Models of Patient Enrollment
Best Practices from the Field
Estimated Number of Low-Income Uninsured – The Data Portal uses the 2012 Small Area
Health Insurance Estimates from the U.S. Census Bureau for individuals aged 18-64 who are
below 138% of the federal poverty level to determine this value for your network.
Co-Location Enrollment
Benefits
Meeting clients where they are: Co-location enrollment helps reduce barriers like
transportation, makes clients feel at ease, and improves the ability to touch populations
that are harder to reach.
Convenient for the client: Clients are able to receive multiple support services in one
location.
Strengthens collaboration with partners: The collaboration enhances the services of each
organization which in turn benefits the clients.
Solidifies position in the community: Co-location enrollment streamlines and increases
resources for the community.
Process
Preparation
 Board members can help connect to other service organizations.
 Reach out to community partners, explain program, discuss how to strengthen the
organizations to improve services for the populations served.
 Hold a mock enrollment session to see if having staff there will be worthwhile.
 Collaborate together to make sure it is comfortable for clients.
 Agree on having the same enrollment process.
 Establish a MOU and agreements for co-location.
Enrollment
 Network staff is housed at the partner organization 1-2 days a week.
 Eligibility and enrollment can be done by appointments or walk-in.
 Warm handoff from support service organization staff to network staff: Client is easily
and quickly referred to the needed services.
Tips




Trial and error is OK to find the right fit for each organization and clients.
Have open communication between partner organization.
Identify a point of contact at the location for any issues that might come up.
Meet on a regular basis with partner organization to give updates.
Group Enrollment
Benefits
All Staff Involved: Group enrollment provides an opportunity for clients to meet and get to
know all staff of the network. Clients are able to ask questions to any of the staff during the
event.
Social Inclusion: Group enrollment ensures that clients feel like they belong to a network of
caring people.
Efficient: Holding group enrollment is more efficient than meeting one-on-one with each client.
Many people are reached and enrolled at one time.
Process
Pre-Enrollment
Network with local partners, like social services and doctor offices to recruit clients that may
qualify. Contact potential client to see if they qualify for the program. Share information about
the enrollment event including required items they need to bring to join the program. Keep
clients well informed of the group enrollment event. Remind of the items they need to bring the
day of the event. Use a variety of methods to remind clients of the event such as reminder
letters or notes, phone calls or text messages.
Planning the Enrollment Program
Plan group enrollment events regularly to meet the demand of your program enrollment. Hold
the enrollment event at a location that is easily accessible and comfortable for your clients. It
may be helpful to move the location of the event to different parts of the county on a scheduled
basis. Prepare an agenda to guide the program. The agenda items should detail your program
information and guidelines. Example agenda items could include: a welcome, the enrollment
process, care management, medication assistance program, referrals/specialists, resources,
Q&A, evaluation and closing.
Enrollment Program
Thirty minutes prior to the start of the event- give people an opportunity to come in, fill out any
forms, and allow for people who may be late. Clients should bring in their prequalified letter to
show they met the income qualifications. Incorporate as many staff members as possible into
the agenda of the meeting. Repeat important information often. Build in time for clients to ask
questions. Allow people to ask questions after each information section and at the end of the
program. Clients may want to ask questions individually after the program. Be culturally
appropriate- provide interpretation if needed.
Post Enrollment
After the enrollment event, mail welcome letter, contract, any copies of important documents, a
checklist for when they receive their card, primary provider and organization contact
information to the client. If there were people who did not show up, call to reschedule.
Reschedule within seven days and hold a small mini group at a convenient location.
A special thank you to HealthNet Gaston, McDowell Access to Health and Care, Rockingham County Health
Alliance for your contribution to this best practice brief.
www.caresharehealth.org
November 2016