Partnerships for Successful Outreach and Enrollment Department of Health and Human Services Health Resources and Services Administration Bureau of Primary

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Partnerships for Successful Outreach and Enrollment Department of Health and Human Services Health Resources and Services Administration Bureau of Primary Health Care Slide 2 2 Learning Objectives Develop a plan to conduct in-reach to eligible health center patients and outreach to service area residents. Access new data available in the UDS Mapper to target uninsured eligible populations. Retain key partnerships between health centers and PCAs to support health center outreach and enrollment activities. Slide 3 Developing a Successful Outreach & Enrollment Plan Kristen Stoimenoff Deputy Director Health Outreach Partners Slide 4 4 Health Outreach Partners Outreach & Enrollment T/TA National Cooperative Agreement focused on strengthening outreach to special populations Outreach & Enrollment TA Aimed at building skills and developing community networks TOT curriculum initially developed through a private grant Collaboration with PCAs on CHIPRA projects Regional trainings through conferences, PCAs Site-specific trainings at health centers Slide 5 5 Plan & Prepare Find, Connect, EducateLink to Application Process Enrollment Assistance Renewal Assistance Ensuring Access to Health Coverage Slide 6 6 Step 1: Plan and Prepare Well-constructed workplan Well-trained staff and partners Clear and relevant messages, accepted messengers Step 2: Find, Connect, and Educate Identify eligible but uninsured individuals through in- reach to existing clients, outreach in the community, and through strong partnerships with other agencies serving your priority population Slide 7 7 Ensuring Access to Health Coverage Step 3: Link Eligible Persons to Application Process Education about available programs and benefits Education about application process Providing support with tools and resources Direct assistance or referral (warm hand-off) to CAC Step 4: Facilitate Enrollment Assistance completing and submitting application Follow-up Assistance with using coverage (getting care) Slide 8 8 Ensuring Access to Health Coverage Step 5: Provide Renewal Assistance Ensure continuous coverage Assist with managing changes (address, family size, income) Slide 9 9 Key Planning Considerations Find and Connect through Outreach and Inreach In-reach use a variety of ways to identify people who are already your patients and talk to them about the value of health insurance, the availability of affordable plans, and the assistance available to them. Outreach find people where they live, work, and spend time. Educate, answer questions, address barriers, acknowledge concerns, provide assistance and/or referrals. Outreach can help identify and connect uninsured community members to coverage. It can also increase the number of patients coming into your health center. Slide 10 10 Tools and Strategies to Guide Planning Finding eligible but uninsured individuals is the first step in connecting with them. For inreach use EHR (or patient charts) to record and verify insurance status. Develop lists of uninsured patients and consider calling campaigns, mailings, etc., to reach out to patients without an upcoming appointment. Slide 11 11 Tools and Strategies to Guide Inreach Planning Capitalize on patient contact points throughout the visit to educate and connect uninsured patients to enrollment assistance. Providers (importance, referrals); appointment scheduling; patient registration; billing; waiting room; health education... Most inreach efforts will occur within the health center setting. Outreach should occur in places where people live, work, and spend time. Slide 12 12 Tools and Strategies to Guide Outreach Planning Health centers have limited staff time and resources. Identifying optimal times and locations for outreach is critical. Start with some good-old-fashioned brainstorming to come up with a list of places where eligible but uninsured people might be found. Outreach workers especially will have a good sense of where you priority populations can be found. Consider grocery stores, the laundromat, the library, work sites, food pantries/soup kitchens, public housing sites Slide 13 13 Tools and Strategies to Guide Outreach Planning Create a map that visually represents where you need to be in the community to reach the uninsured. Check your state Department of Transportation or county offices for low-cost wall maps Use web-based maps (like Google Maps) Use GIS, UDS Mapper, or other technology to further focus and customize outreach activities Plot locations on the map (use physical or virtual pins) to highlight areas to conduct outreach. Slide 14 14 Tools and Strategies to Guide Outreach Planning Consider the best times to do outreach both time of day, and time of year. Create an annual calendar showing Events the outreach team will participate in (community health fairs, parent meetings, church socials) Important community events (Head Start enrollment, Back- to-School events, holiday celebrations, annual festivals) Organizational activities that could impact O&E (staff meetings or trainings, planning events, vacations) Slide 15 15 Constructing the Plan Develop a comprehensive workplan that addresses all outreach and enrollment components and incorporates the roles of everyone involved. Executive team establishes priorities and broad parameters. Involving individuals and programs enhances buy- in, participation, and accountability. Can use templates for individual or team workplans. Slide 16 16 Constructing the Plan Start with a GOAL (or two): a broad, brief, statement of intent that provides a vision for your O&E efforts. Ensure access to affordable health coverage and care across our 3-county service area. Assist all eligible patients in obtaining and retaining affordable health coverage. Slide 17 17 Constructing the Plan Create objectives that will help goals. Create objectives for all key areas of your O&E work (ie, inreach, outreach, assistance, enrollment, retention) By February 2014, enroll 50 eligible families who are seeking food commodities from the local food bank into Medicaid. (enrollment objective) By October 2013, provide a 1.5 hour training to 25 outreach staff at partner organizations regarding eligibility requirements and how they affect outreach and enrollment in this county. (outreach objective) Slide 18 18 Constructing the Plan Outline the activities necessary to complete your objectives. For the outreach objective above, you could include activities like: set training date; secure training location; develop invitation list; send invitations, develop presentation; confirm logistics; give presentation; evaluate training. Slide 19 19 Constructing the Plan: Create Accountability Who will be responsible for each activity? Specify the department, title, or staff name. When will each activity be completed? Establish a specific date for each activity. Slide 20 20 Constructing the Plan: Create Accountability What are expected outcomes of each activity? ie, 80 potential training participants identified; 75% of invitees RSVP that they will attend. How will you know you have achieved your outcomes? ie, signed location agreement; list of confirmed participants. Slide 21 21 Using the Plan: Monitor, Evaluate, Revise Establish a process for regular check-ins with the team. Use the progress column of the workplan to update and monitor successes, challenges, delays. Revise activities as needed to help meet your objectives; revise objectives as needed to help you toward your goal(s). Slide 22 22 Final Thoughts Creating a comprehensive plan will allow all O&E team members to see where you want to go and how you plan to get there. Its not rocket science, but it requires time, shared commitment, and ongoing attention. Make your plan work for you dont let it die on a shelf! Slide 23 23 Contact Information Kristen Stoimenoff Deputy Director, Health Outreach Partners 510-268-0091 [email protected] www.outreach-partners.org Slide 24 Using the UDS Mapper to Find Areas for Outreach Jennifer L. Rankin, PhD Geospatial Informatics Senior Analyst Robert Graham Center American Academy of Family Physicians Slide 25 25 What is the UDS Mapper? An online mapping tool used to understand where health center patients live Built to help safety net organizations plan for growth and outreach New tools include the Uninsurance Explorer Slide 26 26 Who Can Use the UDS Mapper? Anyone! Free to sign up Must have an email address Multiple people at a single organization can have their own accounts Multiple people can use the same account at the same time Slide 27 27 www.udsmapper.org Login or Register Slide 28 28 www.udsmapper.org You can start using the UDS Mapper immediately after registering Slide 29 29 What Data Can Be Found in the Uninsurance Explorer? Estimates by ZIP Code Tabulation Area (ZCTA)* of the percent of the uninsured at different income levels based on the Federal Poverty Level (FPL): Below 100% FPL Below 138% FPL Below 200% FPL Between 100% and 400% FPL Between 138% and 400% FPL * ZCTAs are created by the US Census Bureau to approximate ZIP Codes Slide 30 30 What Data Can Be Found in the Uninsurance Explorer? Official estimates from Centers for Medicare and Medicaid Services Data are shown by Public Use Micro Area (PUMA) Larger than ZCTA- may be whole county or multiple counties Slide 31 31 Accessing the Uninsurance Explorer In the UDS Mapper, Login Turn off the Explore Service Area tool Turn off the Main Maps or current Main Map Turn on the Uninsurance Explorer Slide 32 32 www.udsmapper.org Click Tools above the Map Uncheck Explore Service Area Tool Uncheck Main Maps Check Uninsurance Explorer Slide 33 33 www.udsmapper.org Click the check box to turn on/ off a layer They will turn on above/ below other layers so turn off what you dont need Slide 34 34 www.udsmapper.org Non- Medicaid Expansion States Population that best matches the intent behind the Health Center Program funding Medicaid Expansion States Why So Many Levels of FPL? Slide 35 35 Scroll down in the Uninsurance Explorer to find tools to help you find areas for analysis and add health care facilities In this example, I searched for Aurora, CO, selected the correct choice from the drop down box and clicked Go; the map zoomed in and focused on Aurora www.udsmapper.org Slide 36 36 When you roll over a ZCTA you will see this information: Number of HCP patients, 2012 Number of uninsured (not just patients) % of uninsured by each FPL level How many different HCP organizations the people who live here go to Top five health centers that serve the people who live here www.udsmapper.org Slide 37 37 Explore Service Area There are three modes to use By Geography select ZCTAs by clicking on them or searching for them By Patient Origin select ZCTAs based on HCP organization 2012 service area By Geography select ZCTAs based on distance from an address/ point on map Slide 38 38 In by Geography mode, click on ZCTAs to select them. Selected ZCTAs will be listed in the Selected ZCTAs box and will be highlighted with small black dots on them. www.udsmapper.org Slide 39 39 Once you have ZCTAs selected, switch to the Data table to see the information from the rollover for multiple ZCTAs at a time www.udsmapper.org You can print or export these data to use outside of the UDS Mapper Slide 40 40 In by Patient Origin mode, select a HCP grantee or look-alike and the ZCTAs where patients came from in 2012 will be covered by diagonal lines; ZCTAs with lines will be listed in the data table www.udsmapper.org Slide 41 41 In by Distance mode, enter an address or click on the map to place a push pin. It will calculate a drive time or distance as large as you specify and select all ZCTAs that have any portion within that area. www.udsmapper.org Slide 42 42 When to Use Each Mode By Geography You know the area you want to focus on You are selecting by colors on the map By Patient Origin You want to focus on the areas already served by your health center By Distance You want to see the area around a location where you are doing an O/E event Slide 43 43 Add Your Own Data Using QuickGeocodes Copy and paste your spreadsheet into the UDS Mapper to add points to the map Make sure your dataset has: Address City State ZIP Code Optional: Categories/ Location Types Slide 44 44 Quick Geocodes allows you to just paste your data into the UDS Mapper. It will match your fields to what it is looking for to geocode them. If it does not pick the right fields, use the drop downs to select the correct ones. Then click Geocode Now www.udsmapper.org Slide 45 45 Your points will show up on the map as blue dots. Use the Group/ Category option to color dots based on the categories in your dataset Change the shape on the map www.udsmapper.org Slide 46 46 After you have categorized the data, they will appear as different colors (maximum of 10 categories/ colors) and appear in the legend. www.udsmapper.org Slide 47 47 Validate What You See with Other Data UDS data Turn on Main Maps and/ or Explore Service Area tools QuickThemes Add data to the UDS Mapper that colors in ZCTAs, counties, census tracts etc. Community Health View Add other relevant health-related datasets Slide 48 48 www.udsmapper.org With the UDS Mapper Main Maps tool on, I can see whether the people who live in these areas who I encounter during outreach already are likely to seek Health Center services. Slide 49 49 In Community Health View, enter a key word, in this case, I searched for SNAP, Supplemental Nutrition Assistance Program, to find areas where children are eligible for free or reduced price lunch www.udsmapper.org Slide 50 50 www.udsmapper.org Here I see by county the percent of students eligible for free lunch. I can use layer controls to increase the transparency of this layer to see my uninsurance layer in the back. Slide 51 51 Contact Information Jennifer Rankin Geospatial Informatics Senior Analyst 202-331-3360 [email protected] www.udsmapper.org www.graham-center.org Slide 52 52 Questions Slide 53 53 Affordable Care Act and Health Centers Outreach and Enrollment: Hire O/E assistance workers Certify your organization per requirements for your state Train O/E assistance workers Plan and conduct outreach and enrollment activitiestake advantage of PCA, HRSA, and CMS resources Report progress: # of staff trained; # assisted; # with eligibility determination; # enrolled Slide 54 54 Provide training and related information to health centers Coordinate O/E efforts at the state level Provide technical assistance Share real-time information with HRSA Report state level successes and issues. ACA Outreach and Enrollment: Primary Care Associations Slide 55 55 ACA Key PCA and Health Centers Resources Outreach and Enrollment Inbox (for general O/E questions) [email protected] PCA Outreach and Enrollment Inbox (for PCA questions and issues) [email protected] BPHC O/E supplemental funding TA web page http://bphc.hrsa.gov/outreachandenrollment/ Other important websites: https://www.healthcare.gov/ https://www.cuidadodesalud.gov/es/ http://marketplace.cms.gov/ http://www.hrsa.gov/affordablecareact/ Slide 56 Raising the Visibility of Health Centers Jodi Samuels, PhD Assistant Director of Development California Primary Care Association (CPCA) Slide 57 57 Partnership: CaliforniaHealth+ Market Research & Focus Groups Pilot Sites & Training The California Endowment: Asegrate Campaign PSA (aired in Spanish on Univision during NHCW) Materials & Resources Slide 58 58 Training & Peer Networking Covered California Webinars: Outreach & Enrollment 101 for CCHCs; Certified Enrollment Entity Application (planned) Annual Conference 2013: Outreach & Enrollment Briefing and Educational Expo CPCA Cross-Departmental O&E Team (Government Affairs, Programs & Training, Development & Communications) Slide 59 59 TA & Strategic Communications O&E Grantee Contacts List for Bi-Weekly Email Updates Outreach & Enrollment Web Page Enrollment Toolkit & Calculator (in development) CPCA Weekly Update (email) Covered California Meetings, Calls, Updates HRSA Emails & Calls Slide 60 60 Contact Information Jodi Samuels, PhD Assistant Director of Development (916) 440-8170 x1101 [email protected] www.cpca.org www.californiahealthplus.org 1-855-899-PLUS (7587) Slide 61 Health Insurance Marketplace & Medicaid Expansion O/E in Health Centers Slide 62 62 HIRE &TRAIN O/E ASSISTANCE WORKERS HIRE Job announcement, interviews, and hire 3 new staff to be hired out of 7 O/E workers Union Setting Communications: Dont wait to enroll until you get sick and need services. Enroll as soon as you can. You dont have to delay accessing health care for fear of costs. Community health centers are here to help you navigate the paperwork; and well help you retain your eligibility in the language of your choice. - Jane Garcia Educate all staff to focus health care reform changes State Requirements TRAIN Overview Expanded Medicaid and other Public Health Programs Covered California Slide 63 63 IN-REACH, OUTREACH AND ASSIST WITH ENROLLMENT IN-REACH Custom patient reports Telephone calls & mailings School Based, Medical and Dental Clinic sites OUTREACH 138-400% Current venues Faith based, health fairs, CBOs, businesses, schools, etc. New Venues Non-health care venues, such as housing projects, small businesses, WIC sites, laundromats, etc. ENROLLMENT ASSSISTANCE Clinic Based Community Based Slide 64 64 BARRIERS AND SUCCESSES BARRIERS Marketplace: Health Exchange: Covered California Training Schedule SUCCESSES Build upon trust in the community Build on & leverage existing resources & networks Educate all staff CPCA Training Partnerships with CPCA and Local Consortia Tracking Tools Agency Wide Priority Slide 65 65 REPORT METRICS & BARRIERS TO HRSA QUARTERLY METRICS: Clear Goals Agency County Staff Google Docs CQI O/E efforts BARRIERS External O/E materials written using dense and technical language Slide 66 66 Contact Information Viola Lujan, Director of Business and Community Relations La Clnica de La Raza, Inc. (510) 535-4000 or (510) 755-6035 www.laclinica.orgwww.laclinica.org [email protected]@laclinica.org Slide 67 67 Health Center Panel Slide 68 68 Questions Slide 69 69 Contact Information Stephanie Crist Public Health Analyst [email protected]