If you’re a health insurance broker working with Medicare clients, you already know that compliance isn’t optional—it’s critical. In 2025, CMS has doubled down on transparency and consumer protection, making it even more important to understand and properly use the Scope of Appointment (SOA) form.
In this article, we’ll break down what’s new, what hasn’t changed, and how to stay compliant—while keeping your appointments efficient and audit-ready.
What is a Scope of Appointment (SOA) and Why It Matters?
The Scope of Appointment is a CMS-mandated form that outlines what Medicare-related topics you’re allowed to discuss during a meeting with a beneficiary. It ensures the consumer understands exactly what to expect—and helps protect them from being solicited about plans they didn’t consent to discuss.
🛑 Without a valid SOA, discussing Medicare Advantage or Part D plans is a CMS violation.
When is an SOA Required in 2025?
You need a valid SOA for:
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In-person, phone, or virtual one-on-one meetings
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Initial or follow-up appointments
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Any time you’re discussing MAPD, MA, or PDP plans
You do NOT need an SOA for:
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Formal or informal sales events reported to CMS
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Educational-only events (where SOAs cannot be distributed or collected)
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Medicare Supplement-only discussions (Still recommended to get one in case PDP questions come up)
When to Collect the SOA?
💡 Best practice: Get the SOA at least 48 hours before your scheduled meeting.
If you must take it at the time of appointment (walk-in, last-minute, etc.), make sure to document the reason clearly on the form.
Example:
“Walk-in client – no prior SOA”
“Scope changed due to client request during session”
SOA Form Must-Haves in 2025
To be valid and CMS-compliant, your SOA must:
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Be a CMS-approved template (no custom versions)
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Be signed, dated, and initialed by the client next to selected plan types
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Be completed by the agent, including time/date and agent ID
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Be stored securely and submitted with any MAPD/PDP application
How Long Do You Keep an SOA?
CMS requires brokers to retain SOAs for 10 years (plus the current plan year).
Even if no sale happens, you must keep the form—for walk-ins, cancellations, or consumers who just didn’t enroll.
🚨 Pro Tip: CMS or carriers can audit your SOA records at any time.
2025 Broker Tips
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Use digital tools to collect & timestamp SOAs
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Set automatic SOA reminders in your CRM
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Always explain the purpose of the SOA form to build trust
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NEVER pre-fill or guess plan types for the client
Final Thoughts
At Affordable Care Agents, our priority is helping you stay compliant without sacrificing productivity.
If you need training, templates, or help integrating digital SOA tools, we’re here to help.
📞 Contact us or explore our full resource center at: (+1) 646 233 1499
🌐 https://affordablecareagents.com
Download the Printable 2025 SOA Cheat Sheet (PDF)
📥 Click here to download the 2025 Scope of Appointment Cheat Sheet (PDF)
