outreach and enrollment distance learning series planning...

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Outreach and Enrollment Distance Learning Series

Planning for Successful

Outreach

1 CHAMPS/CCHN Outreach and Enrollment Distance

Learning Series

O&E Distance Learning Series Upcoming Event

Visit the CHAMPS Distance Learning Page for more information

Diving Deep on Premium Tax Credits

Tuesday, September 23, 2014, 10:00AM – 11:30AM MT

www.champsonline.org/events/distancelearning


Learning Series

http://champsonline.org/Events/DistanceLearning.html

http://www.champsonline.org/distancelearning

CHAMPS/CCHN Outreach and Enrollment Distance

Learning Series 3

O&E Distance Learning Series Past Events

Visit the CHAMPS Distance Learning Page for archives

What All CHC Staff Should Know About O&E

Patient Education and Health Insurance Literacy

Making the Business Case for O&E

Best Practices for Young Adult Outreach

Maximizing O&E Staff and Continued Enrollment

Rural Outreach Strategies

Outreach to Special Populations

www.champsonline.org/events/distancelearning

http://champsonline.org/Events/DistanceLearning.html

http://www.champsonline.org/events/distancelearning

Community Health Association of Mountain/Plains

States (CHAMPS)


Learning Series

www.champsonline.org

http://www.champsonline.org/

Colorado Community Health Network (CCHN)


Learning Series

www.cchn.org

http://www.cchn.org/

Presented by:

Melanie Herrera Bortz Enroll America

Southwest Regional State Assistance Manager

[email protected]


Learning Series 6

mailto:[email protected]

Presented by:

Dayanne Leal Enroll America

Best Practices Institute

Deputy Director

[email protected]


Learning Series 7

mailto:[email protected]

Learning objectives


Learning Series 8

Learn the importance of outreach planning.

Learn why collecting metrics is essential for outreach and

educational activities.

Participate in an interactive activity to learn how to develop

an outreach work plan.

© 2014 Enroll America | EnrollAmerica.org

Planning for Successful Outreach Importance of Developing an

Outreach Work Plan

Dayanne Leal Deputy Director Best Practices Institute Enroll America

Melanie Herrera Bortz Southwest Regional Manager State Assistance Department Enroll America

© 2014 Enroll America | EnrollAmerica.org 10

I. Plan for Success

II. Measure for Guidance

III.Write Your Work Plan

IV.Practice Exercise

Agenda


Maximize the number of uninsured Americans who enroll in health coverage made available by the Affordable Care Act

TWO-FOLD STRATEGY

Promoting Enrollment and Outreach Best Practices

National Enrollment Campaign, Get Covered America, Using Data Driven Outreach Strategies through Get Covered Data

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2

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Our Mission


I. PLAN FOR SUCCESS


Why is Outreach Planning Important?

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Here are Some Reasons

Helps with

decision making

Gives clear

direction

Sets expectation

Facilitates coordination

of efforts

Allows you to

prioritize

Gives a sense of

how close you are to your goal


Key Steps

I. Identify and capitalize on

your strengths

III. Identify and understand your

population of focus

II. Build on the strengths of

others in your community

IV. Identify essential skills and

support staff

V. Write your outreach and/or

in-reach plan

VI. Monitor, evaluate, and refine when

needed


II. MEASURE FOR GUIDANCE


Why Measure Your Efforts?

Important to track both

process and outcome

measures! A Work Plan

should list the indicators

that will help measure

and evaluate process

and outcomes!


Here are Some Reasons

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Flag outreach strategies that are

more effective

Helps you know if your

plan is working

Help you identify which

partners to continue the partnership

Ensure you are spending resources

(including time) in the right way

Allow you to refine

when and where

needed


Questions to Consider:

How will I know if the strategy is working?

What baseline information should be obtained to be

used before implementation?

What should I measure?

What indicators will I use to help me measure?

Helpful Strategies:

Keep contact log of calls received or face-to-face visits

with the following information: How individuals heard about your effort or organization?

Outcome of the call or the visit

Implement a Tracking System of Activities, Process and Results


Identify what you need to monitor Implement a system to track your activities & outcomes

Sign in/Sign out of events – record status

Examples of process and outcome measures include:

o Number of in-bound/out-bound calls

o How they heard about you – referral points

o Number of consumers followed up with

o Number of events held

o Number of attendees at events

o Number of individuals who signed up for health coverage & the number who didn’t to target for next year

o Number eligible for Medicaid, qualifying event, or SEP

o Sign in/Sign out of events – record status

Bottom Line: Measure it!


1. Goals are critical to our success

• Motivational for staff and volunteers

• Useful for planning (and contingency planning)

2. Challenge

• How do you set up the right goals?

Goals too high - Trouble taking first step – get stuck

Goals too low - Lose productivity – lose momentum

3. Set goals for quality, not just quantity

4. Reward and celebrate meeting goals

5. Stop doing what does not work

Keeping Track Leads to Best Practices


III. WRITE YOUR WORK PLAN


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Important to Write Your Plan


Define Your Plan of Action

• What are the goal(s)?

• What strategies will be used to achieve goal(s)?

• What activities are needed to accomplish success?

Accountability

• Who will be responsible for executing each activity?

• What is the completion timeline for each activity?

Desired Results

• What are the expected results from each activity?

• What process will be implemented to track progress?

• How success of each activity will be measured?

Outreach and/or In-Reach Work Plan


Creating a Work Plan

Step 1 Goal:

Clearly define and make it measureable

Step 2 Strategy:

Develop a path for achieving goal

Step 3 Activities:

List the tasks necessary to

complete the strategy

Step 4 Who & When:

List who will implement each activity (or can be a resource) by and when

Step 5 Expected Outcome:

What are the expected outcomes for each

activity

Step 6 Measure of Effectiveness:

Which indicators will help determine achieve

expected outcomes


What is the SMART Framework?


Apply the SMART Framework to Develop Goals & Activities

Specific

Measurable

Attainable

Relevant

Time--Bound


Create Indicators That Measure Both Process and Outcome Results

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Enrollment Events

• Process: # of events held

• Outcome: # individuals who applied for health insurance

Material Distribution

• Process: # of postcards distributed

• Outcome: # of calls received as result of the postcards distributed

Partnership Development

• Process: # of organizations contacted to form a partnership

• Outcome: # of referrals received from each organization

Earned Media Efforts

• Process: # of times staff participated in a Radio program

• Outcome: # of calls received as result of the radio program

For example…


Key Elements to a Successful Outreach and/or In-Reach Work Plan

Ensure your outreach work plan is comprehensive and reflects outreach work

Define concrete goals, strategies, and activities based on target audience and apply the SMART framework

Choose measureable indicators to ensure success

Keep track whether an activity is complete, incomplete, or in progress. Continuously update outreach work plan

Enhance buy-in and accountability by having outreach staff participate in the development of the outreach work plan


IV. PRACTICE EXERCISE

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Examples: In-reach & Outreach

1. Maximize Existing Technologies

2. Use text and or Voice Messaging

3. Website 4. Newsletter 5. Social Media 6. Direct Mail 7. On-site promotion

1. Community Events 2. Partner with other

organizations 3. Earned Media and Local Ads 4. Faith organizing 5. Create Referral networks 6. Work with local businesses 7. Distribute flyers 8. Mobile vans

In-Reach Outreach


Outreach Work Plan Example Step by Step

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1. SMART Goal By December 2014,enroll 200 uninsured individuals in health

insurance (including Medicaid).

2. Outreach Strategy Participate in 3 “live” radio interviews a month for a period of 2

months to promote how/where individuals can sign up for health insurance.

3. Activities 1. Identify one radio program that: serves Latinos (Spanish Speaking),

Latinos (Portuguese Speaking), and African- Americans and contact them by July 2014.

2. Schedule the radio interviews (one a week) by August 2014. 3. Participate in one radio interview per week by November 2014.



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4. Accountability Specify department, title or staff name if it is not you.

5. Expected Outcomes 1. By August 2014 at least one radio program serving

Latinos (Spanish Speaking), Latinos (Portuguese Speaking), and African- Americans have agreed to host me at their radio shows.

2. At least 10 phone calls a month from each radio program. 3. By November 2014 participated in 6 radio programs.



6. Indicators Process:

Number of radio programs contacted

Outcome: Number of radio programs that offered

space in their radio show Number of individuals who called into the

radio program Number of calls received as a result of each

radio program


Activity: Outreach Work Plan Exercise

Use one of the following categories to practice developing your outreach work plan

Outreach Strategies

In-reach Strategies

Developing Partnerships


Activity: Use the Work Plan Framework/Template Sent to You

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Goal

Strategy

Activity (ies)

Expected Outcome for the

Activity (ies)

Indicators

Fill out the handout given to you based on the category you chose.


Receiving Feedback


How to Contact Us

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Melanie Herrera Bortz [email protected] 303.550.1980

Dayanne Leal [email protected] 617-999-5971

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