How long do you have to keep scope of appointment forms?
CMS requires agents to keep the SOA form for 10-years from the date of the appointment. Even if an enrollment never took place, SOAs should be retained and ready to make available upon carrier, CMS or other regulatory body request. (Ex: no-shows, cancelled appointments, and those that do not result in a sale) 02.19.2021
What are the rules of the Medicare scope of appointment?
Please remember: sales agents must keep ALL scopes for a period of 10 years. This is the case weather or not you make the sale. When an agent enrolls a client directly through our online portal (Connect4medicare) or by a link sent to the client, the client will need to sign an electronic scope of appointment.
What is a scope of Appointment form for insurance?
Sep 29, 2017 · The 2018 Medicare Marketing Guidelines turned heads by removing the 48-hour Scope of Appointment requirement. Many agents are asking what this means in terms of compliance. Let’s review what changed and what you’re still responsible for regarding Scopes of Appointment (SOAs).
How far in advance should a scope of appointment be signed?
maintain SOAs for at least 10 years. And, you’ll want them readily available upon request. This includes initial and additional SOAs obtained during appointments. If a beneficiary requests other products not documented on the SOA, you must obtain a second SOA for the additional product(s). Your marketing appointment can then continue.
How long are you required to maintain scope of appointment SOA documentation?
10 yearsYou must retain and store all completed Scope of Appointment forms, including any SOA for no-show, canceled, rescheduled appointments, and those that didn't result in an enrollment. CMS requires that you: Ensure all SOA forms are made available upon request for a minimum of 10 years.Oct 22, 2019
How long is an Aetna electronic scope of appointment good for?
You must maintain SOAs for at least 10 years. And, you'll want them readily available upon request. This includes initial and additional SOAs obtained during appointments. If a beneficiary requests other products not documented on the SOA, you must obtain a second SOA for the additional product(s).
What is a Medicare scope of appointment?
The Scope of Appointment is a federally required form used to document an appointment between an insurance agent and a Medicare beneficiary to ensure that no other types of products are discussed outside of what the beneficiary originally requested.Apr 28, 2020
When should a scope of appointment be completed?
The scope of appointment form is required under the following circumstances: o In-home sales appointments or personal/individual appointments with an existing member/client in office, coffee shop or other similar location; o For appointments with new members / clients (not existing members / clients); and/or o When a ...
How long is SOA valid?
Q: How long do I have to keep SOA forms? A: All documentation must be maintained for the selling year plus 10 additional years. This includes initial and second SOA forms obtained at the same appointment and any SOA form obtained regardless of whether an appointment ends in an enrollment or not.May 1, 2018
How long does it take to get a SOA from CMS?
If a request for a completed SOA is made by CMS, your insurance agency, or Field Marketing Organization (FMO), you have within 48 hours of the request to submit the completed SOA.
What is SOA in Medicare?
Completing a SOA is a CMS requirement for any appointment that might discuss Medicare Advantage or Prescription Drug Plans (PDPs). Prior to an appointment, the topics to be discussed are agreed upon between the agent and the beneficiary; they are documented by a signed SOA form. There are no exceptions.
When should SOA forms be gathered?
Per CMS guidelines, the SOA should be gathered prior to the appointment. Having the prospect sign an SOA form at the beginning of the appointment should not be a common occurrence; agents who do this may face disciplinary action. If an SOA cannot be completed prior to any meeting between an agent and beneficiary, ...
Do you have to retain scope of appointment forms?
Yes. You must retain and store all completed Scope of Appointment forms, including any SOA for no-show, canceled, rescheduled appointments, and those that didn’t result in an enrollment. CMS requires that you: Ensure all SOA forms are made available upon request for a minimum of 10 years.
Do you need to document SOA prior to appointment?
Yes. If—and when—agents encounter unexpected prospect (s) who are present for a properly solicited and documented individual appointment, the additional prospect (s) must document the SOA prior to the beginning of the appointment.
How long do you keep a copy of your scope of appointment?
Retain a copy of the scopes for 10 years. It is important to capture your client's signature and the date of the appointment on the scope of appointment form, and make sure to fill out all of your pertinent agent information. When you send in your information to the carriers, ensure that you include both the front and the back of the Scope ...
What is scope of appointment?
Scope of Appointment (aka SOA) is a form that outlines the specifics of what you will present to a client during a meeting or appointment. This makes sure that potential enrollees will not be sold plans that they did not originally request. Previously, per CMS Guidelines, the SOA had to be completed 48 hours in advance to all appointments, ...
What happens when you fill out a SOA for Medicare Advantage?
When a SOA is filled out for a Medicare Advantage or Part D enrollment appointment, then non-health products such as life insurance or annuity are not able to be discussed at the current time.
How far in advance do you have to complete a SOA?
Previously, per CMS Guidelines, the SOA had to be completed 48 hours in advance to all appointments, but in 2018, CMS removed this requirement, meaning "same-day scopes" are compliant. To prepare you for the 2021 Annual Enrollment Period, we want to give you an overview on Scope of Appointment forms.
Do you need to fill out a second scope of appointment?
If they’re interested in non-health related products, you must schedule a future appointment to discuss them. Scope of Appointment does not need to be filled out in the case of: Sales events already reported to CMS.
How long after Medicare Advantage appointment can you discuss non-health products?
You cannot discuss non-health products until 48 hours after the Medicare Advantage appointment. Cross Selling: Under no circumstances can you discuss and/or complete an application for a non-health product; e.g., life insurance or annuity at the time of a Medicare Advantage or Part D enrollment.
What is scope of appointment?
The scope of appointment is a CMS requirement used to document an in person appointment witch a beneficiary to ensure that no other types of products are discussed outside of what the beneficiary originally requested.
When is a new SOA required?
A new SOA will be required if, during an appointment, the beneficiary requests information regarding a different plan type than previously agreed upon. Each Medicare-eligible beneficiary present at the marketing appointment (or their authorized representative) must complete an SOA prior to an MA or PDP plan presentation.
Can you white out an SOA?
If you make a mistake when completing the SOA, the error should be crossed out and initialed, preferably by the beneficiary acknowledging the error. You cannot use white-out on an SOA. Following a formal or an informal event, it is necessary to complete an SOA prior to an in-home visit.
Do you need an appointment for Medicare Advantage?
A paper or electronic Scope of Appointment must be completed prior to conducting a sales presentation for Medicare Advantage (MA) and Prescription Drug Plans (PDP) . Also, sales presentations are required to be by appointment only and should not be made by marketing through unsolicited direct contact.
How long do you have to sign a scope of appointment for Medicare?
Click here to download Medicare scope of appointment form. Before the rule changed in 2019: Medicare sales agents had to get a signed SOA 48 hours before meeting their client if they wanted to talk about MA or PDP plans.
How far in advance do you need to sign a scope of appointment?
CMS still prefers that sales agents get a signed scope of appointment 48 hours in advance, however they accept SOAs that are signed right before a meeting takes place as long as there is a reason for the late signing. Reasons include; walk in clients, or appointments done over the phone.
What is SOA in sales?
The purpose of the SOA is to show that sales agent has permission to speak to either the client or potential client about a particular type of plan or plans. Online Enrollment- Enroll prospects online without the need for a face to face appointment.
Can you use an eSOA for a Medicare appointment?
There is more than one acceptable way to collect a scope of appointment for a client meeting. You can now use an Electronic scope of appointment for some Medicare client appointments. You can use this eSOA as long as both the agent and client have access to a computer and an email address.
How long after signing a SOA can you make an appointment?
In the past, you had to delay meeting with a client interested in hearing about their health plan options until at least 48 hours after he or she signed the SOA. Now, that same client can request an appointment with you through a Scope, meet with you, and enroll in a health plan on the same day.
What is beneficiary contact information?
Beneficiary contact information (e.g., name, address, telephone number) Written or verbal documentation of beneficiary or appointed/authorized representative agreement.
What is agent information?
Agent information (e.g., name and contact information) A statement clarifying that: Beneficiaries are not obligated to enroll in a plan. Current or future Medicare enrollment status will not be impacted. The beneficiary is not automatically enrolled in the plan (s) discussed.
Can you collect a second SOA?
Additionally, if the client you’re meeting with indicates they’d like to talk about a health product they did not agree to discuss in advance, you can simply collect a second SOA for the additional product type and continue the appointment. It goes without saying, but that’s an easier way to do business.
Is a beneficiary automatically enrolled in a SOA?
The beneficiary is not automatically enrolled in the plan (s) discussed. Additionally, an SOA isn’t required for an application taken at a compliant marketing/sales event. However, a beneficiary should sign an SOA at a compliant marketing/sales event in order to schedule a future appointment.
What is a supplemental Medicare policy?
A Medigap policy typically pays some or all of the deductible and coinsurance amounts applicable to Medicare-covered services, and sometimes covers items and services that are not covered by Medicare, such as care outside of the country. These plans are not affiliated or connected to Medicare.
What is Medicare Advantage Plan?
Medicare Health Maintenance Organization (HMO): A Medicare Advantage Plan that provides all Original Medicare Part A and Part B health coverage and sometimes covers Part D prescription drug coverage. In most HMOs, you can only get your care from doctors or hospitals in the plan’s network (except in emergencies).
Do you need to document a marketing appointment with Medicare?
The Centers for Medicare and Medicaid Services requires agents to document the scope of a marketing appointment prior to any individual sales meeting to ensure understanding of what will be discussed between the agent and the Medicare beneficiary (or their authorized representative). All information provided on this form is confidential and should be completed by each person with Medicare or his/her authorized representative.