Annual Enrollment Survival Guide: How to Stay Productive (and Sane) During AEP

Time-saving tips and intake strategies for Medicare agents who’d rather not lose sleep—or clients—during the busiest season of the year.

Summary: AEP can be chaotic, but it doesn’t have to burn you out. This guide gives time-blocking strategies, intake systems, and prep tips to help Medicare agents handle high volume while delivering excellent service.

For independent insurance agents, the Annual Enrollment Period (AEP) is less of a “season” and more of a blitz. Running from October 15 to December 7, AEP packs 54 days with back-to-back client calls, last-minute plan changes, compliance hurdles, and the looming fear of burnout. Without a game plan, even seasoned agents find themselves overwhelmed, missing calls, and letting leads slip through the cracks.

But chaos doesn’t have to be your default setting. With a few tactical adjustments—think time-blocking, automated intake systems, and prioritization frameworks—you can transform AEP into a streamlined, productive period that doesn’t rob you of your sanity.

The volume is real. According to CMS, over 33 million beneficiaries were enrolled in Medicare Advantage plans in 2023, and roughly 71% of them reviewed or changed their plans during AEP. And thanks to increased marketing efforts by major insurers, competition for attention is higher than ever.

Smart Intake Systems

The first step to keeping your head above water is to get your intake system under control. Don’t rely on scattered paper notes or your memory. Use tools like Jotform or Typeform to build digital intake forms that capture the essential data before a client even gets on the phone with you.

Pro tip: Set up automated workflows using CRM platforms like AgencyBloc or Zoho CRM to route submissions to appropriate folders, calendar slots, or email tags. Here’s a helpful workflow breakdown from HealthSherpa.

Time-Blocking That Works

Now that your intake’s on autopilot, it’s time to wrangle your calendar. Productivity expert Cal Newport swears by time-blocking, writing in his book Deep Work that “if you don’t plan your day, someone else will.”

Break your day into:

• 2-hour morning sprint blocks for existing client follow-ups

• A mid-morning intake slot for reviewing new inquiries

• A post-lunch hour for plan comparisons and quoting

• A “buffer zone” in the evening for unexpected calls

And most importantly, block 30 minutes daily to breathe, walk, or remind yourself why you chose this career.

Pre-Screening Saves Sanity

Not all leads are urgent. Categorize clients based on urgency and renewal risk using a simple ABC system:

• A = At-risk of switching, requires immediate attention

• B = Interested but not in a rush

• C = Returning clients with simple renewals

You can automate this using tags in your CRM or use Google Sheets with conditional formatting.

Hire Virtual Help (Yes, Even Short-Term)

During AEP, a capable virtual assistant (VA) can make or break your flow. Platforms like Upwork or Fiverr allow you to onboard VAs who can manage emails, handle intake form follow-ups, or schedule appointments. If you're concerned about HIPAA, limit VA access to non-sensitive tasks.

Tech Shortlist for AEP Management:

• Calendly: Appointment scheduling without the back-and-forth

• Jotform: Easy-to-deploy client intake forms

• Zoho CRM: Budget-friendly CRM with automation features

• HealthSherpa: Plan quoting and enrollment platform

• RingCentral or Grasshopper: VoIP services for call tracking

Bonus: Create a Ready-to-Go Client Packet

Include a summary of plan changes, a pre-filled Scope of Appointment (SOA), and a checklist for required documents. Email or print these ahead of your appointment to reduce wasted time.

“Success during AEP isn’t about doing more—it’s about building systems that let you do less, better,” says Danielle Roberts, co-founder of Boomer Benefits and author of 10 Costly Medicare Mistakes You Can’t Afford to Make.

Let’s end with this reminder: your clients aren’t just numbers—they’re people trying to make one of the most important healthcare decisions of their year. Show up calm, prepared, and human. The rest will follow.