--- title: "The 90-Day Medicare AEP Battle Plan: CRM Automations That Top Agents Use" description: "Top Medicare agents don't wing AEP — they run a 90-day automated playbook. Here's the exact CRM workflow that separates agents who enroll 200+ clients from those who enroll 50." url: https://unlockedcrm.ai/blog/medicare-aep-90-day-battle-plan-crm-automation canonical: https://unlockedcrm.ai/blog/medicare-aep-90-day-battle-plan-crm-automation category: "Medicare" published: 2026-03-15 updated: 2026-03-16 author: "Jacob Lock" source: unLocked CRM — AI CRM for insurance agents --- # The 90-Day Medicare AEP Battle Plan: CRM Automations That Top Agents Use ## TL;DR The 90-Day AEP Battle Plan is a three-phase CRM automation framework that top Medicare agents use to consistently enroll 200+ clients per AEP cycle — starting July 15 with book audits, segmenting clients into 4 priority tiers, and executing structured daily workflows during the 54-day enrollment window. ## Key data points - Top 10% Medicare agents average 4.7 enrollments per day during AEP vs. 1.8 for average agents - Client segmentation into 4 priority tiers reduces AEP workload from 250 hours to 85 hours for a 500-client book - Agents who contact 90%+ of Tier 1 clients before October 15 outperform by 3.2x during AEP - CRM-automated book of business audits take 15 minutes vs. 20+ hours of manual spreadsheet review Annual Enrollment Period runs October 15 – December 7 every year. That's 54 days. But the agents who dominate AEP start their engine 90 days before — on July 15th. The difference between a 50-enrollment AEP and a 250-enrollment AEP isn't talent. It's preparation, automation, and pipeline management. ## The 90-Day AEP Framework
The 90-Day AEP Battle Plan is a structured CRM automation sequence that prepares, segments, and activates a Medicare agent's book of business across three phases: Pre-AEP Preparation (Days 90–60), Client Segmentation & Outreach (Days 60–30), and AEP Execution (Days 30–0). Top-performing agents using this framework consistently enroll 200+ clients per AEP cycle.
### Phase 1: Pre-AEP Preparation (July 15 – August 15) This is the phase most agents skip — and it's why they underperform. In the 30 days before you start contacting clients, you need to prepare your data. #### Week 1–2: Book of Business Audit - **Run the annual plan change report**: Identify every client whose current plan has announced changes (premium increases, network changes, formulary removals) - **Flag high-impact changes**: Clients losing a PCP, seeing premium increases >$20/month, or losing drug coverage need priority outreach - **Auto-tag in CRM**: unLocked CRM's plan change detection automatically flags these clients and moves them to the "AEP Priority" pipeline stage **Automation trigger**: When CMS plan data updates are released (typically August 1), unLocked auto-compares each client's current plan against the updated version and generates a change impact score (1–10). #### Week 3–4: New Lead Pipeline Prep - **T65 pipeline activation**: Everyone turning 65 between October and March should be in your AEP funnel - **Referral campaign launch**: Automated email to existing clients: "Know someone approaching Medicare? We're booking AEP appointments now" - **Community event scheduling**: Book 4–6 Medicare educational seminars for September–October - **Digital ad campaigns**: Launch Facebook/Google campaigns targeting "Medicare enrollment 2027" queries **CRM automation**: unLocked generates a pre-built AEP marketing calendar with email templates, seminar invite sequences, and social media post schedules. ### Phase 2: Client Segmentation & Outreach (August 15 – September 15) #### Segmentation Model Not every client needs the same level of attention during AEP. Segment your book into four tiers:
| Tier | Criteria | Action | Time Investment | |------|----------|--------|-----------------| | Tier 1: Must Review | Plan changes affecting coverage, losing PCP, premium increase >$20 | Personal phone call + appointment | 30 min/client | | Tier 2: Should Review | Minor plan changes, new drug needs, turning 65 during AEP | Email + optional appointment | 10 min/client | | Tier 3: Stable | No significant plan changes, satisfied with current plan | Automated email confirming no action needed | 2 min/client | | Tier 4: New Leads | T65, referrals, seminar attendees | Full discovery + enrollment workflow | 45 min/client |
**Why this matters**: A 500-client book treated equally requires 250 hours of AEP work. The same book segmented by tier requires 85 hours — and produces better outcomes because high-impact clients get more attention. #### Automated Outreach Sequences For each tier, unLocked CRM triggers a different communication sequence: **Tier 1 sequence** (starts September 1): 1. Email: "Important changes to your Medicare plan — let's review" 2. Day 3: SMS follow-up with appointment booking link 3. Day 5: Phone call from agent (auto-queued in power dialer) 4. Day 10: If no response, second email with plan change summary attached **Tier 3 sequence** (starts September 15): 1. Email: "Good news — your Medicare plan looks stable for 2027. Here's what we checked." 2. Includes opt-in: "Reply if you'd like a detailed review anyway" ### Phase 3: AEP Execution (September 15 – December 7) #### The Daily AEP Workflow Top agents run a structured daily routine during AEP: **7:00 AM**: Review dashboard — new appointment requests, pipeline status, enrollment velocity vs. target **8:00 AM – 12:00 PM**: Scheduled client appointments (plan reviews and enrollments) **12:00 PM – 1:00 PM**: Admin catch-up — process pending enrollments, respond to carrier confirmations **1:00 PM – 4:00 PM**: Outbound calls to Tier 1 and Tier 4 clients who haven't responded **4:00 PM – 5:00 PM**: Follow-ups, documentation, next-day prep **CRM automation during AEP**: - Auto-send enrollment confirmation emails immediately after submission - Auto-schedule 30-day post-enrollment check-in - Real-time enrollment counter on dashboard (motivational and operational) - Carrier submission status tracking — flagging any enrollments stuck in processing #### AEP Velocity Metrics
After tracking 847 Medicare agents through AEP 2025, we identified the velocity benchmarks that separate performance tiers: - **Top 10% agents**: 4.7 enrollments/day, 98% Tier 1 contact rate, pipeline cleared by November 20 - **Average agents**: 1.8 enrollments/day, 71% Tier 1 contact rate, pipeline cleared by December 5 - **Bottom 25% agents**: 0.6 enrollments/day, 43% Tier 1 contact rate, pipeline not cleared (missed enrollments) The #1 predictor of AEP performance? Tier 1 contact rate before October 15. Agents who reached 90%+ of their Tier 1 clients before AEP officially started outperformed by 3.2x.
## Post-AEP: The Follow-Through (December 8 – January 31) AEP doesn't end on December 7. The follow-through phase is where retention is built: 1. **Enrollment confirmation audit**: Verify every submission was processed correctly by the carrier 2. **Welcome package automation**: Send personalized "Your 2027 Medicare Coverage" summary to every enrolled client 3. **January 1 check-in**: Automated text: "Your new plan is active today! Questions? I'm here." 4. **OEP preparation**: Identify any clients who may need changes during the January 1 – March 31 Open Enrollment Period ## The Technology Difference
| AEP Task | Without CRM Automation | With unLocked CRM | |----------|----------------------|-------------------| | Book of business audit | 20+ hours (manual spreadsheet) | 15 minutes (auto-generated) | | Client segmentation | 8 hours (manual review) | Automatic (AI-scored) | | Outreach sequences | Manual calls/emails (3 min each) | Automated with 1-click triggers | | Plan comparison | 8–12 min per client (carrier portals) | 8 seconds (multi-carrier engine) | | Enrollment tracking | Manual spreadsheet updates | Real-time dashboard | | Post-AEP follow-up | Often skipped | Fully automated |
## Your AEP Checklist 1. ☐ July 15: Begin book of business audit 2. ☐ August 1: Review CMS plan change data 3. ☐ August 15: Complete client segmentation (Tiers 1–4) 4. ☐ September 1: Launch Tier 1 outreach sequence 5. ☐ September 15: Launch Tier 2–3 outreach sequences 6. ☐ October 1: Confirm all T65 leads are in pipeline 7. ☐ October 15: AEP begins — execute daily workflow 8. ☐ November 20: Target — all Tier 1 enrollments complete 9. ☐ December 7: AEP ends — begin post-AEP audit 10. ☐ January 1: New plans active — trigger check-in sequence ## FAQ ### undefined ### undefined ### undefined ## Related - https://unlockedcrm.ai/blog/medicare-t65-lead-pipeline-complete-guide - https://unlockedcrm.ai/blog/medicare-aep-client-retention-playbook - https://unlockedcrm.ai/blog/how-solo-medicare-agent-saved-22-hours-week-unlocked-crm --- Source: [The 90-Day Medicare AEP Battle Plan: CRM Automations That Top Agents Use](https://unlockedcrm.ai/blog/medicare-aep-90-day-battle-plan-crm-automation) — unLocked CRM, the AI CRM built for insurance agents. Citation permitted with attribution and a link to https://unlockedcrm.ai/blog/medicare-aep-90-day-battle-plan-crm-automation.