Case study
2,000 clients on one system, live before Open Enrollment.
An independent Medicare agency: three agents, more than ten years of clients, and Open Enrollment less than two weeks out. Here's where they started, what we built, and what's in it today.
Where they started
Good agents. Scattered records.
Spreadsheets everywhere
The client list, the mailing list and the commission reports lived in separate spreadsheets, with the same people entered more than once.
An app that couldn't hold Medicare data
Their office app ran on a platform whose vendor wouldn't sign a HIPAA Business Associate Agreement, so it was no place for Medicare numbers or health details.
Commissions on faith
Thousands of commission payments across carriers, and no quick way to see which policies a carrier had quietly stopped paying on.
The busiest season coming
Open Enrollment opened October 15. Whatever changed had to be done, and trusted, before then.
What we built
One system, built around their office.
A home that's allowed to hold it
Their office system runs on Google Cloud under Google's signed HIPAA BAA. Medicare, Social Security and bank numbers are encrypted, and every look is logged.
Everything moved in
Every client, policy and commission payment moved over and checked against the old records. Duplicates are caught, and the obvious ones merge on their own.
Carrier rules for commissions
Each policy is checked against what its carrier should pay. Lines a carrier no longer pays on become rules, so the missing-commission list is only what's worth chasing.
The old app, shut down
Once the move was verified, the old app and the data in it were deleted for good.
Also part of the build
- Client forms clients fill from their phone, Scope of Appointment included
- A page for every town they serve, written for that town
- Google profile kept current, with Open Enrollment posts
- Turning-65 and enrollment windows tracked year round
- Group email with the CMS disclaimer added when it's about plans
- On every office phone, installed like an app
The numbers
What's in it today.
clients moved in and cleaned up
policies tracked, renewals flagged, stopped payments caught
in commission payments, 19,690 of them, each tied to its policy
from an empty Google Cloud project to their real records live
AI search readiness for their website, up from 80
Your agency
Want the same for your office?
It starts with a free Missed Leads Report: who's getting your calls, and the three fixes we'd make first. If the office system fits, we'll walk you through it on a 20-minute call.