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So you want to organize an event to provide health insurance education and conduct enrollment? This webinar will help you plan successful events from start to finish. As we move into March, it is important to have fixed, on-going enrollment locations that are staffed during off-hours, evenings, and weekends. If your demand is higher than your supply and you have more people to enroll than you have staff trained to help, we presented some creative solutions and walk you through important place-based partnerships like working with libraries. Find the recording here: http://www.enrollamerica.org/resources/webinars/the-road-to-march-31-effective-outreach-and-enrollment-strategies-to-use-now/
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© 2013 Enroll America | EnrollAmerica.org
Conducting Effective Enrollment Events and How to Get More Support
Wednesday March 5, 2014
© 2013 Enroll America | EnrollAmerica.org 2
Moderator: Dayanne Leal, Deputy Director, Best Practices Institute, Enroll America Presenters: Kate Doehring, National Regional Field Director, Enroll America
Jose Plaza, National Director Latino Engagement, Enroll America
Rebecca Titford, Local Volunteer Coordinator Organizing for Action
SPEAKERS
© 2013 Enroll America | EnrollAmerica.org 3
AGENDA
I. Capitalizing on Your Strengths
II. Conducting Effective Enrollment Events and How to Get More Support
III. Tips on Monitoring & Evaluation
IV. Q&A
© 2013 Enroll America | EnrollAmerica.org
I. Capitalizing on Your Strengths
4
© 2013 Enroll America | EnrollAmerica.org
What Has Worked Well So Far?
5
• 26 days until the end of open enrollment
• This is the time to: ü Focus on what you do WELL ü Build on what you have done so far ü Leverage relationships with your network ü NOT the time to invest a lot of resources in doing something totally new
IDENTIFY what has worked
Make plans to REPEAT these
strategies
AMPLIFY for the next five
weeks
© 2013 Enroll America | EnrollAmerica.org
II. Conducting Effective Enrollment Events and How to Get More Support
6
© 2013 Enroll America | EnrollAmerica.org
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 7
© 2013 Enroll America | EnrollAmerica.org
• 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.
What is an “Enrollment Event”?
8
© 2013 Enroll America | EnrollAmerica.org
1. Tool to help maximize enrollment opportunities in a community
2. Efficient 3. Popular with Consumers, especially in
communities of color and rural areas 4. Creates earned media possibilities 5. Good volunteer opportunities
Why Plan an Enrollment Event?
9
© 2013 Enroll America | EnrollAmerica.org
How to Set Up an Enrollment Event
10
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!
© 2013 Enroll America | EnrollAmerica.org
• Media (Radio/TV/Newspaper) • Phonebanking & Door-knocking • 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
Make sure to actually discuss eligibility, materials to bring, and schedule the appointment before the event.
Step 5: Promote Your Event and Recruit Consumers
11
© 2013 Enroll America | EnrollAmerica.org 12
Meet Your Demand: Ways to Expand Assistance in March
• 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- that’s fine!
• Virtual Assistance: Twitter or other digital assistance
• Expand Assistance Hours
© 2013 Enroll America | EnrollAmerica.org 13
“The Volunteer” in March
• Complete 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
Their impact can be tremendous if cultivated correctly! Think big!
© 2013 Enroll America | EnrollAmerica.org 14
Why?
Latinos have the most to gain
Latinos prefer 1:1 assistance
Latinos face unique challenges
National Latino Enrollment Summits
© 2013 Enroll America | EnrollAmerica.org 15
How?
National & Local Partnerships
Community Centered
Media
National Latino Enrollment Summits
© 2013 Enroll America | EnrollAmerica.org 16
Lessons Learned
Understand your community
Reach out to all stakeholders
Plan, Plan, Plan
National Latino Enrollment Summits
© 2013 Enroll America | EnrollAmerica.org 17
Enrolling at the Library
• Steps to reaching out and working with libraries
location, technology and staff relationship, trust and understanding of mission know, respect and work within community structures
© 2013 Enroll America | EnrollAmerica.org
● How do you staff the events?
Professional, dependable and team-spirited Volunteer Navigators and CACs Volunteer greeters and helpers (only if necessary)
● How do you measure success?
By the ‘Southern’ narrative we are weaving…the stories Morale of our staff City officials taking an interest & participating!
● How do you promote the events at libraries? Local print and online media; radio- public service and paid ads Social media, canvassing, leafleting, talking, talking, talking Websites (jpeg ads for Library, City, radio sites)
How Have We Done?
18
© 2013 Enroll America | EnrollAmerica.org
• What makes some events less successful than others
Seasonal distractions, weather, communication lapses Technology glitches = “slowmo” Spouse problems & the Medicaid gap
• What can you do in 28 days? Be realistic: network, choose library, build a small team, and
get motivated volunteers CAC-certified quickly Pay attention to your advertising strategy & work it!
What Have We Learned?
19
© 2013 Enroll America | EnrollAmerica.org
Schedule your enrollment events on an established,
recurring cycle
If the turnout overwhelms
(and it might!) :
● a schedule that works with library availability ● nail it down on the library calendar for the entire time needed, and STICK TO IT !
● be prepared to shift gears and make appointments to meet clients at a later time/date for a personal appt. ● provide a simple list of the information they need to bring when they return for enrollment.
Stay nonpartisan!
● In all things…even side conversations, body language and attitude ● Stay focused on the person before you and avoid being drawn into any political comments
Library Enrollment: Best Practices (from the field in Lower ALABAMA)
Fairhope Public Library Objectives: To enhance and elevate the public library as an easily accessible, computerized and trusted location for enrollment events
20
© 2013 Enroll America | EnrollAmerica.org
Develop an Evaluation Plan Before You Implement
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• Identify which outreach strategies and partners reach the most consumers
• Basis for future funding requests Why evaluate?
• How will you know if your strategy was effective? • What outcomes will you be measuring?
Things to consider…
• How did consumers hear about your organization? • How did they get your phone number? • How did they come to attend a particular enrollment event? • How many consumers created an account? Successfully enrolled?
Suggested Questions:
Collect information that will help you build a better system for next year: When do you ‘lose’ consumers? What helps get consumers ready to buy insurance? How many times do you talk to a consumer before they sign up? What are the barriers/ questions people have?
© 2013 Enroll America | EnrollAmerica.org 22
THE FULL WEBINAR SERIES IS AVAILABLE ON ENROLL AMERICA WEBSITE: The Road to March 31 — Effective Outreach and Enrollment Strategies to Use Now http://www.enrollamerica.org/resources/webinars/the-road-to-march-31-effective-outreach-and-enrollment-strategies-to-use-now/?source=hp#Archive
Outreach Webinar Series Recording
© 2013 Enroll America | EnrollAmerica.org 23
IV. Q&A
Dayanne Leal Kate Doehring dleal@enrollamerica.org KDoehring@enrollamerica.org
Jose Plaza Rebecca Titford
JPlaza@enrollamerica.org bbeccat2@aol.com
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