Online Marketing Submission

At Heartland Financial Group, compliance isn’t optional—it’s essential. We are committed to meeting all CMS communication and marketing regulations, along with individual MAO guidelines.
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‍Before anything goes public, all communications and marketing materials must be reviewed and approved to ensure full compliance.

‍What You Need to Know

🚫 Carrier Logos Using carrier logos? Not so fast.
‍Written approval from the carrier is required—no exceptions.

📋 MAO Review Requirements

‍Before submitting your materials, make sure you’ve included:
• How the material will be used
• Who the audience is
• Where it will be distributed

⏱️ Deadline: Submit materials to HFG Compliance at least 30 days before use or publication.
Note: Requirements may vary depending on the material type.

‍🩺 Medicare Part C Marketing

‍If your content mentions any plan benefits, it likely needs approval.

This includes (but isn’t limited to):
• Dental, vision, hearing
• OTC benefits
• Food cards
• Fitness memberships
• Premiums or copays

✅ CMS approval is required per guidance issued October 8, 2021.

‍Quick rule:
If your material is meant to drive enrollment or highlights benefits not covered by Original Medicare, approval is required before use.

📞 Scripts (Inbound & Outbound)
‍All scripts must be reviewed before they go live.

Already have a CMS approval number?
Submit:
• The script
• Lead Plan Sponsor (LPS) communications
• Any usage guidance

‍🌐 Public-Facing Materials

‍If it’s created by an agent or agency and the public will see it, it must be approved.

This includes:
• SOAs, PTCs, BRCs
• Social media ads
• Direct mail
• Member letters
• Needs assessments
• Landing pages & websites
• Marketing tools and support documents

‍📨 Communications Materials
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‍Even educational or awareness materials require review.
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Examples include:
• Medicare 101 materials
• T65 letters
• Educational event flyers
• Member awareness or retention letters
• AEP notifications

‍When in doubt—submit it.

📊 Sales Presentations

‍All non-carrier-created presentations must be approved before use.
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‍Stay Compliant, Stay Confident
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‍These guidelines are here to help you navigate CMS and MAO requirements with confidence. While they don’t cover every scenario, they provide a strong foundation to keep your marketing compliant and effective.

🔄 Keep in mind: Regulations and best practices evolve. Always check for updates and submit materials when unsure.