You can provide food and snacks at educational events, but you are also allowed to provide meals. If you would like to provide meals at educational events, however, there are additional rules that must be followed: The event must meet Centers for Medicare and Medicaid Services’ (CMS) strict definition of an educational event.
Full Answer
What is an educational event for Medicare?
Educational events are intended to inform people about Medicare and Medicare programs. This can include Medicare Advantage, Medicare supplement and Part D plans. It cannot be plan specific or intended to steer or sell someone something.
Can I hold a virtual Medicare educational event?
In some cases, you may be able to hold a compliant virtual Medicare educational event, but again, check with your carriers first. Some retail sales programs may not be offered this AEP or will be offered with additional restrictions.
What types of Medicare events can I hold?
In general there are 2 types of Medicare Events you can hold, Educational Events and Sales Events. The educational event is meant for you to share information, and answer any questions your prospects or their care-givers may have.
Why are educational events important for healthcare providers?
First thing to remember, educational events are purely for education and communication. Furthermore, these events are for prospective enrollees along with their caregivers and others who may aid in their decision making. During an educational event, use this time to get to know your market and teach them about the service you provide.
Which activities are permitted at an educational event for Medicare?
You may do the following at the conclusion of your educational event: Distribute business cards and contact information so beneficiaries can contact you at a later date. Complete and collect Scope of Appointment (SOA) forms. Set up marketing appointments.
Can food be served at an educational event?
Educational events are the exception to the “meals” part of the rule above. You can still provide food and snacks at educational events, but you are also allowed to provide meals. If you'd like to provide meals at an educational event, here are a few additional rules you must follow.
During which type of educational event are agents allowed to discuss plan-specific information?
The agent can set up a sales/marketing appointment with a member, and pass out business cards. It is okay to complete SOA forms and collect them at an educational event. At a sales event, marketing activities and lead generation can take place, including discussing plan-specific information and collecting applications.
Can you display and distribute Medicare Advantage enrollment guides at an educational event?
During educational events, you may not discuss any specific plans, or benefits, and you may not distribute any enrollment forms or carrier marketing materials.
What is a Medicare informal event?
There are two types of sales events: formal and informal. Here's what sets them apart: Formal Sales Events: Agent presents plan-specific information to an audience invited to the occasion. Informal Sales Events: Agent offers plan info upon request only while at a table, booth, kiosk, or RV.
What is considered unsolicited contact?
Unsolicited direct contact with a consumer that was not requested or initiated by the consumer is prohibited and includes in-person (e.g., door-to-door marketing), telephonic (e.g., outbound telemarketing), electronic (e.g., email, voicemail messages, text messages) solicitation.
What describes the purpose of educational events?
Which describes the purpose of educational events? Educational events provide objective information about the Medicare program and/or health improvement and wellness.
Which of the following best describes the purpose of Event observation?
Which of the following best describes the purpose of event observation? An oversight activity where an individual evaluates an event as a means to ensure the information provided by the agent was accurate and compliant. Which of the following activities conducted at a marketing/sales event is not compliant?
What is a scope of appointment form for Medicare?
The Medicare Scope of Appointment is a form which Medicare beneficiaries must complete to designate, prior to their appointment with an agent, exactly which items they wish to discuss. In other words, this form is how you tell your agent which insurance products he or she can present to you.
What actions are prohibited during marketing sales events?
Cannot send unsolicited text messages and leave voicemail messages. May call or visit beneficiaries who attended a marketing/sales event prior permission is given and documented. Cannot approach beneficiaries in common areas (i.e. parking lots, hallways, lobbies, sidewalks).
What is an informal marketing sales event for Medicare?
Informal sales events are held in a less structured style or in a less formal environment. And, typically utilizes a table, kiosk, or a recreational vehicle (RV) staffed by a plan representative who can discuss plan products. Remember, beneficiaries must approach agents first.
How Should agent Erin respond when consumer Mrs Rose notices?
How should agent Erin respond when consumer Mrs. Rose notices that the presented MA Plan has a Star Rating of 2 Stars? Erin should tell Mrs. Rose that the plan has received a "Below Average" rating.
What is Medicare educational event?
Medicare educational events are an excellent way to gain the trust, and referral information, of enrollees in attendance. But before you host, present at, or attend an educational event for enrollees, there are some CMS guidelines (Medicare Communication & Marketing Guidelines, Section 50.1) you will have to follow.
Does CMS require educational events?
If you are hosting or reaching out to enrollees for an educational event, CMS requires you to explicitly market the event as “educational.”. Remember that an educational event does not include any of the following sales activities: Distributing marketing materials and any material with plan-specific information (such as plan-specific premiums, ...
What is Medicare Educational Event?
A Medicare Educational Event gives agents an opportunity to get in front of prospects and their caregivers who are looking to learn about Medicare, Medicare Advantage, Part D and other Medicare related programs.
What are the two types of events that Medicare can hold?
In general there are 2 types of Medicare Events you can hold, Educational Events and Sales Events. The educational event is meant for you to share information, and answer any questions your prospects or their care-givers may have. An educational event is not intended for sales activities like distributing plan specific marketing materials ...
What to do if you want to grow your Medicare client base?
If you’re looking to grow your Medicare Client base then you will eventually want to consider hosting a Medicare Sales Event or an Educational Event.
What are the two types of Medicare sales events?
There are 2 different types of Medicare Sales Events: Formal and Informal. Let’s start by defining the 2 types.
What is an informal sales event?
Informal Sales Event: In this type of sales event an agent would offer plan specific information only by request while at a table, booth, kiosk, or RV.
What should your marketing materials label your event as?
Your marketing materials must clearly label your event as “Educational”.
Why do you want to choose an educational event?
You would want to choose an educational event if you wanted to share information, build your brand, and answer any questions your prospects might have.
How to advertise Medicare educational events?
You are allowed to advertise educational events through most of the usual methods such as flyers, newspapers, radio, email and direct mail. When marketing them it needs to say meetings will be for “educational” purposes.
What can you not do at a marketing event?
Hand out or take applications or other plan specific information- (This is a marketing event) Give away cash prizes. Provide or take enrollment forms.
Is Medicare a straight forward event?
Medicare educational event rules are fairly straight forward. There has not been many modifications of them from 2020 to 2021 which makes things a bit easier. We will go over the basics below and point out the key things you need to be aware of when hosting one.
Is Medicare Advantage plan specific?
This can include Medicare Advantage, Medicare supplement and Part D plans. It cannot be plan specific or intended to steer or sell someone something. If you are going to be presenting any company specific plan information, you are holding a marketing event and not an educational event. Medicare Educational event rules: advertising.
Do all carriers require an educational event registration?
The short answer is “yes”. Not all carriers require educational event registration but many of the do. As a result, it would be wise to register them either through your FMO or directly with the carrier. Online Enrollment- Enroll prospects online without the need for a face to face appointment.
What is the CMS requirement for educational events?
If you are hosting or reaching out to enrollees for an educational event, CMS requires you to explicitly market the event as “educational.” You can advertise these events via most forms of marketing, including newspaper and radio ads, flyers, and direct mailers.
How to advertise educational events?
However, there are a couple guidelines you must follow when marketing educational events: 1 All educational events must be explicitly marketed as “educational” to beneficiaries. 2 Educational event advertisements and invitations must also contain the following disclaimer: “For accommodations of persons with special needs at meetings call <insert phone and TTY number>.”
What disclaimer is included in educational invitations?
Educational event advertisements and invitations must also contain the following disclaimer: “For accommodations of persons with special needs at meetings call <insert phone and TTY number>.”
Can agents take applications after an educational event?
NEW for 2020: According to the changes set forth by CMS in the 2020 MCMG memo, we believe that agents may now conduct a sales event or marketing appointment immediately after an educational event, even in the same location if they’d like. We also interpret this to mean that agents can collect SOAs and take applications after an educational event has concluded.
What are Medicare marketing guidelines?
The Medicare Marketing Guidelines provide guidance on the do’s and dont’s of providing food and drinks at Medicare events. Before you call a caterer, you will want to ensure you are adhering to the Medicare Marketing Guidelines (MMG) for providing food and refreshments at Medicare events. You do not have to flip through ...
Can you provide food at a Medicare event?
You can provide food at your Medicare Marketing and Sales Event, however, you are only allowed to provide “refreshments and light snacks.”. You are not allowed to provide (or pay for) meals. You will have to use your best judgment on the food you provide.
Where Can Brokers Host Educational Events?
All educational events need to be held in a public venue. They cannot be held in someone’s home (either the broker’s or the client’s). If you run your business from an in-home office, you may need to rent a venue. Additionally, educational events cannot be in a one-on-one setting.
What Is Considered an Educational Event?
As a reminder, the Medicare Marketing Guidelines define an educational event as a planned event that will teach Medicare beneficiaries about Medicare products and programs. The event cannot include any marketing (such as an attempt to persuade a potential enrollee to enroll in a specific plan).
Learn More With Excelsior
In addition to our growing resource center, Excelsior has the support, technology, and training that brokers are looking for. Contact us to learn more about the Excelsior team and how we can help you.
What is the difference between Medicare educational and sales events?
Remember, one of the key differences between Medicare educational and sales events are educational events are only to inform, not to sell.
What is an educational event?
Furthermore, these events are for prospective enrollees along with their caregivers and others who may aid in their decision making. During an educational event, use this time to get to know your market and teach them about the service you provide. That is to say, find out what their needs are and be willing to answer any questions the prospect may have. During educational events, you may not discuss any specific plans, or benefits, and you may not distribute any enrollment forms or carrier marketing materials. However, it is perfectly acceptable to hand out generic marketing material, business cards, and collect contact information via an approved lead card for setting an appointment at a later time.
Why do we put on events for Medicare Advantage?
Events put on to educate the public about Medicare Advantage and Part D can be a great way to establish your presence in the community. Marketing events are different than educational events because they allow you to steer members to a specific plan by providing information about plan benefits, plan cost sharing and a plan’s provider network.
What is the difference between a sales event and an educational event?
The main difference between sales and educational events is that no sales or marketing activities can take place at an educational event. An educational event is an event designed to inform Medicare beneficiaries about Medicare Advantage, Prescription Drug or other Medicare programs and does not include marketing/selling.
What is a sales event?
At a sales event, marketing activities and lead generation can take place, including discussing plan-specific information and collecting applications. As a rule of thumb, any time you want to partake in marketing activities, structure your event as a sales event. “Talking points” used during the event and presentations used by agents need to be submitted to CMS prior to use. Sign in sheets, if used, must be labeled as “optional”. An agent cannot require an attendee to provide contact information as a requirement in order to attend a sales event.
What are the two types of events?
There are two types of events — sales/marketing events and educational events. CMS treats each event differently, and the type of event you are having determines how you advertise the event and what you can do marketing-wise at the event. The main difference between sales and educational events is that no sales or marketing activities can take ...
Do event agents have to comply with CMS?
But there’s more to hosting an event than selecting the venue and perfecting your presentation. Agents also have the responsibility of complying with carrier and CMS requirements. Please read below for a run-through of the basic considerations you should take into account when planning your event, as well as a few helpful resource documents to help you get started and stay compliant throughout.
Is a sales event subject to secret shoppers?
Remember, that both sales and educational events will be subject to secret shoppers from CMS and/or the carrier, so it is important to stay within the parameters of the type of event that you are putting on.
How to promote a gathering?
You can promote your gathering online, via direct mailers and flyers, or through other forms of media. However, if you cancel the event at least two days in advance, it’s a good practice to notify potential attendees via the same advertising channels you used to promote the event.
What happens if you don't register an event with a carrier?
Furthermore, if you fail to register an event with a carrier, you could lose out on sales commission and have your contract revoked.
What is the responsibility of a carrier for a sales event?
Exact reporting deadlines and requirements vary from carrier to carrier, but carriers are responsible for maintaining accurate records of all their agents’ educational events and informal and formal sales events. The earlier you submit your events to carriers, the sooner you’ll be able to start advertising them.
How to distribute giveaways?
Distribute giveaways with your contact information on it 1. Use absolute or qualified superlatives. Give away promotional items that include plan name, logo, toll-free number, and/or carrier website 2. Use contact information provided by attendees for raffles or drawings for any other purpose.
What are the two types of sales events?
There are two types of sales events: formal and informal. Here’s what sets them apart: Formal Sales Events: Agent presents plan-specific information to an audience invited to the occasion. Informal Sales Events: Agent offers plan info upon request only while at a table, booth, kiosk, or RV.
What is formal sales event?
Formal Sales Events: Agent presents plan-specific information to an audience invited to the occasion.
Do you need to register sales events?
Do you need to register sales events? Exact reporting deadlines and requirements vary from carrier to carrier, but carriers are responsible for maintaining accurate records of all their agents’ educational events and informal and formal sales events. The earlier you submit your events to carriers, the sooner you’ll be able to start advertising them.
Market The Event as ‘Educational’ to Enrollees
Respond to Questions, But Avoid Plan Specifics
- This is where it may become a bit difficult for a broker at an educational event. You are allowed to answer questions that enrollees ask you. Remember, your goal at this event is to educate seniors on their options rather than upsell specific plans. While your answers should avoid including plan specifics, it may be difficult to sidestep direct questions about benefits, premiums, or copays. If …
Set Up Future Marketing Or Sales Appointments
- You may do the following at the conclusion of your educational event: 1. Distribute business cards and contact information so beneficiaries can contact you at a later date. 2. Complete and collect Scope of Appointment (SOA) forms. 3. Set up marketing appointments.
Read More Medicare Marketing Guidelines from Excelsior
- Visit Excelsior’s online resource center, where we’ve broken down each broker-focused MCMG rule. The topics range from where brokers can host educational events to proper activities at sales events and appointments. To learn more about the Excelsior team and how we can help you, contact us. Note: For the most current information, see the CMS Medicare Marketing Guidelines.