planning an effective enrollment event

© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org

Planning an Effective Enrollment Event

2 © 2014 Enroll America and Get Covered America

EnrollAmerica.org | GetCoveredAmerica.org

Agenda

1.  Review of an Enrollment Event

2.  Planning Process 3.  Review Best

Practices 4.  Next Steps

© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org 3

REVIEW OF AN ENROLLMENT EVENT



What is an “Enrollment Event”?

•  Refers to a specific time and place where consumers can go to enroll in person.

•  Navigators, Assistors, Guides, etc., are present to enroll consumers.

•  Usually there are scheduled appointments.



Why Plan an Enrollment Event?

•  Tool to help maximize enrollment opportunities in a community

•  Efficient •  Popular with Consumers,

especially in communities of color and rural areas

•  Creates earned media possibilities

•  Good volunteer opportunities


Outreach and Enrollment: Value of In-Person Assistance

Three out of four of the newly eligible want in-person assistance to learn

about and enroll in coverage.

Source: Enroll America, November 2012

© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org 7

HOW TO PLAN A ENROLLMENT EVENT


How to Set Up an Enrollment Event

Step 1: •  Identify your target

population

Step 2: •  Build your event

team: Find trusted partners/institutions/locations

Step 3: • Set a location and date

for an Enrollment Event (work backwards & set at least 3 weeks out )

Step 4: •  Recruit most

appropriate assistors/navigators for the event

Step 5: •  Promote your

event and recruit consumers

Step 6: •  Have a successful

event!



Step 1 & 2: Target and Building Team

Identify Your Target Population

•  What community will you target?

•  Where do you have resources?

•  Is there an underserved community to reach?

•  What location can be used within that community?

Build Your Event Team

•  Local partners and local coalitions are a key part

•  Assisters should be identified

•  Community leaders, elected officials, and trusted community members

•  Volunteers!


Step 3: Location, Date, Time

Identify Your Location •  Secure a large, tech-ready, accessible, and

welcoming venue to host events (e.g. schools, libraries).

Lock a Date/Time •  Weekends are ideal for large events

(Saturdays/10-3pm) or weekday evenings (5-9pm)

3-4 Weeks Out of Event •  Once you lock date and location, set a planning

timeline working backwards from the event date


*Pro Tip*

Thinking about a location that has space/capacity to host auxiliary events is a great

addition to the enrollment event. Ex. Health fair set up, health screenings, etc.


Identifying a Good Location

1.  Include a computer lab or has set up that allows laptops

2.  Accessible to the local target community. 3.  Has internet capabilities (WiFi) 4.  Has enough tables and chairs

5.  Room to host a waiting area OR account-creation holding room. 6.  Locations can include: libraries, schools, local Housing Authority

offices, Hospitals, Community Centers, places of worship


*Pro Tip*

Have a checklist of your needs and do a walk through of the location. Take notes and keep a record of the location so you

can reference for future events.


Libraries as a Site Example

ensure it’s a good location, has technology, and staffed build relationship, trust and understanding of mission know, respect and work within community structures


Step 4: Recruit In-Person Assisters

•  Identify assisters with enough time •  Connect with assisters 1 week before event to confirm number of

assisters will be needed for the event •  Call 2 days before the event date and confirm the assisters. •  Ensure you collect the following information:

•  Reliable contact information the day of event •  Names of assisters •  Shift times


Step 5: Promote Your Event and Recruit Consumers

•  Media (Radio/TV/Newspaper) •  Door-knocking •  Having RSVP emails sent out •  Phone banks to make/confirm RSVPs •  High-traffic canvassing to distribute Flyers •  Digital recruitment •  Posting Flyers/Signs •  Getting trusted messengers to promote the event •  Local press/newsletters- Letters to the Editor •  Use your Phone-a-thon if you are doing one

16


*Pro Tip*

Partner organizations and volunteers can help support events by:

•  Doing outreach hours in the community

•  Assist with sign-in/prep/sign-out at Enrollment Events •  Call to remind consumers about appointments

•  Take CAC training (when affiliated with a CAC Organization) and actually assist with enrollment

•  Data Entry •  Follow Up



Step 6: Have a Successful Enrollment Event

•  Encourage Group Enrollment Sessions (not only 1-1 meetings)

•  Triage Large Events: Have Volunteers Manage Traffic Flow

•  Website Signups: 1 out of 4 people don’t want in person help- many people will want to attend event!

•  Expand Assistance Hours


*Pro Tip*

Challenges to Prepare For •  Seasonal distractions, weather, communication lapses •  Technology glitches •  Ensure there are enough assisters •  Enough volunteers guiding consumers •  Clear sign-in/sign-out process •  Make sure all partners, volunteers know their role •  Have water or snacks for volunteers/assisters who will be there

all day


BEST PRACTICES


Best Practices

1.  Lock Location, Date, and Time 2.  Invite Partner Organizations, Leaders, Coalitions to Collaborate 3.  Ensure Plan for Recruitment 4.  Plan a Coordinated Media Effort with Partners 5.  Except and Plan for Challenges 6.  Confirm and Schedule Volunteers to Work the Event. 7.  Prepare Materials: Sign In & Sign Out Sheets, Posters, Etc. 8.  Ensure System for Sign-In and Sign-Out is Ready 9.  Debrief and Thank Partners and Assisters 10.  Follow up with consumers


Next Steps

1. Find Our Resources 2. Start Planning!

planning an effective enrollment event

Healthcare