Conducting Effective Enrollment Events and How to Get More Support

Conducting Effective Enrollment
Events and How to Get More Support
Wednesday March 5, 2014
© 2013 Enroll America | EnrollAmerica.org
SPEAKERS
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
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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
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I. Capitalizing on Your Strengths
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What Has Worked Well So Far?
•  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
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II. Conducting Effective Enrollment Events and
How to Get More Support
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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.
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Source: Enroll America, November 2012
© 2013 Enroll America | EnrollAmerica.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.
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Why Plan an Enrollment Event?
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
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How to Set Up an Enrollment Event
Step 1:
Step 2:
Step 3:
•  Identify your target
population
•  Build your event team:
Find trusted partners/
institutions/locations
•  Set a location and
date for an Enrollment
Event (work
backwards & set at
least 3 weeks out )
Step 4:
Step 5:
Step 6:
•  Recruit most
appropriate assistors/
navigators for the
event
•  Promote your event
and recruit consumers
•  Have a successful
event!
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Step 5: Promote Your Event and
Recruit Consumers
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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.
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© 2013 Enroll America | EnrollAmerica.org
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
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“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!
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National Latino Enrollment Summits
Latinos have the most to gain
Why?
Latinos prefer 1:1 assistance
Latinos face unique challenges
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National Latino Enrollment Summits
National & Local Partnerships
How?
Community Centered
Media
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National Latino Enrollment Summits
Understand your community
Lessons
Learned
Reach out to all stakeholders
Plan, Plan, Plan
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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
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How Have We Done?
●
How do you staff the events?
Professional, dependable and team-spirited
Volunteer Navigators and CACs
Volunteer greeters and helpers (only if necessary)
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How do you measure success?
By the ‘Southern’ narrative we are weaving…the stories
Morale of our staff
City officials taking an interest & participating!
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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)
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What Have We Learned?
•  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!
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© 2013 Enroll America | EnrollAmerica.org
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
Schedule your
enrollment events
on an established,
recurring cycle
If the turnout
overwhelms
(and it might!) :
Stay nonpartisan!
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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.
● 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
© 2013 Enroll America | EnrollAmerica.org
Develop an Evaluation Plan Before
You Implement
Why evaluate?
Things to
consider…
Suggested
Questions:
•  Identify which outreach strategies and partners reach the most
consumers
•  Basis for future funding requests
•  How will you know if your strategy was effective?
•  What outcomes will you be measuring?
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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?
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?
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© 2013 Enroll America | EnrollAmerica.org
Outreach Webinar Series Recording
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-tomarch-31-effective-outreach-and-enrollment-strategies-to-usenow/?source=hp#Archive
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IV. Q&A
Dayanne Leal
dleal@enrollamerica.org
Jose Plaza
JPlaza@enrollamerica.org
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Kate Doehring
KDoehring@enrollamerica.org
Rebecca Titford
bbeccat2@aol.com
© 2013 Enroll America | EnrollAmerica.org