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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
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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
© 2013 Enroll America | EnrollAmerica.org
I. Capitalizing on Your Strengths
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© 2013 Enroll America | EnrollAmerica.org
What Has Worked Well So Far?
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• 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
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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.
Source: Enroll America, November 2012 7
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• 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”?
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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?
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© 2013 Enroll America | EnrollAmerica.org
How to Set Up an Enrollment Event
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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
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© 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
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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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Why?
Latinos have the most to gain
Latinos prefer 1:1 assistance
Latinos face unique challenges
National Latino Enrollment Summits
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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?
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• 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?
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© 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
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© 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?
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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
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IV. Q&A
Dayanne Leal Kate Doehring [email protected] [email protected]
Jose Plaza Rebecca Titford