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As a Medicare agent, you understand the importance of being well-prepared for your client appointments. These appointments can be pivotal moments in helping individuals make informed decisions about their healthcare coverage. To ensure you make the most of these opportunities, it’s crucial to engage in thorough pre-appointment work. This blog will guide you through the essential steps to prepare for your Medicare appointments, including understanding the scope of appointment and setting up appointments effectively.

Understanding the Scope of Appointment

Before you even think about setting up a Medicare appointment, it’s essential to understand what a “scope of appointment” means. The scope of appointment (SOA) is a critical concept in the Medicare world. It refers to a written agreement or documented oral agreement between you and the potential client, outlining the specific topics to be discussed during the appointment. What to remember when obtaining your SOA:

  • There is now a 48-hour Delay on Scope of Appointment: A 48-hour waiting period is now required between obtaining an SOA and beginning a marketing appointment. This waiting period is waived for walk-in meetings at your office, kiosk or other walk-in meeting location, as well as for situations where the client is within four days of the end of an election period. Client-initiated calls can be immediate.
  • A Scope of Appointment, business reply card, or request to receive additional information is valid for 12 months following the date of the beneficiary’s signature date or the date of the beneficiary’s initial request for information.
  • MA organizations holding education events may no longer set up future personal marketing appointments or have beneficiaries complete Scope of Appointment forms at these events.

Setting Up Appointments Effectively

Once you have a clear understanding of the scope of appointment, it’s time to set up the appointment itself. Effective appointment setting can significantly impact your success as a Medicare agent. It’s so important when scheduling your appointments to be courteous of the client’s time.  Offer flexible scheduling options, including evenings or weekends if possible. This accommodates the client’s availability and demonstrates your commitment to their needs. During AEP you’re going to try and squeeze appointments as close together as possible, but be mindful of travel time and those who have more questions than others.  Send a confirmation email or message with the date, time, and location (if it’s an in-person appointment) 24 hours out. This step ensures clarity and helps the client prepare. Prepare Educational Materials. Gather all the necessary educational materials and resources related to the topics within the SOA. Having these materials on hand will allow you to provide valuable information during the appointment. Coming to your appointments prepared shows you are a professional who is ready to educate and assist! Review Client Information before the appointment; review any information you have about the client, such as their current healthcare coverage or specific questions they may have. This demonstrates your preparedness and dedication.

Preparing Yourself Mentally and Emotionally

Pre-appointment preparation isn’t just about logistics and paperwork; it’s also about being in the right mindset.

  • Stay Informed: Keep up-to-date with the latest Medicare policies, plan changes, and industry trends. Knowledge is your greatest asset in this field.
  • Empathetic Approach: Understand that discussing healthcare options can be stressful for clients. Approach each appointment with empathy and patience, addressing their concerns and questions.
  • Build Rapport: Establishing a connection with your client can make a significant difference. Take time to build rapport by listening actively and showing genuine interest in their needs.
  • Stay Organized: Keep all necessary documents and technology ready and organized. Technical glitches or misplaced paperwork can disrupt an appointment and create a negative impression.
  • Confidence: Exude confidence in your expertise and the plans you’re presenting. Confidence can help instill trust in your clients.

Preparing for your Medicare appointments as an agent requires a combination of administrative, organizational, and interpersonal skills. By understanding the scope of appointment, setting up appointments effectively, and preparing yourself mentally and emotionally, you can increase your chances of success. Remember that each appointment is an opportunity to make a positive impact on your clients’ lives by helping them navigate the complex world of Medicare and make informed choices about their healthcare coverage. As you prepare for AEP, it’s important to feel confident in your Medicare sales presentations. If you would like to discuss training options or strategies, reach out to your Sales Development Manager today! 

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Aetna is an American managed health care company that provides traditional and consumer-directed health care insurance and related services, such as medical, pharmaceutical, dental, behavioral health, long-term care, and disability plans, primarily through employer-paid insurance and benefit programs1. Aetna is a proud CVS Health company and shares a common purpose with CVS Health: bringing their heart to every moment of your health. Aetna believes that everyone should have a fair and just opportunity to achieve their best health, which is known as health equity. Aetna is committed to improving the environment, addressing health inequalities, investing in people’s health, acting with integrity and protecting against health care fraud and abuse.

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