Medicare CRM and dialer for insurance agents
APEX is a CRM, dialer and texting platform for agents who sell Medicare Advantage, Medicare Supplement and Part D plans. It keeps calls, recordings, texts, appointments and notes on one contact timeline, books and reminds appointments, and runs Do-Not-Call and quiet-hours checks before outreach goes out.
Medicare selling runs on two clocks at once. One is the federal enrollment calendar, which pushes most plan changes into a few weeks every autumn. The other is the relationship: a beneficiary you enroll at 65 may stay your client for many years, and the questions they ask each October depend on what you set up with them the year before. A Medicare CRM has to serve both.
The Annual Enrollment Period drives the calendar
The dates below are set by Medicare and repeat every year. What changes is how you prepare for them.
| Period | Dates | What it means for your pipeline |
|---|---|---|
| Annual Enrollment Period (AEP) | 15 October – 7 December | Beneficiaries can join, switch or drop Medicare Advantage and Part D plans. The busiest weeks of the year for most Medicare producers. |
| Medicare Advantage Open Enrollment Period | 1 January – 31 March | People already in a Medicare Advantage plan can make a one-time change. Useful for clients whose AEP choice is not working out. |
| Initial Enrollment Period | Seven months around the 65th birthday | Starts three months before the birthday month and ends three months after it — a year-round source of turning-65 appointments. |
The weeks before 15 October decide how AEP goes: confirming appointments with existing clients, testing your dialer and recording, and cleaning your lists. Our AEP 2027 readiness checklist breaks that preparation down week by week, including the rule changes that apply this season.
A documented, consent-aware process
Medicare is the most heavily regulated line most agents sell. CMS marketing rules govern how you contact beneficiaries, when a Scope of Appointment is needed before discussing plan types, and which sales calls must be recorded and retained. APEX does not interpret those rules for you or replace your carrier or FMO's enrollment and SOA tools. What it does is give you one place where the record of each relationship lives:
- The calling suite records calls and logs every outcome and disposition to the contact timeline.
- Tags, notes and custom fields let you mark when an SOA was collected, which plan types it covered, and what the beneficiary asked about.
- DNC checks and quiet hours in the beneficiary's local time run before a call or text goes out, and consent capture records how a contact opted in.
- Audit logs and role-based access are covered on the security and compliance page.
For what to look for in any Medicare CRM, not just APEX, see the 14-point Medicare CRM scorecard. State telemarketing rules sit on top of the federal ones; the state telemarketing rules hub lists calling hours, consent and registration requirements by state.
Several states narrow calling windows in ways that bite during the Annual Enrollment Period:
- Pennsylvania: from 19 October 2026, 9 a.m.–7 p.m. with no Sundays or legal holidays — a change that lands inside AEP.
- Mississippi: 8 a.m.–8 p.m. Central Standard Time and no Sundays, including for exempt insurance agents.
- Louisiana: 8 a.m.–8 p.m. Monday–Saturday, no Sundays or state holidays.
- Utah: no calls 9 p.m.–8 a.m., or on Sundays or legal holidays, without consent.
- Rhode Island: weekdays 9 a.m.–6 p.m. and Saturdays 10 a.m.–5 p.m.
- Florida: 8 a.m.–8 p.m. and three calls per 24 hours.
Appointments, bookings and reminders
Much of Medicare selling happens in scheduled appointments — in person, by phone or by screen-share — rather than cold conversations. A missed appointment in late November is hard to reschedule before 7 December. Automated booking lets clients pick a time from your live calendar, two-way calendar sync keeps that calendar accurate, and timezone-aware reminders go out before each appointment. Professional also includes one-click screen-share from any contact, which helps when you are comparing plans with a client who is not in the room.
Follow-up that lasts years, not weeks
A Medicare client is not closed once enrolled. They will need an annual review before the next AEP, will call when a doctor leaves their network, and may refer a spouse or friend turning 65. Pipelines can track clients by stage — turning 65, enrolled, due for review — and scheduled messages let you queue a pre-AEP check-in months ahead. Nurture sequences stop when the client replies, so an automated reminder never talks over a real conversation. For a template library you can adapt, see templates.
Which APEX plan fits a Medicare practice
Starter ($97/month) covers calling, the autodialer, pipelines, contact lists, calendar and lead source integrations, and quiet-hours and DNC checks — enough for an agent who works entirely by phone. Professional ($147/month) is where appointment booking, SMS messaging, AI features, automations and the SMS, WhatsApp and email inbox are included, which covers most of the workflow on this page. Enterprise, priced for your team, adds agency tools: team hierarchy, round-robin routing, a team inbox and team analytics. Agencies should also read APEX for teams. Every plan is listed on the pricing page.
Get set up before AEP
Moving systems in the middle of AEP is a bad idea. Book a demo well ahead of the season and we will walk through booking, recording and follow-up against your own AEP plan, so your book is imported and tested before 15 October.
Other lines of business
General information, not legal advice
Enrollment dates and marketing rules are summarised here for planning only and change from year to year. APEX runs DNC, quiet-hours and consent checks, but those checks do not make any campaign lawful on their own. You are responsible for your own compliance — confirm current federal, state, carrier and (for Medicare) CMS requirements, and consult a qualified attorney where you need a legal answer.