Guidance and Deadlines for End of AEP Enrollments
The 2018 Annual Election Period (AEP) ends Thursday, 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 to Aetna. Remember, Aetna is here to support you!
| Dec. 7 | All AEP applications for a January 1, 2018, effective date must be completed, signed, dated and received by the agent no later than 11:59 p.m. December 7, 2017. 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. |
| Dec. 9 | Aetna must receive all applications by December 9 to process them for a January 1 effective date. |
| 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 Aetna within two calendar days as noted above. Aetna then will process or deny the enrollment as appropriate. |
Best Practice: Submit Enrollments Electronically
To ensure you submit enrollments timely, Aetna encourages all agents to submit enrollment electronically using the Ascend Virtual Sales Office app. If you don’t have the Ascend app, you can request access, and find how-to resources and 2-minute video tutorials, on Producer World.
With the Ascend app, you can also use the new improved e-kit option. E-kits allow you to provide a full and compliant enrollment kit to every prospect — and receive credit for the sale — all without leaving your office during the hectic end of AEP period). Watch an e-kit training video.
Instructions for Submitting Paper Applications
How to Check Status of Applications on Producer World
Step 1: Log into Producer World.
Step 2: Select “Individual Medicare” in the black bar at the top.
Step 3: Next, click the “Reports” tab in the middle of the page.
- For Aetna application status, click the orange “Access Aetna Reporting” button. From there you can view the Pending Application report for pending applications or the Medicare Book of Business report for approved/enrolled members.
- For Coventry application status, click the orange “Access Coventry Reporting” button. Next, you’ll need to login to App Tracker with your Coventry agent writing number and password. Then select the “Reports” tab to pull the various Coventry report options.
This is neither legal nor accounting advice. If you have questions, please consult a lawyer or accountant. The information included in this post was provided by the entity referenced herein.
