How to check on application approval status

To confirm the most up-to-date status of an application, we recommend checking with the carrier using one of the following options:

Contact the carrier’s broker support team
Check your carrier’s broker portal
Use MARx or other carrier-provided BEQ / eligibility lookup tools

Tip: In many cases, contacting the carrier’s broker support team is the quickest way to get an update. You can find many carrier phone numbers listed in our Writing Number Guide.

Because applications are reviewed by the carrier and CMS, approval timelines and final outcomes may vary.

(We’re also working on adding realtime policy status within HealthSherpa Medicare, in the future and will share updates as they become available.)

Common reasons an app may not be approved

1. Processing time has not yet elapsed

If it has only been a few business days since the application was submitted, it may still be in processing with the carrier.

Helpful to know:

Carriers can take up to 7 business days to process and display applications
CMS approval is also required
Processing times may be longer during AEP or other high-volume periods

Note: Application status may appear in different sections of the carrier portal, such as Book of Business or Applications.

2. Request for Information (RFI)

An application may be placed into a carrier's RFI (Request for Information) status if application information is missing or does not match CMS records, such as:

Client name
Date of birth
Medicare Beneficiary Identifier (MBI)
Address
SEP cannot be validated

In these cases, the carrier may request additional verification of the agent or the client before processing the application.

We recommend keeping an eye on your email and carrier broker portal for any carrier notices. If the application hasn’t been approved within 3–7 days, it may be helpful to contact the carrier to see if anything further is needed.

In many cases, carriers allow around 10 days to resolve an RFI request, though timelines can vary by carrier.

3. Duplicate application / Agent of Record (AoR)

If the same plan was submitted for the same client by another agent first, then that agent may be listed as the Agent of Record (AoR). This is considered a duplicate application, and carriers generally process the first valid submission received.

In these cases:

The carrier may reject or cancel later submissions
The carrier’s broker support team can help confirm the current AoR status
If the member would like to change the AoR to you, they can contact the carrier’s member services team to request that update

Processes and policies for AoR changes can vary by carrier, so it may be helpful to confirm the specific steps with the carrier directly.

4. Medicaid or Medicare eligibility changes

If a client’s Medicaid or Medicare eligibility recently changed, the application may be delayed, require additional review, or be declined by the carrier.

This can include:

Gaining or losing Medicaid
Changes in Medicaid level (Full, Partial, QMB, SLMB, QI)
Gaining or losing Extra Help (LIS)
Changes to Medicare Part A or Part B
Pending, retroactive, or newly effective coverage

For some integrated plans (such as HIDE or FIDE D-SNP plans), the client’s Medicaid Managed Care Organization (MCO) may also need to match the Medicare carrier. In certain situations, a change in MCO may also qualify the client for a Special Enrollment Period (SEP). Requirements vary by state, and some states automatically assign the Medicaid carrier.

What agents can do:

Confirm the client’s current Medicaid and Medicare eligibility and level
Ensure the selected plan matches the client’s eligibility
Check whether the change may qualify for a Special Enrollment Period (SEP)
Contact the carrier if additional clarification is needed

5. Client canceled or enrolled elsewhere

An application may not show as approved if:

The client canceled the plan after submission, or
The client enrolled in a different plan or with another carrier

Carrier broker support can help confirm whether this occurred.

Still need help?

If you’ve reviewed the steps above and are still unable to locate the application status, we recommend reaching out to the carrier’s broker support team for the most accurate and up-to-date information.

HealthSherpa is always happy to help guide you on next steps and share best practices. While application statuses and final approval decisions are managed by the carriers and CMS, we’re here to support you along the way.