Key Takeaways

• Annual Medicare plan reviews are one of the most powerful tools you have to retain clients and reinforce your value as an agent.

• A structured approach to reviews—including preparation, education, and follow-up—helps prevent lapses, dissatisfaction, or client turnover.

Why Annual Reviews Are Non-Negotiable in 2025

By 2025, Medicare plan features, cost-sharing structures, drug formularies, and supplemental benefits continue to change every year. Clients may not always be aware of these updates—nor how they directly affect their care or finances. This creates a critical opportunity for you as an independent agent: the annual review is your best defense against losing clients to confusion, frustration, or competitor outreach.

Beyond plan updates, your clients’ health status, prescription needs, provider preferences, or financial situations may also shift. If you’re not proactively asking the right questions and helping them assess their plan each year, someone else might.

Timing: When and How Often to Schedule Reviews

Annual reviews should be scheduled between September and early December. This positions you to:

• Review the Annual Notice of Change (ANOC) with clients, which plans must send by September 30.

• Educate them before the Medicare Open Enrollment Period (OEP), which runs October 15 to December 7.

• Prevent reactive plan switches by guiding thoughtful decisions.

Some agents also use a mid-year check-in (June–July) to maintain rapport and pre-qualify clients for a more focused fall review.

Prepare Ahead to Lead the Review

A disorganized review leads to more confusion than clarity. A well-prepared one strengthens client confidence and loyalty. Here’s how to get ready:

1. Pre-Review Questionnaire

Send a short form or call ahead to gather updates on:

• Prescription drug changes

• New doctors or specialists

• Recent health diagnoses or procedures

• Any travel plans or part-time relocations

• Budget concerns or income changes

This saves time and makes the actual review far more focused and relevant.

2. Analyze the ANOC Letter in Advance

Most clients don’t understand the ANOC, even if they receive it. Review the document yourself and prepare a summary:

• Premium or deductible increases

• Network or formulary changes

• Shift in prior authorization or step therapy rules

• Changes in supplemental benefits (vision, hearing, dental, OTC allowances, etc.)

3. Prepare Alternative Plan Options

Even if the client appears satisfied, compare their current plan to other options in your portfolio that:

• Cover all their prescriptions

• Include preferred providers

• Offer lower out-of-pocket costs (when applicable)

• Fit new geographic or lifestyle needs

Structure the Appointment With Intention

Clients appreciate structure—it signals professionalism. Use this general flow:

Welcome and Review Goals

• Set expectations: “Today we’ll review any updates to your current Medicare plan, talk through your needs, and explore if any changes would be helpful.”

Discuss Health and Life Changes

• Use your pre-review form to guide the discussion.

• Dig deeper if clients say “nothing’s changed.” Confirm prescriptions, travel, or specialists haven’t shifted.

Highlight Plan Changes Using the ANOC

• Walk through 3–5 key changes that could affect cost or access.

• Use visuals if you’re meeting in person or via screen share.

Explore Plan Fit for the Coming Year

• Ask: “Given everything we’ve discussed, does your plan still fit your health and budget needs for 2025?”

• Present any more suitable alternatives you’ve prepared.

Confirm or Change Plan

• If the current plan is still a good fit, reassure the client and explain why.

• If a switch is needed, complete the enrollment together and confirm any follow-up.

Communicate the Value—Don’t Just Perform the Task

Too often, agents approach annual reviews as a checklist. But your client doesn’t always understand what’s happening behind the scenes. Throughout the process, reinforce your value:

• “Most people don’t realize how much these ANOC changes can affect them. That’s why I review every client’s plan personally.”

• “I check your drug costs and provider access every year so you don’t get surprised at the pharmacy or doctor’s office.”

• “If you ever get mail from Medicare that’s confusing, I’m here to help you review it.”

When clients understand how much they gain by staying with you, retention becomes natural.

Avoid These Common Pitfalls

Even experienced agents can miss opportunities in the annual review process. Be mindful of the following traps:

Skipping the Review for Satisfied Clients

Don’t assume that because a client said, “I’m fine with my plan,” they’re actually best served by it. Satisfaction doesn’t always equal suitability. Minor plan changes or health shifts can turn into major issues over time.

Rushing Through the Meeting

Each review deserves 30–45 minutes, even for returning clients. Cutting corners makes clients feel like an afterthought—and they may act accordingly come renewal time.

Not Documenting Changes or Preferences

Use a CRM or secure notes system to record any health updates, objections, or plan decisions. This lets you:

• Build continuity year to year

• Provide faster support during claims or billing issues

• Tailor future plan suggestions more effectively

Overloading the Client With Too Many Options

Offering 8 or 10 plan choices can overwhelm your client. Narrow it down to the top 2–3 that meet their specific needs.

Add Value Beyond the Review Appointment

Retention doesn’t end with the annual review. Keep your client relationship active and supportive with:

Seasonal Touchpoints

• Send a Medicare checklist in January to confirm new cards arrived and coverage started.

• Mail birthday cards or short newsletters in spring.

• Follow up in June with a reminder to save plan documents or check usage of supplemental benefits.

Educational Content

• Share tips on using OTC allowances, dental or vision services.

• Explain any mid-year legislative changes in Medicare rules.

• Provide clarity on coordination with VA benefits or employer coverage.

Assistance With Claims or Denials

If a client receives a confusing EOB or a denied service, offer to review the issue and suggest next steps. These moments of service solidify loyalty far beyond enrollment.

Retention Is an Outcome—Trust Is the Strategy

You can’t force retention. But when clients see you as a dependable, proactive, and informed resource, they’re far more likely to stay. The annual review gives you a structured way to reinforce all three qualities:

• Dependability: You reach out before they need you.

• Proactivity: You analyze changes before they cause harm.

• Insight: You explain options clearly and personalize recommendations.

In a crowded Medicare landscape, that approach stands out.

Partner With Us to Strengthen Your Client Relationships

When you handle Medicare reviews with care, professionalism, and strategy, you set yourself apart from transactional agents. You earn trust—and with it, client retention.

At BedrockMD, we help independent agents like you streamline this process. With our all-in-one CRM, lead organization tools, training resources, and enrollment support, we make it easier to:

• Schedule and track annual reviews

• Document client preferences securely

• Access side-by-side plan comparison tools

Sign up today to see how we can help you keep your clients loyal, informed, and supported—year after year.