Medicare sales event guidelines
The following Medicare sales event guidelines will help ensure you have a successful and complaint event. Sales events can be a great way to present the benefits of Medicare plans in a location where beneficiaries can interact with you and others. It is a way to educate individuals and provides an opportunity to answer any questions that arise.
Meeting in a group setting can provide information and guidance to several people at one time. This can be a good option during AEP where many people have questions.
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Before you plan a meeting, it is extremely important to understand how to conduct meetings within the CMS guidelines.
What defines a sales or marketing event:
There are 2 kinds of sales events:
One type of sales event is a formal sales event. The agent will conduct the event more as a presentation to the audience.
The second type of sales event is informal. It is less structured and is sometimes held at a staffed kiosk or table and potential clients can initiate contact and direct the flow of information.
Whether you call it a sales or marketing event, it is held to highlight a specific group of plans with the idea of convincing potential enrollees of the benefits of choosing one of the suggested plans.
During a sales event, an agent can offer some educational information as well as discussing the benefits of the highlighted plans. No matter what is discussed it must remain compliant with the rules set by CMS.
To view the CMS rules for Medicare marketing events, click here.
Medicare sales event guidelines, things you Must do:
Notify the carriers you plan to represent at your meeting.
Once you have your meeting plan in place, you need to report it to any carrier you are representing. Each carrier has its own way to file your event. Make sure you follow the procedures of each carrier very carefully. It is advised that you file at least a month before you plan to have your event. After you have done this, the carrier will file your event with CMS. If you plan to host an event for AEP, it is a good idea to put a plan in place as early as August to be ready to go in October.
You must host your event in a public venue.
Sales events must be held in a public venue. You can use places like, private rooms in a restaurant, a library, a senior center or a conference room of a hotel. You can also use a common area in a healthcare setting.
Do not use restricted areas where any type of treatment could take place or providers may give medical advice. Privacy must be respected at all times. This means you cannot hold events near a pharmacy counter where personal information is discussed.
Do not require attendees to provide contact information.
It is acceptable to provide a sign in sheet at your event, but providing personal information is completely optional.
A Scope of Appointment is not required.
If you are holding a sales event, you do not have to collect Scopes because these are not individual appointments. You are presenting the information to a group.
Be sure to bring all the required materials.
In order to present a complaint sales meeting, you need to provide the following:
- You must have a sales presentation video. Make sure you present this at the start of your sales seminar. This will cover many of the required points that secret shoppers look for.
- Sales kits. These will include a summary of benefits as well as a STAR ratings.
Optional materials that could be good to have with you:
- Applications in case someone decides to sign up for a plan.
- A Scope in the event that an attendee would
like to schedule a personal meeting.
- Drug formulary and provider directory, you can access these through a personal computer. This is important if anyone is thinking about enrolling in a plan.
- Most application packets come with pre-paid envelopes. These are a great help for individuals who may want to send in applications pre- AEP.
- You may want to provide nominal gifts as a thank you to attendees. The value of this gift must not be over $15. You can provide gifts with a $10 value and not push the boundaries. Attendees still appreciate it. This can also be a snack with a value of $15 or less.
Click here to download a copy of the CMS Medicare marketing guidelines
When hosting a sales event, you can:
Make business cards available to attendees or other giveaways that may contain your contact information.
Hand out sales and marketing materials. This will help when you discuss the plans you are offering.
Distribute and collect Scopes in the event you may have a future marketing meeting.
You can provide enrollment applications to anyone who wants to enroll in a plan.
Keep in mind; you are hosting this meeting as a means of marketing yourself as a potential agent. Be sure to present yourself in the best possible light.
Be aware of the 12-hour rule:
If you are hosting both educational and marketing events, be sure you do not hold them in the same location within 12 hours of each other.
Please note; the same location includes the entire building or any adjacent buildings.
If you need to cancel your event:
In the off chance that you need to cancel your event; be aware that each carrier has a process in place, and you must follow their rules. Even if you do cancel within the minimum time, it is best to have a representative in the area to notify attendees who show up. That representative should stay at least half an hour after the scheduled start time.
A couple final thoughts:
Be aware that secret shoppers do sometime show up at these events. Make sure you start your event on time. Present your entire sales video. Do not use pressure to make a sale. Present your information in a clear and understandable manner. Be sure you cover the full summary of benefits, provider network and prescription drug coverage. You also need to include the enrollment period options.
If you follow the rules, and present yourself in an intelligent, caring and approachable manner, you can reach your audience and provide the advice they need.