1. 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
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2. 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.

3. 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.

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

5. 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.

6. 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

7. 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.

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

9. 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.)

10. 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.

11. 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

12. Just an example…

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.