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Posts Tagged: AEP Materials

4 ways to reduce – or eliminate – errors in your ANOCs and EOCs

September 20th, 2018 | by Stephen Billias

Compliance, Materials CreationTags: , , , , , , , , , , No Comments »

The accuracy of Annual Notice of Changes (ANOC) and Evidence of Coverage (EOC) documents is an important requirement for all health plans. The Centers for Medicare and Medicaid Services (CMS) takes errors in these documents very seriously and penalties are given to health plans that distribute documents with errors.

CMS recently announced changes to the distribution of these documents. ANOCs and EOCs have been uncoupled, and electronic sharing of EOCs is now allowed. CMS has also reiterated the importance of distributing these documents on time and in compliance. Read more »


Posts Tagged: AEP Materials

What Does CMS’s New Rule Regarding Electronic EOCs Mean for Health Plans?

June 14th, 2018 | by Doug Pray

Materials CreationTags: , No Comments »

In its 2019 annual notice, The Centers for Medicare & Medicaid Services (CMS) issued regulatory changes that impact how and when health plans must provide Evidence of Coverage (EOC) documents to members.

What the Rule Allows

The rule brings the following major changes to Medicare Advantage Organizations (MAOs), Medicare Prescription Drug Plans (PDPs), and section 1876 Cost Plans:

  • The Annual Notice of Change (ANOC) and the Evidence of Coverage (EOC) documents are now two independent documents with different delivery requirements and flexibilities. Beginning with Contract Year 2019, ANOCs and EOCs no longer need to be combined in the mailing due to members by September 30.
  • Health plans may now share EOCs electronically rather than printing and mailing the documents
  • Health plans will now have until October 15 to either ensure receipt of the EOC by members, or provide EOCs electronically

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Posts Tagged: AEP Materials

Can Outsourcing Your Member Marketing Materials Production Pay for Itself?

March 27th, 2018 | by Brad Boyer

Materials Creation, Print & FulfillmentTags: , , No Comments »

Many health plans are currently considering how to manage creation and distribution of marketing materials due to members September 30. The reality is, health plans have two options:

  1. Develop materials in-house, and outsource printing and fulfillment to a vendor; or
  2. Outsource the entire materials production process – materials creation, and print and fulfillment – to a vendor

The prospect of not having to create materials in-house may appeal to many marketing directors. However, with health plans operating on tight budgets, many may think that outsourcing the entire process would be too costly.

But, if outsourcing your member materials production could pay for itself, wouldn’t it be worth considering?

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Posts Tagged: AEP Materials

Are you Outsourcing your ANOC and EOC Creation to the Best People for the Job?

March 19th, 2018 | by Brad Boyer

Materials CreationTags: , , , , , , , , No Comments »

Preparing materials for the Annual Enrollment Period (AEP) – namely Annual Notice of Changes (ANOC), Evidence of Coverage (EOC), and Summary of Benefits (SB) documents – can be a time-consuming, labor-intensive process wrought with compliance risk. As a result, many health plans opt to outsource the creation of these documents to a third-party vendor.

There are several benefits to outsourcing the creation of ANOC, EOC and SB documents. But not all vendors are created equally. Below are three things to look for when hiring a third-party vendor to create your ANOC and EOC documents. Read more »


Posts Tagged: AEP Materials

6 Traits of a Great Consulting Partner

February 19th, 2018 | by Deb Mabari

Compliance, Materials Creation, Print & FulfillmentTags: , , , , , , , , , No Comments »

In the world of Medicare and Medicaid, choosing a consulting partner to help streamline your health plan’s operations can be tricky. While a company or individual may be well-versed in best practices for project management or operational efficiency, they may not understand the unique requirements of the payer market – making them less than effective at addressing your needs.

With that in mind, below are six traits to look for when choosing a consulting partner to work with your health plan: Read more »


Posts Tagged: AEP Materials

Start Now for an Easier ANOCs and EOCs Creation Season Next Year

October 31st, 2017 | by Stephen Billias

Materials CreationTags: , , , , , , , , No Comments »

Every year, the people who produce marketing materials for their Medicare members are extremely busy from April through September. Deadlines are tight and timelines are aggressive for creating, printing and mailing the Annual Notice of Changes (ANOCs), Evidence of Coverage (EOCs) and Summary of Benefits (SBs) documents. Very few people in these roles take vacation over the summer because they are rushing to get materials in their members’ hands by September 30.

Even though this is typical for most health plans, it doesn’t have to be case. By spreading production of these materials over the calendar year, health plans can avoid the bottlenecks and summertime peaks that increase the risk of compliance errors and missed deadlines, not to mention run teams ragged. Read more »


Posts Tagged: AEP Materials

The Pros and Cons of Updating Last Year’s AEP Materials vs. Using CMS’s Model Docs

May 2nd, 2017 | by Stephen Billias

ComplianceTags: No Comments »

The Centers for Medicare & Medicaid Services (CMS) will release its 2018 Model Documents for Annual Enrollment Period (AEP) materials any day. When it does, health plans will face the same question they face year after year – do we start fresh using this year’s Model Documents or update last year’s materials?

With Annual Notice of Changes (ANOC) averaging around 25 pages and Evidence of Coverage (EOC) documents averaging around 250-300 pages, getting AEP materials into members’ hands by September 30 means there is no time to waste. Generally speaking, using CMS’s Model Docs carries less risk; however, having to construct new documents from the CMS model every year is extremely labor-intensive.

The past several years, CMS’s Model Documents have been composed of roughly 90% boilerplate text that has varied little each year. With the exception of insurers that are consolidating plans or creating new ones, most annual changes to benefits, copays and other aspects of coverage are relatively minor. This may make updating last year’s materials an attractive approach when compared to the thought of using CMS’s model. On the flip side, there also are significant reasons using previous years’ documents might not be the best method.

It’s critically important to understand the following pros and cons when considering whether to update last year’s AEP materials or use CMS’s model docs.

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Posts Tagged: AEP Materials

The Secret to Simplifying Health Plans’ Member Marketing Material Translations: A Parallel Project Path

February 16th, 2017 | by Doug Pray

Print & FulfillmentTags: , , No Comments »

We’ve seen first-hand the frustrations health plan project managers experience in translating their member marketing materials – including Annual Notice of Coverage (ANOC), Evidence of Coverage (EOC), Drug Formulary and Summary of Benefits (SB) – to additional languages.

The question for our CodyPrint® team became: What would give project managers visibility to the translation process, minimize the production timeline, and eliminate the iterative processes that increase the opportunity for errors in these materials?

The answer was a parallel project path for creating both the English and Spanish versions of these materials in lockstep. Rather than the conventional model where the health plan gives a translation company an English document to translate, the translation company does its work and then sends the translated document back, we developed a different methodology to create and revise English and Spanish documents in parallel.

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Posts Tagged: AEP Materials

3 Reasons the Conventional Method of Translating Member Materials Makes Project Managers Nervous

February 1st, 2017 | by Doug Pray

Print & FulfillmentTags: , , No Comments »

Project managers are highly organized, detail-oriented people. Some may admit to being control freaks, but that’s what makes them good at their jobs. This is especially the case for project managers responsible for coordinating a health plans’ member marketing communications, given the level of complexity, time-sensitivity and risk involved in creating and distributing these materials.

Producing and distributing accurate, on-time Annual Notice of Coverage (ANOC), Evidence of Coverage (EOC), Drug Formulary, and Summary of Benefits (SB) documents in English is a feat worthy of celebration. But health plans required to deliver member materials in additional languages must deal with another set of issues before the party can begin.

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