Enrollment Assistance Events 11/19/2018 3:06 PM Enrollment Assistance Events Debbie Bisswurm and Jane Mahoney MIPPA State Coordinators Greater Wisconsin Agency on Aging Resources April 14, 2016 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

What are enrollment events? Activities in which you and/or your MIPPA partners assist individuals with completing and submitting LIS and MSP applications and ensuring that the proper documentation is in place, when needed. To be an enrollment event, it must go beyond simple education, screening, and one-on-one discussion.

Target Programs Enrollments in LIS and MSP Not just Part D during Open Enrollment If partnering with another agency you may want to broaden the target – Food Share, Energy Assistance, Homestead, etc.

Planning the Event Where and when? How will applications be processed? Ensuring privacy What do people need to bring? Advertise the event

Where and When? Tag onto an already planned event Community Health Fairs Blood Pressure or Nail Clinics Free Community Meal Homestead Tax Credit event Energy Assistance event AARP Tax Aide Sessions ADRC Open House Ask if you can have a table at a community event. People are already planning to attend. Marketing is already done, but it will be important to advertise YOUR portion of the event so people can be prepared to complete an application. Advertising will be critical so people come prepared to be enrolled.

Where and When? Plan event with a partner Senior Center Free Clinic Food Share/Second Harvest agency Food Pantry Church Add something to draw people in Food Free “stuff” Entertainment – local singer, entertainer, etc. You could join forces with other partners who are also looking for similar clients. Work together to find ways to get people there and to advertise the event. Possibly a coffee hour with cookies/treats donated by local bakery? Local singer/entertainer who performs for free? Check with nursing homes activities departments for ideas. Card party/tournament Showcase a new “giveaway” – Cutting Boards (Sawyer), decks of cards, mugs for their coffee

Processing applications On-line Wi-Fi and password data chip or hot spot Paper If planning on doing on-line applications be sure there is Wi-Fi and you know the password! Or bring a data chip or use hot spot.

Ensuring Privacy Very important Separate area/screen Separate room is ideal Reassure them that everything is confidential People are very private about their finances.

Advertising When joining an existing event Give event planner an ad to include (next slide) Offer to advertise the event in your newsletter and other regular advertising locations Existing event – Get your information included on the marketing materials and offer to submit ads and hang posters where you normally advertise your events (dining sites, senior centers, newsletter, office, mailings, etc.)

Sample Ad Sample of ad to be added to a poster. If used for newsletter or newspaper you would need to add more details about date, time and location.

Advertising When planning your own event - Must be advertised well Flyers (next slide) Newspaper/Newsletter article and ad Church Bulletins Agency Website/Social Media Public Service Announcements (PSA) Word of Mouth – call partners and explain the event Mailing

Just an example…

What people need to bring Use a checklist of info needed for enrollment (next slide) Encourage people to call before coming so they can be prepared Checklist is for LIS only To keep things simple the checklist was created for LIS application only. More information is needed to apply for additional benefit programs.

Half-sheet form – can send to people who “pre-register” or handed out before the event at various locations. Leave copies at senior centers, ADRC, meal sites, etc.

Add’l info for other benefit screening medical expenses shelter/utility costs real estate/property information burial trusts/life insurance vehicle information If you want to screen for other programs, additional information will be needed.

Other things to consider Appointments only or walk-ins okay? Information that could be completed while waiting? Something to do while they wait? Preventive service word search? Other brochures/info to read? Entertainment? Some people may want an appointment to ensure they don’t have to sit around. Appointments will also ensure people have come with the necessary information. Some might not want to commit to a certain time so walk-ins are nice. These people will likely not have all of their information needed to actually apply. It is nice to provide something for them while they wait.

Discussion What are the barriers you see? What are the benefits of holding an enrollment event? Other ideas for partners? Other ideas for themes to draw people in? *Discuss issue (danger) of carrying the necessary documents with them.