law. As permitted in certain states, Aetna will order appointments after the first sale. This communication is intended for use by brokers only and is not intended for distribution to Medicare beneficiaries. Any publication or distribution of this communication to unauthorized recipients without Aetna’s approval is prohibited.
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