Medicare Producer News
Only 3 days left in AEP!
The Annual Election Period (AEP) ends Friday, December 7. This means all Medicare AEP marketing efforts must cease on that date. Please make sure you follow the guidelines below when submitting your final AEP enrollments.
Guidance and deadlines for end of AEP enrollments.
Guidance and deadlines for end of AEP enrollments
|Friday, Dec. 7||All AEP applications for a January 1, 2019, effective date must be completed, signed, dated and received by the agent no later than 11:59 p.m., December 7, 2018. You, the agent, must sign and date the application no later than 11:59 p.m., December 7, 2018, too. You may not backdate the member signature date, agent receipt date, or agent signature date.|
|Submit apps within 2 days||Aetna must receive signed enrollment applications within two calendar days after you receive them from beneficiaries.|
|Sunday, Dec. 9||December 9, is the last day to submit all applications that were signed and dated December 7, 2018.|
|After AEP||If you receive a completed enrollment application after AEP ends on December 7, do not hold or destroy it. Under CMS rules, you must still submit it to us within two calendar days as noted above. Aetna then will process or deny the enrollment as appropriate.|
Use the Ascend Virtual Sales Office app to submit your final AEP enrollments
The Ascend app is a fast and efficient way to submit your final AEP enrollments. It can help you save time and potentially squeeze in a few more client appointments. Review the top 5 ways the Ascend app can help you close out AEP.
Ensure you submit paper enrollments to the right spot – Addresses and fax numbers vary by plan
Remember, mailing addresses and fax numbers to submit 2019 enrollment applications vary by plan. If you accidentally send an enrollment application to the wrong spot, it will cause delays and the application may be denied. The correct address and fax number appear on page 1 of the enrollment form, and corresponds to the code that appears in the bottom right corner. Use this flyer as a helpful resource.
Make sure you fill out applications completely and correctly to avoid processing delays and additional outreach to your clients
Make sure all your enrollment applications are processed efficiently, without delays, by completing all required fields, including the applicant’s Medicare number.
When Aetna receives incomplete applications, before they can process them, they have to contact the enrollees to verify their information.
If Aetna not able to verify customer information by phone, they’ll send a letter to your client asking them their Medicare information by a designated date. If they don’t receive it by the designated date, the application will be denied.
Check your clients’ application status online
You can check the status of your clients’ MA/MAPD and PDP enrollment applications on Producer World. Just go to the Individual Medicare page and click on “Reporting.” The Pending Application report shows applications being processed. Once approved, applications appear on the Medicare Book of Business report.
Medicare Open Enrollment Period returns Jan. 1
The Medicare Advantage Open Enrollment Period (MA OEP) will return in 2019. From January 1 – March 31, members can make a one-time election to switch to another MA plan (with or without Part D coverage) or to return to Original Medicare (with or without Part D coverage). For more information, download the OEP Rules of the Road playbook.
During MA OEP, plan sponsors and producers aren’t allowed to solicit MAPD enrollments. For details on what you can and can’t do, please review section 40.7 of CMS’ 2019 Medicare Communications and Marketing Guidelines.
Get a discount on E&O coverage
Did you know Aetna and Aetna Coventry Medicare agents are eligible to receive a discounted rate on errors and omission (E&O) coverage? Yep. There’s a special program, administered by Gallagher MGA Insurance Services, that offers E&O coverage packages for agents and agencies. Learn more or apply online.
Need assistance? Here’s who to call (for brokers only)
|Filling out enrollment applications||Aetna Medicare Broker Services Department
8 a.m. to 8 p.m. ET, M – F
9 a.m. to 2 p.m. ET, Saturday
|Enrollment options (fax, mail, electronic/Ascend)|
|Getting access to the Ascend app|
|2019 plan benefits
Select prompt 2 to be directed to 2019 plan benefits
|Looking up in-network providers
Before calling the hotline, check our online tools:
|Provider Lookup Hotline
7 a.m. to 9 p.m. CT, M – F
(Available during AEP only,
for ready-to-sell brokers)
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