conducting effective enrollment events

© 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


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


I. Capitalizing on Your Strengths

4


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


II. Conducting Effective Enrollment Events and How to Get More Support

6


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


•  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


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


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!


•  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


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


“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!


Why?

Latinos have the most to gain

Latinos prefer 1:1 assistance

Latinos face unique challenges

National Latino Enrollment Summits


How?

National & Local Partnerships

Community Centered

Media



Lessons Learned

Understand your community

Reach out to all stakeholders

Plan, Plan, Plan



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


● 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


•  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


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


Develop an Evaluation Plan Before You Implement

21

•  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?


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


IV. Q&A

Dayanne Leal Kate Doehring [email protected] [email protected]

Jose Plaza Rebecca Titford

[email protected] [email protected]

conducting effective enrollment events

Health & Medicine

america presenters

enrollment event work

effective enrollment

enrollment opportunities

enrollment eventstep

america jose plaza

america rebecca titford

event team