Identify which clients need extra support this year. Spark’s AEP retention campaigns send needs assessments to your clients, helping you evaluate whether their current plans still meet their needs, while ensuring every client hears from you before AEP begins.
Key Dates and Deadlines
This year, choose from four campaign start dates throughout September. See their deadlines for submitting your book of business and confirming opt-ins.
Campaign Start Date: The date that the first email and postcard are sent to your clients. For those who do not configure a date, the default date is September 9th.
Book of Business (Contacts) Upload Deadline: The final date to upload your book of business/contacts to Spark to participate in this campaign option. If you have not uploaded your book of business to Spark, you can do so HERE.
Configuration Deadline: The final date to configure your survey to participate in this campaign option. Configuration will be live in your Spark account on 8/13.
Campaign Launch | Campaign Start Date | Book of Business Upload Deadline | Configuration Deadline - live in Spark on 8/12 |
1 | Sept. 3 | Aug. 11 | Aug. 27 |
2 | Sept. 9 (Default Date) | Aug. 15 | Sept. 2 |
3 | Sept. 16 | Aug. 22 | Sept. 9 |
4 | Sept. 23 | Aug. 29 | Sept. 16 |
Set Up Steps
Update your Marketing Profile in your Spark account HERE. Your Spark marketing profile will be used to add the branding and contact information to your emails and postcards.
If you need a headshot, let us know at [email protected], and we’ll send instructions from our third-party vendor at no cost.
Upload your contacts to Spark.
For Agents onboarding to the Spark platform, upload your book of business to your Spark account HERE.
Configure your campaign.
Additional Best Practices
Mark your calendars.
Once you have signed up and selected a start date, mark your calendars for each of the touchpoints in the campaign. You should expect some follow-up from your clients after emails and postcards are sent.
Give your clients a heads up.
For best results, send a note to your clients and let them know to expect an email and postcard in September asking them for an update on their health needs.
Review your contact data for updates and opt-outs.
See your Active Clients list in Spark HERE. The clients in this list will be eligible to receive retention campaigns given that they have:
An active Medicare policy added to their Spark contact record
A home or mailing address (to receive postcards)
An email address (to receive email campaigns)
If you have clients that you would like to opt out of receiving this campaign, follow the instructions HERE.
Engagements
We’re excited to offer multiple campaign start dates this year. Starting Wednesday, August 13, you’ll be able to choose your start date in your Spark account HERE. If you do not configure a date, the default start date is September 9th.
Spark will send a postcard and three emails to your clients. If a client completes the form, we will remove them from subsequent emails.
Campaign Launch | Email 1 | Postcard Sent | Email 2 | Email 3 |
1 | Sept. 3 | Week of Sep. 2 | Sep. 10 | Sep. 17 |
2 | Sept. 9 (Default Date) | Week of Sep. 7 | Sep. 17 | Sep. 24 |
3 | Sept. 16 | Week of Sep. 10 | Sep. 24 | Sep. 31 |
4 | Sept. 23 | Week of Sep. 10 | Sep. 31 | Oct. 8 |
📢 If a client completes the Needs Assessment form that is sent to them via postcard or email, they will not receive the subsequent emails in the drip campaign.
Touchpoint 1: First Email
Touchpoint 1: First Email
📨SUBJECT: PLEASE REVIEW: Have your Medicare needs changed?
Hi [Contact Name],
It’s [Agent Name], your licensed insurance agent. I’m reaching out because the Annual Enrollment Period (AEP) is approaching, and I want to ensure you have the right Medicare coverage for 2026.
The first thing you need to do is fill out your Medicare Needs Form.
It’ll take less than 10 minutes to complete. I need to collect some information on your prescriptions, your providers, your health, etc., so I have a full understanding of your healthcare needs. I’ll use this information to determine the best plan for you — whether that’s staying on your current plan or switching to another.
If it’d be beneficial for you to move to a new plan, I will reach out to you in October. Please note, I cannot make any plan recommendations before October 1 when the new Medicare plans are released.
Best,
[Agent Name]
[Agency Name]
[Agent Number]
Touchpoint 2: Direct Mail Postcard
Touchpoint 2: Direct Mail Postcard
Postcards are sent featuring your brand, logo, and contact details exactly as provided in your Marketing Profile in Spark HERE.
Postcards will be sent to all contacts with an active Medicare policy (MA, MAPD, MS, PDP) who have a home or mailing address listed in their Spark account.
Touchpoint 3: Second Email
Touchpoint 3: Second Email
📨SUBJECT: REMINDER: Fill out your 2026 Medicare needs form
Hi [Contact Name],
It’s [Agent Name], your licensed insurance agent. As a reminder, the Annual Enrollment Period (AEP) is approaching, and it’s important we figure out what Medicare plan is right for you. Getting on the right plan is the best way to ensure you don’t overpay for coverage you don’t need.
In order for me to help you find the right plan, I need to learn about your current prescriptions, providers, and overall health. As a first step, please fill out fill out your Medicare Needs Form.
I’ll review your form information and contact you in October if it’d be beneficial for you to move to a new plan. Please note, I cannot make any plan recommendations before October 1 when the new Medicare plans are released.
Best,
[Agent Name]
[Agency Name]
[Agent Number]
Touchpoint 4: Last Email
Touchpoint 4: Last Email
📨 SUBJECT FINAL REMINDER: Fill out your 2026 Medicare needs form
Hi [Contact Name],
It’s [Agent Name], your licensed insurance agent. I wanted to reach out one more time and remind you to fill out your Medicare needs form — it takes less than 10 minutes.
By providing me with your prescriptions, providers, and overall health information, I’ll be able to find you the right options for your 2026 Medicare coverage. Filling out the form and getting on the right plan is the best way to ensure you don’t overpay for coverage you don’t need.
I’ll review your form information and contact you in October if it’d be beneficial for you to move to a new plan. Please note, I cannot make any plan recommendations before October 1 when the new Medicare plans are released.
Best,
[Agent Name]
[Agency Name]
[Agent Number]
Needs Assessment Configuration
This year, we’re excited to bring configurable options to the beneficiary needs assessment experience.
Clients with | Ask, don’t ask | Why? |
MAPD | Ask about doctors and drugs | We need to know |
MA-only | Ask about doctors only | Stand-alone MA cannot be paired w/ stand-alone PDP. |
PDP-only | Ask about drugs only | We need to know |
Medigap+PDP | Ask about drugs, don’t ask about doctors | No provider network, can see any Medicare doctor. |
Medigap-only | Don’t ask about doctors or drugs | Can see any Medicare doctor, no drug coverage |
These will include:
Required SOAs.
Removing questions based on plan type.
When the form is sent to your clients.
We’ll have more info on the beneficiary form experience coming soon.