AEP Is Always
On The Horizon.

TDL Healthcare’s AEP workflow is configured before CMS model content is released; so when enrollment documents hit, your multilingual and accessible versions are in motion instantly, not weeks later.

The AEP Compliance Calendar And Where Language Access Fits

For health plans, AEP is a compliance event that happens to require translation. Most localization vendors treat it the other way around.

CMS releases Medicare advantage model documents, including ANOC, EOC and SB templates in May or June. MA plans then have until September 30 to deliver ANOCS to their members and then until October 15 for EOC‘s. For your LEP members, every document also needs a compliant, translated version in every required language in every required format. Plans that see translation as an afterthought will bring in translation long after model documents drop and at that point they’re already 4 to 6 weeks behind.

TDL Healthcare’s AEP workflow is pre-configured to your plans specific needs and language portfolio well before the model documents are released. This means you are ready the moment CMS drops any updated template and your multilingual production is already in motion.

The Configuration Advantage

Many health plans treat AEP translation as a reactive task that needs to be done quickly. It often goes something like this: CMS releases the ANOC template, someone emails a translation request and the race begins. We like to see things go a bit differently.

Starting in Q1 and Q2, before model documents exist, we work directly with your team to configure your AEP workflow. This includes your set of languages, accessibility requirements, approved terminology, review chains, format specifications, AI profile and customized quality assurance. That way when CMS drops updated templates in May or June your production starts the same day. Just like normal.

CMS Required Regulatory Documents

Every required document. Every required language. Every accessible format.

CMS requires MA and Part D plans to provide AEP materials in members; preferred languages. For most plans that include Spanish, Chinese, Vietnamese, Tagalog, Korean and any additional languages depending on enrollment data by county and these lists shift each plan year. TDL Healthcare will manage the full translation and review cycle for every document you need for AEP, using linguists who specialize in Medicare Advantage terminology and a quality process built to CMS model document standards.

Documents covered:

• Annual Notice of Change (ANOC)
• Evidence of Coverage (EOC)
• Summary of Benefits (SB)
• Formulary / Drug Guidelines
• Value Added Services
• Provider Directories
• Enrollment Reminders
• Welcome Kits

Pre-enrollment Marketing

Reach prospective members before AEP opens and in their language.

The AEP window is open from October 15 through December 7. Plans that grow membership during AEP are the ones that started reaching prospects in August and September, by reaching those prospects in their preferred language with culturally relevant messaging and through all the right channels. TDL Healthcare produces pre-enrollment marketing materials that meet CMS marketing guidelines and reflect your plan’s specific benefits in a way that resonates across language and cultures, not just translates.

Materials covered:

• Plan brochures
• Flyers
• Enrollment kits
• Sales enablement materials
• Presentations
• Digital content

Accessible Formats

AEP documents have an accessibility obligation.

CMS requires plans to provide AEP materials in accessible formats and to do this upon member request; including Braille, large print, audio and accessible digital formats. For members who may also have a visual or other disability, that means any document in an accessible format. TDL Healthcare handles every language including English alternate formats too-Braille, large print and audio for any member, regardless of language. We produce this all in the same governed workflow as your standard translated materials.

Formats include:

• Braille (Grade 1 & 2)
• Large print (18pt+)
• Audio
• Accessible digital (PDF/UA, Section 508)