Medicare AEP Pop-Up Kit

• No cost, minimal staff lift. We bring licensed agents, materials, and scheduling.
• Compliant by design. We capture Permission to Contact (PTC), complete Scope of Appointment (SOA), and record consultations per CMS rules.
• Real relief for members. Typical event supports 12–25 sign-ups and 20–40+ PTCs in one afternoon.

• One 6-foot table and power outlet
• A quiet corner or room for private calls (or allow virtual booths)
• One promotional email and one reminder to your member list (templates provided)

• Co-branded flyer (print-ready) and professional tabletop sign with QR code
• Digital check-in system that captures PTC and routes to private callback scheduler
• Licensed agents for staffing, complete compliance handling, and post-event follow-up
• All promotional materials and email templates ready to use

Book a 15-minute Partner Intake:
https://calendly.com/partner-intake

We'll confirm availability, answer questions, and send your customized kit materials.

1. Pick a date & format (2–4 hrs). We'll confirm staffing and send your promo materials within 24 hours.
2. Promote with our templates. Email your list and post the flyer. We provide ready-to-use QR codes and copy.
3. Host the Help Desk. We check members in (PTC), answer questions, and schedule private consultations.

• 00:00–00:10 Setup & signage placement
• 00:10–00:20 Welcome attendees & process overview
• 00:20–01:40 Rotating Q&A sessions / check-ins / callback scheduling
• 01:40–02:00 Final questions & teardown

• One 6-foot table + 2 chairs with power outlet within 10 feet
• Quiet area or room for private calls (optional but strongly preferred)
• Wi-Fi guest access if available
• On-site contact: Contact Name, (555) 123-4567

• Professional tabletop sign with Scan to Check In QR (PTC capture)
• Informational handouts with clear instructions and required disclaimers
• Tablets/devices for real-time scheduling and compliance logging
• Licensed agents trained in CMS compliance and member engagement

Our team follows up with all checked-in members who consented to contact. We handle scheduling and completion of all Scope of Appointment (SOA) consultations. Anonymized participation statistics are available upon request.

Send 7-10 days before event

Send the day before event

1. Step 1: Ask the member to scan the QR code with their phone camera.
2. Step 2: Confirm they see the Permission to Contact checkbox and have checked it.
3. Step 3 (No Smartphone): Use the paper sign-in (name/phone) and read the consent statement aloud:
   "Do you agree that a licensed insurance agent may contact you by phone to discuss Medicare options? Calls may be recorded. You're under no obligation to enroll."
4. Step 4: Verify their preferred contact method (call/text/email) and time window.
5. Step 5: Offer to schedule a private consultation time on the spot if desired.

If a member requests plan-specific advice in a public area, politely invite them to a private consultation. This is required per CMS rules to ensure proper documentation and privacy.

• Ensure adequate lighting on the QR code
• If camera won't focus, member can manually type: https://healthwingman.org/help
• For flip phones or members without smartphones: use paper sign-in sheet
• Have backup paper forms readily available at all times

Requirement: Members must provide explicit consent before we contact them about Medicare options.

• Consent is captured via QR check-in or paper sign-in with timestamp
• PTC is valid for 9 months from date of consent
• Members can revoke consent at any time
• All PTC records are stored securely and accessible for audit purposes

Requirement: Before discussing specific plan details, we must obtain a Scope of Appointment.

• SOAs are obtained via e-signature and stored with member records
• Specifies which Medicare products (MA, PDP, Medigap) will be discussed
• Retained for 10 years per CMS compliance requirements
• Must be completed before any plan-specific sales discussions

Policy: All consultations may be recorded for quality assurance and compliance.

• Members are notified on forms and verbally at the start of calls
• Recordings stored securely with encryption
• Retained for 10 years per CMS requirements
• Only accessible to authorized compliance and training staff

• We do not advertise plan-specific benefits in public materials
• All public content is educational and informational only
• We do not steer members toward particular plans
• All materials are reviewed for CMS compliance before use

• All data encrypted in transit and at rest
• PTC records retained for 9 months minimum
• SOA and recordings retained for 10 years
• Access limited to authorized personnel only
• Regular security audits and compliance reviews