Recent changes from the Centers for Medicare & Medicaid Services (CMS) have introduced strict new guidelines for how licensed insurance agents must handle client communications, especially those related to Medicare Advantage and Part D.
These updates are designed to ensure transparency, protect sensitive information, and support better oversight across the healthcare and insurance industries.
Whether you’re an independent agent or part of a growing agency, it’s critical to understand these new requirements and to have the right tools in place to remain compliant.
What Do the New CMS Regulations Require?
To maintain compliance under the new CMS rules, insurance agents must:
- Retain Call Logs and Recordings for 10 Years
CMS now mandates that all sales-related calls and client communications be securely recorded and retained for at least a decade.
- Ensure HIPAA Compliance
If you’re handling protected health information (PHI), your communication tools must meet HIPAA standards. This includes secure encryption, access controls, and signing a Business Associate Agreement (BAA) with any third-party service provider.
- Keep Organized, Searchable Records
Agents must be able to retrieve past client interactions, including phone calls, voicemails, and texts, in case of audits or compliance reviews.
Related Link See the CMS rules here
Phone.com: Built to Help Agents Stay Compliant
Phone.com is a modern, cloud-based business phone solution that makes it easy for insurance agents to meet CMS and HIPAA requirements, without costly enterprise systems or complex setups.
CMS-Compliant Communication Features:
Automatic Call Recording with secure cloud storage.
10-Year Data Retention to meet CMS audit standards.
Exportable Call Logs for easy documentation and reporting.
HIPAA-Ready Tools with Signed BAA:
Encrypted voice, video, and messaging tools.
Business Associate Agreement (BAA) available upon request.
Resources and support for maintaining HIPAA compliance.
All-in-One Business Communication System:
Phone.com provides agents with the tools they need to work efficiently and compliantly:
Voice, video, SMS, voicemail-to-email
Call routing, auto-attendants, and custom greetings
Accessible from any device, work from your office or on the go with ProSIM
Stay Ahead of Compliance Requirements
With the CMS raising the bar on how insurance professionals manage their client communications, now is the time to upgrade your systems. Phone.com delivers the security, flexibility, and compliance you need so you can focus on selling policies and serving your clients.
How Phone.com + TLC Insurance Group & Wealth Are Making Compliance Simple
To support licensed agents, Phone.com and TLC Insurance Group & Wealth have launched an exclusive offer that gives agents access to a comprehensive, all-in-one communication solution that checks every regulatory box.
Ready to Meet the New CMS Rules?
Whether you’re a solo agent or part of a larger brokerage, this partnership offers a ready-to-go solution for compliance, security, and peace of mind at a price designed for agents.
Claim your exclusive TLC Insurance Group & Wealth affiliated agent offer now and stay ahead of the new Medicaid and Medicare compliance curve.
Not A TLC Insurance Group & Wealth Affiliated Agent Yet? Learn More Here