The Medicare Advantage Annual Enrollment Period (AEP) begins October 15th. Preparing for translated documents in advance of this date is a labor-intensive process, with many regulatory mandates to consider. Partnering with a language services vendor that is structured to fully support your growth and ramp up with additional resources is how you can ensure quality. 

Handling the full suite of AEP documentation including Evidence of Coverage (EOC), Summary of Benefits (SB), Annual Notice of Change (ANOC), member letters, etc. requires all hands on deck. It’s important to work with a company with the project management experience of not only handling translations, but managing the Centers for Medicare & Medicaid Services (CMS) model documents, offering pre-translation support, providing Section 508 remediation, and knowing to look out for specific pitfalls. 

How CQ fluency Scales Up During This Busy Season

CQ fluency is a trusted vendor of the CMS and over 50 health plans nationwide. With 20+ years of delivering quality healthcare translations, CQ fluency is trusted by six of the ten leading health plans in the US. By understanding the unique challenges that health plans face, CQ fluency proudly facilitates linguistic and cultural understanding to improve health outcomes.

Especially during peak business times like AEP, it’s important to have a strong collaborative partnership with your translation vendor. This includes creating project plans and SLAs in advance and illustrating how they can address last-minute requests. They should be able to integrate a customized, innovative solution into your own company’s unique processes.  

To scale-up with the logistics of the Annual Enrollment Period, we deploy additional staff in the time frame leading up to and during AEP. This includes 24/7 support, with off-hour and weekend personnel to lend support with emergencies. We also coordinate with additional SMEs who are experienced with AEP translations and CMS terminology.

Best Practices for Timely Translation During AEP

Working with a company who guarantees preparedness at all times, with a proven ability to scale business and staffing, is an important part of the supplier evaluation. A robust centralized, cloud-based technology designed to fully support your growth is important knowing how rapidly MA plans continue to grow. 

In addition to the above, CQ fluency supplies a certified pool of linguists and health plan subject matter experts, combined with access to our proprietary CMS glossaries, to ensure precise use of Medicare Advantage and Medicaid terminology in over 200 languages. We understand the challenges that health plans face with ever-changing guidelines from CMS. So, we make it our business to be knowledgeable about revisions to Chapter 3 of the Medicare Marketing Guidelines to help our clients ensure that important updates are not missed.

Scaling Up While Still Delivering Quality Translations

For health insurance providers, the Annual Enrollment Period is more than just a time to enroll your clients in new plans. It’s also a time to check in on the changing needs of your clients, and to offer guidance and assistance as they evaluate whether their current plan is the right option for managing their health over the next 12 months. We know that even the smallest translation error or missed cultural insight can hurt brand reputations. In the delicate world of healthcare, the negative results of those errors can be compounded even further.

That’s why we offer cultural adaptation solutions tailored to your needs.

With scalable, flexible, and cost-efficient offerings, CQ fluency can help you lower costs, reduce delivery times, and minimize language related headaches during this crucial period.

If you require reliable document translation to meet your AEP deadlines, contact our translation services team today.