Yes, it can go out.Here’s the clean way.

1. UVVC owns the letter.Your letterhead, your mailing list, your mailing and your cost. We can give feedback on wording. We don’t design, print, pay for postage or co-sign it.
2. Nothing of value moves either way.No fees, no payment per call or per enrollment, no shared marketing budget, no free services. We suggest a short written note saying so.
3. We never receive your list.People reach us only by choosing to call. No names, addresses or patient details come to Health Plan Markets.
4. The letter still mentions neutral help.Health Plan Markets is the main call to action. A short line near the end also mentions the reader’s own agent, Medicare.gov, 1-800-MEDICARE and the State Health Insurance Program, so it never reads as the only door.
5. List every plan UVVC participates with.The full verified list, with no ranking and no “best” plan. A complete list reads as information, not steering.
6. Our required disclaimer goes on the letter.Because our name and number appear, the TPMO disclaimer appears too, in its own paragraph. It’s in the letter in part 3.
7. We handle every call the standard way.The disclaimer early in the call, our normal appointment process and recorded calls. If someone wants a plan we don’t offer, the agent tells them so plainly.
8. The privacy question is UVVC’s to answer.Please ask your privacy counsel whether this list (including people you couldn’t see because of network limits) can be used for a mailing that names a third party.

What we changed, and why

• Opened on the reader’s real moment. Many of these readers once called and heard “we don’t take your plan.” The letter names that moment, explains why it happens (networks are set plan by plan and change each year), and ends on the reader knowing where they stand next time.
• Made Health Plan Markets the clear next step. Our line comes right after the plan list, as the one thing to do.
• Kept a short mention of other help. The reader’s own agent, Medicare.gov, 1-800-MEDICARE and SHIP appear in a short line near the end. The provider rule names these as places a provider may refer patients.
• Took out the softer sales lines. “We’d love for you to keep UVVC in mind as you explore your coverage options” can read as a provider nudging plan choice for its own benefit. Listing the plans does the same job without the nudge.
• Added the TPMO disclaimer. Medicare requires it wherever our name appears. It stays in its own grey block, apart from the letter’s words, and is labeled as ours so nobody reads it as UVVC speaking.
• Kept your fine print. The plan-participation note was already right.

For calling the same people the letter goes to. It keeps Health Plan Markets as the next step, and stays inside what Medicare lets a provider do. The full call script page adds a before-you-dial checklist, what to log after each call, and its own feedback box.

1. Hello

If it’s a bad time: “No problem at all. Is there a better time to call back?” If they say not to call, thank them and mark the record.

2. Why you’re calling

3. The plans

Read every plan on the list, in the same tone. Don’t stress one over another.

4. The next step

Wait while they write it down, then read it back once more.

5. The other options, briefly

6. Close

On every call, never

• recommend a plan, compare plans, or say one is better;
• promise that a plan covers their care at UVVC (they confirm with the plan);
• ask for a Medicare number, plan details or anything for enrollment;
• transfer the call or pass their name to Health Plan Markets (give them the number instead);
• offer anything in return for switching plans or calling us;
• keep going after someone says they’re not interested.

Common questions

“Are you selling me insurance?”

No, not at all. We’re your vein care provider, and we don’t sell insurance. We just wanted you to know which plans we work with.

“Which plan should I pick?”

That’s one we can’t advise on, since we’re the provider. A licensed agent at Health Plan Markets, your own agent, or Medicare can walk you through it.

“If I switch to one of those plans, can I see you?”

Those are the plans we participate with today. Every plan has its own details, so please confirm with the plan, or ask the agent to check for you.

“Can you just sign me up?”

We’re not able to enroll anyone, but the agents at Health Plan Markets can help with that. Their number is [HPM phone number].

“Who is Health Plan Markets? Are they part of UVVC?”

They’re a separate, licensed insurance agency. We’re not paid for sharing their number. We pass it along because people often ask us where to get help.

“Can you transfer me to them now?”

I can’t transfer you, but I’m happy to give you the number so you can call when it suits you: [HPM phone number].

“I’m happy with my plan.”

That’s great to hear. If you ever want to check whether we’re in your network, your plan can tell you. Thanks so much for your time.

“Please don’t call me again.”

Of course. I’ll make a note of that right now. Have a good day.

What a provider may do on its own

Under 42 CFR 422.2266(c), a provider acting on its own may:

• name the Medicare Advantage plans it contracts or participates with;
• announce new or continuing plan affiliations, by any means of distribution;
• refer patients to other sources, such as SHIP, plan marketing representatives, Medicare.gov or 1-800-MEDICARE.

Your letter fits here.

What a provider may not do for a plan or its partners

Under 422.2266(d), when a provider acts on behalf of a plan, it may not mail the plan’s marketing materials, urge patients to enroll based on its own interests, or accept payment for marketing or enrollment. Health Plan Markets works with the plans, so if we designed, paid for or co-sent the letter, it could slide into this category. That is why ground rules 1 and 2 matter most.

Why no money or favors move between us

The HHS Office of Inspector General issued a Special Fraud Alert in December 2024 on payments between Medicare Advantage plans, providers, agents and brokers that could steer people toward a plan or a provider. Keeping the letter free of any payment or free service is the simplest way to stay clear of it.

Why we never take the list

Under 422.2274(g)(4), personal data collected for Medicare Advantage marketing can only pass to an agency with the person’s prior written consent naming that agency. Inbound calls keep this simple: the person chooses to call.

Sources

• 42 CFR 422.2266, activities with health care providers
• 42 CFR 422.2274, agent, broker and TPMO requirements
• OIG Special Fraud Alert, December 2024 (summary by Ropes & Gray)
• OIG Special Fraud Alert, December 2024 (summary by Proskauer)

• The plan list is complete and verified with each plan.
• UVVC is sending and paying for the mailing.
• A short written note confirms no payment or services in either direction.
• UVVC’s privacy counsel has cleared the use of the mailing list.
• Our phone number is filled in, and the Health Plan Markets disclosure is in its own paragraph.
• Health Plan Markets has checked the final version with the plans’ broker marketing teams.

6 of 6 still to do.

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Feedback or questions

Send us a note here, and we’ll walk through it together.