Planning an Effective Enrollment Event
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Transcript of 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
4 © 2014 Enroll America and Get Covered America
EnrollAmerica.org | GetCoveredAmerica.org
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.
5 © 2014 Enroll America and Get Covered America
EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org 7
HOW TO PLAN A ENROLLMENT EVENT
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
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!
9 © 2014 Enroll America and Get Covered America
EnrollAmerica.org | GetCoveredAmerica.org
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!
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
*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.
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
*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.
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
*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
18 © 2014 Enroll America and Get Covered America
EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
*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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
BEST PRACTICES
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
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
© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org
Next Steps
1. Find Our Resources 2. Start Planning!