The Medicare AEP Reporting Checklist
The Medicare Annual Enrollment Period runs from October 15 to December 7, and for a Medicare-focused agency it is the busiest fifty-four days of the year. The Open Enrollment Period that follows, January 1 to March 31, lets Medicare Advantage members make one change and gives your agents a second window. The reporting you set up before AEP starts is what lets you manage those windows instead of drowning in them.
Lock down agent readiness before Oct 15
Every agent writing during AEP needs to be ready-to-sell: appointed with the carriers they will write, certified for the plan year, and mapped to the correct NPN in your system. An agent whose NPN does not match what the carrier reports will write business that lands in your feed attributed to nobody. Confirm the roster now, because chasing a contracting gap on November 3 costs you production you cannot get back.
Have the downline structure settled too. If an agent moves uplines or a new sub-agency spins up mid-AEP, the override math and the rollups shift underneath you at the worst possible time.
Track production daily, not monthly
During AEP the useful reporting cadence is daily. You want applications and effectuated enrollments by agent, by carrier, and by plan, refreshed as carrier files land, so a slow-starting agent or a lagging carrier is visible on day five rather than in the December wrap-up. Because AgencyGrid pulls book-of-business files straight from carrier SFTP feeds and matches each row to an agent by NPN, the daily production view assembles itself instead of being a spreadsheet someone rebuilds every morning.
Roll those numbers up the hierarchy so each upline sees their whole downline’s AEP production in one place, not a stack of per-agent exports.
Watch the numbers that signal trouble
Volume is not the only thing to watch. Rapid disenrollments, applications that never effectuate, and a single agent producing wildly out of pattern are early signals worth catching during the season, not after. Keeping an eye on effectuation rates and early disenrollments protects both your compliance posture and the persistency that determines what all this production is actually worth.
Plan for OEP and the post-Dec 7 reconciliation
When December 7 passes, the work shifts to reconciliation: did every application you submitted show up as an enrollment, and did the commissions follow? OEP then runs January 1 to March 31 as a narrower window for plan changes, so your reporting should distinguish AEP-written business from OEP activity rather than blurring them into one pile.
The agencies that come out of AEP clean are the ones who reconciled continuously, matching enrollments to submissions and commissions to expected pay as the files arrived, instead of treating January as the month they finally find out what happened.