10 key things to do in the summer: actions for a successful third open enrollment period!

© 2015 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org


10 Key Things to Do in the Summer: Actions for a Successful Third Open Enrollment Period Enroll America, State of Enrollment Conference| 6.12.15

© 2015 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org 2

10 Key Things to Do in the Summer

OVERVIEW Stephanie Palla, Enroll America


SUMMER TOP TEN LIST


INTERNAL EXTERNAL OUTREACH

TOP TEN LIST …IN THREE BUCKETS!


10. Train Your Staff 9. Set Goals & Objectives 8. Know Your Community 7. Make a Internal Work Plan 6. Know Your Political Climate

TOP TEN LIST


5. Build New Relationships With Partners 4. Collaborate With Partners & Coalitions on Planning 3. Have a Consistent Message 2. Utilize Research & Tools 1. Create a Follow Up Program

TOP TEN LIST



INTERNAL PROCESSES Tearalla C. Herbert, Ada S. McKinley


•  Familiar and Knowledgeable of

ACA •  Certified In Person Counselors •  Navigators •  In Person Counselors •  Volunteers

•  Passionate regarding the importance of obtaining and maintaining health care coverage.

•  Culturally sensitive to the uninsured and the targeted communities

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Section 1: Enrolling your family Selecting the Right Staff Follow Us: Facebook: Facebook.com/GetCoveredAmerica Twitter: Twitter.com/GetCoveredUS YouTube: YouTube.com/GetCoveredAmerica For more information about Get Covered America, including upcoming events, frequently asked questions, and more, visit GetCoveredAmerica.org

INTERNAL PROCESSES


Goals: Your outreach strategy should be designed to achieve specific goals: Goals: • Articulate what your program intends to achieve • Illustrates what needs to be accomplished • Offers insight into how to utilize resources What are some outreach goals? 1. Raise the communities’ awareness of OE3. 2. Obtain buy-in from key stakeholders to actively promote OE3 3. Increase the consumers knowledge of health care and OE3.

Outreach Goals & Objectives


Objectives: “Milestones that will help you gauge your progress towards achieving your goals. Think of your objectives in terms of: SMART: SPECIFIC, MEASURABLE, ACHIEVABLE, REALISTIC, AND TIME-RELATED. What are some objectives? 1. Identify 6 community events for tabling during the months of July and August.

Tabling events: summer festivals, church retreat, state/county fairs, back to school fairs, strip malls, college registrations, doctor offices, dentist offices, parades.

2. Identify or target 10 new stakeholders for the months of July and August. 3.  Complete 20 RFI cards per week during the months of July and August.

Outreach Goals & Objectives


MAPPING


1. 35 COMMUNITIES WERE TARGETED IN CENTRAL AND SOUTH CHICAGO.

2. 35 COMMUNITIES WERE DIVIDED BY ZIP CODES.

3. WITHIN EACH ZIP CODES, KEY STAKEHOLDERS WERE IDENTIFIED, SUMMER ACTIVITIES, LIBRARIES, SCHOOLS, HOSPITALS, VETERANS’ FAIRS, HOUSING FAIRS, COMMUNITY ACTIVITIES, CHURCH EVENTS, SPORTING EVENTS.

MAPPING


I.  Key players are identified ( Outreach Staff) II.  Goals and Objectives are set III. Mapping of targeted area and venues

scheduled within your targeted area IV.  Sing your message to the community

IMPLEMENTATION-EXECUTION OF PLAN



EXTERNAL PROCESSES Sarah Hackenbracht, Cuyahoga Health Access Partnership


•  City •  Center City Opportunity & Challenge •  Mayors & Managers Association

•  County •  County Executive & Administrative

Staff •  County Council •  County Agencies

•  State •  Medicaid Expansion Lesson &

Education Needed

•  Federal •  CMS & HHS Regional Offices

•  Other Leaders •  Business Community •  Non-Profit Leadership •  Foundation Partners

Know Your Political Climate

“All politics is local”

--Tip O’Neill, Speaker of the

House of Representatives


•  Community-Based Initiatives •  Health/Access Focus

•  Ex. Healthy Cleveland, HIP-C, Cuyahoga Health Access Partnership

•  Partner Relationships •  FHQCs & Health Centers •  Hospitals •  Navigator Entities & CACs •  Public Health Departments •  Local Government •  Social Service Providers •  Community-Based Organizations

Coalition Building

•  How can you leverage your organization’s strengths?

•  Are you sure you know what they are?

•  What do others bring to the table?

•  What is duplicative? •  Where is there

overlap? •  What’s needed, but

not funded?


•  Council Management & Regional Planning

•  Leader, Convener, Coordinator •  Leverage internal planning &

brainstorms •  Build plans based on your

community’s needs •  Partnerships & Demographics •  Outreach, Education & Events •  Marketing & Communications •  Assister Education & Support

•  Committee Structure •  Roles & Strengths •  Expectations

Planning Timeline

•  Survey Regional Partners (March & April 2015)

•  Host Regional Planning Session w/HHS (May 2015)

•  Develop & Finalize Internal Organizational Plans (June 2015)

•  Brainstorm & Research New Methodologies (June 2015)

•  Finalize Regional Plan (July 2015)

•  Third level

Coalition Work


Assister Engagement •  Council & Committee Leadership

•  Especially for something like an Assister Education & Support Network

•  Regional Subject Matter Experts •  What did your assisters do before they came to you?

•  Local Government Liaison •  Can one person trouble-shoot a challenging issue for

your assister community? •  Kick-Off & Closing Events

•  Plan & Participate! •  Phoneathons •  Earned & Social Media

•  #NEOEnroll & engage as themselves

Coalition Building



MESSAGING & OUTREACH TACTICS

Cheryl O’Donnell


•  Featured tested messages in all public-facing materials

•  Website/social media •  Print materials •  Media outreach

•  Agreed upon a single call-to-action

•  Connector •  2-1-1

Created Consistent Message Statewide


•  Used ASPE zip code level enrollment data to create a map to see gains/gaps in enrollment numbers

•  Added assister locations

•  Made recommendations for changes to assister locations to reduce over saturation and promote spread

Used Data to Target Strategies


•  Renewals: •  Confirm they got covered •  Find out if they were affected by a life-changing event •  Pre-book appointments in the Get Covered Connector

before the start of open enrollment •  New consumers

•  Promote educational events •  Find out if they were affected by a life-changing event •  Pre-book appointments in the Get Covered Connector

before the start of open enrollment

Combined Data/Messaging for Follow-Up


•  Two buckets: •  Consumer contact info

•  Partners used commit cards and informed consent forms to collect contact information of the consumers they engaged

•  SMART goals and evaluation •  Revised event sign-in and other forms to collect information for better

customer service and outcomes tracking •  Customer service

•  Language preference •  New vs. existing account

•  Outcomes tracking •  How they heard about us •  Medicaid or Marketplace application •  # of consumers on application •  Status of application •  Follow-up appointment

Established Data Collection Tools



BREAKOUTS!

10 key things to do in the summer: actions for a successful third open enrollment period!

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