Outreach and Enrollment Resources

Special Call Center Lines

Assister Line for CACs: 1-855-879-2683 Access Code: Your access code will be your organization's main phone number listed on your application that was approved during the recent CDO refresh process

Assister Tools

• Kaiser Family Foundation Subsidy Calculator
• Kaiser Family Foundation Individual Mandate Penalty Calculator
• Five Tips About the Health Insurance Marketplace

Templates

• Open Enrollment Social Media Posts Templates
• Appointment Reminder Cards Template

Listservs to Join

CMS Assister Newsletter-  To sign up for the CMS Weekly Assister Newsletter, please send a request to the Assister Listserv inbox (ASSISTERLISTSERV@cms.hhs.gov) and write “Add to listserv” in the subject line. Please include the email address that you would like to add to the listserv in the body of your email. Enroll Virginia!- To sign up for the Enroll Virginia! listserv, email Nicolle Milesh at nmilesh@vacommunityhealth.org

• Health Reform Beyond the Basics
• In the Loop Community

Handouts

• FamiliesUSA Enrollment Assister Resource Center- Tools
• From Coverage to Care Consumer Resources
• Marketplace Application Checklist
• My Health Coverage at-a-Glance
• Marketplace Plan Comparison Worksheet

Reference Guides

• Notice of Benefit and Payment Parameters for 2019 Final Rule
• Federal Poverty Level (FPL) 2018
• Health Insurance Marketplace Calculator
• Health Reform FAQs
• In the Loop: ACA 101
• Changes to MAGI in 2018
• Guide to Minimum Essential Coverage (MEC)
• Schedule of Social Security Benefit Payments 2018
• Special Enrollment Period Reference Chart (Updated June 2018)
• Yearly Guidelines and Thresholds 2019
• Young Invincibles Open Enrollment Toolkit
• Community Catalyst's Outreach Hub

Getting Started With Medicare

• What's Medicare?
• Getting Started with Medicare
• MyMedicare.gov
• Medicare Open Enrollment
• Medicare Advantage and Other Medicare Health Plans
• Medicare Forms
• Overview of the New Medicare Cards
• 2019 Comparison of the Parts A,B,C, and D Appeal Processes

On Thursday, June 7, 2018, Governor Northam signed a state budget that expanded Virginia’s Medicaid program. Starting January 1, 2019, Medicaid will be available to eligible adult Virginians ages 19 – 64 who live in households earning ≤138% of the Federal Poverty Level (a single adult making up to $17,237 or a family of three making up to $29,436 in 2018).

Resources

Yellow Envelope Information Almost 300,000 Virginians who are likely to qualify for the new Medicaid coverage have received a letter from DMAS.  It comes in a YELLOW envelope. The people getting the letter in one of the following categories:

• People now in the GAP program for people with serious mental illness who will automatically qualify for full Medicaid on January 1, 2019.
• People now on Plan First which provides family planning services only who have income under 138% FPL.  They will also automatically qualify for full Medicaid on January 1, 2019.
• Adults who receive SNAP  - They have to answer 3 additional questions to determine their Medicaid eligibility in the new category
• Parents of children already enrolled in Medicaid – They have to answer 3 additional questions to determine their Medicaid eligibility in the new category

The letters were mailed out at the end of October, and DMAS is getting a good response.  But they continue to do outreach.   Current messaging to SNAP enrollees and parents is:   Look for the yellow envelope in the mail! Many people who get SNAP benefits or who are parents of children who have Medicaid can now get Medicaid coverage by answering a few simple questions. Coverage includes doctor visits, hospital care, prescription drugs, and more. Look for the yellow envelope in the mail! #CoverVA   Answer three “Yes/No” questions and provide a signature.

• Call 1-855-242-8282 to answer the questions over the phone
• Send in your answers in the stamped envelope provided
• Or go to virginia.gov to reply online

Annual Renewal

Medicaid/FAMIS enrollees must renew their coverage annually. When possible, the local Department of Social Services (LDSS) will attempt to renew an enrollee without contacting the enrollee. This is called an ex parte renewal.

For some newly-enrolled adults, renewal may be right around the corner, even if their New Adult Coverage just began on January 1:

• Adults who were automatically transitioned to the New Adult Coverage (from GAP or Plan First) will maintain the annual renewal date from their prior program.
• Adults who completed an Express Application (either as SNAP enrollees or as parents of a child enrolled in FAMIS Plus) will need to renew by their SNAP recertification date, or their child’s renewal date.
• Adults who completed the full application should expect to get a renewal packet around 10 months after their coverage began. Many newly-eligible adults may find that their local DSS is able to complete their annual renewal ex parte, so they do not need to complete any paperwork at renewal time.

When LDSS renews an enrollee ex parte, s/he will get a Notice of Action that shows that his/her Medicaid/FAMIS coverage will continue for another year. If the LDSS cannot complete an enrollee’s renewal ex parte, s/he will get a prepopulated renewal form in the mail. S/he can then complete the renewal by:

• Calling Cover Virginia at 1-855-242-8282
• Going online to commonhelp.virginia.gov and “Associating” his/her case with his/her CommonHelp account (Note: The enrollee will need a Case Number and a Client ID number to do this). From there, s/he can select “Renew My Coverage” and complete the renewal online.
• Correcting any information on the prepopulated renewal form, signing it, and mailing it to the LDSS.

Tools Cover Virginia Eligibility Screening Tool Cover Virginia Virginia's New Health Coverage for Adults Eligibility Screening Tool Advocates Toolkit SignUpNow Tool Kit Marketplace/Medicaid Flyer Provider FAQ: Medicaid Adult Dental Coverage Medallion 4.0 Provider FAQ: Medicaid Adult Dental Coverage CCC+

Guides Cover Virginia Medicaid Expansion FAQs Cover Virginia Toolkit for Advocates Cover Virginia: New Health Coverage for Virginia Adults (Slides) Medicaid MCO ID Cards Reference Guide: Medicaid Household Rules Cover VA Presentation: Medicaid Expansion in Virginia: Insights from Eligible, Uninsured Adults in the Coverage Gap Enrollment Pathways for the New Adult Group (Medicaid Expansion) VHCF Slides for 100 Days to Coverage CMS Find Local Help Upkeep Tool Quick Reference Guide CCC+ Plan Comparison Chart CCC+ Member Materials Medallion 4.0 Plan Comparison Chart Medallion 4.0  2019 Medicaid at a Glance Frequently Asked Questions About Virginia Medicaid for Noncitizens  Canceling a Marketplace Plan When You Get Medicaid or CHIP

Coverage Overview Guide

Samples Streamlined Enrollment Letter 

Communications

Cover Virginia Medicaid Expansion Brochure Cover Virginia Medicaid Expansion Poster Cover Virginia Medicaid Expansion Flyer 

Medicaid Expansion Flyer

Medicaid Expansion Family Size/Income Chart

Webinars

Video: SignUpNow On-Demand Training

     Video: The Marketplace, Medicaid, and Medicare Password: 2019OE*!

     Video: New Health Coverage for Virginia Adults

     Video: Cover VA Countdown: 100 Days to Coverage

Guide to Special Enrollment Period (SEP) Triggers and Timing Update on Changes to Special Enrollment Periods Effective June 19, 2017

Resources

SEP Reference Chart (Updated February 2019)

Webinars

Health Reform: Beyond the Basics Webinar: Special Enrollment Periods (February 2019)

Health Reform: Beyond the Basics Webinar: Special Enrollment Periods (March 2018)

Under Section 330 of the Public Health Service Act – the federal legislation creating the Health Center Program – some health centers receive funding to specifically target one of three “special populations” (as defined by the 330 statute):

• Section 330(g): Migrant and seasonal farmworkers and their families
• Section 330(h): Individuals/persons experiencing homelessness
• Section 330(i): Residents of public housing

In addition, health centers provide comprehensive, culturally-competent primary health care services to a wide range of vulnerable populations such as (but not limited to) school children, the elderly, pregnant women and infants, immigrants, minority populations, the LGBT community, people with disabilities, and military veterans.

• Health Literacy Episode of the Virginia Rural Health Voice Podcast
• Using Plain Language in Written Communications- Webinar and Resources Available

Please see our CHC Communicators Resources to find more resources and information on outreach to Special and Vulnerable Populations

American Indians

• Federally Recognized Tribes in Virginia
• CMS Tribal Affairs Website
• CMS Tribal Affairs Spotlight Page
• CMS Tribal Affairs Outreach & Education Resources
• CMS How to Order Tribal Products and Product Listing
• CMS PSA YouTube Playlist
• Healthcare.gov Special Marketplace Protections & Benefits for AI/ANs
• Healthcare.gov Medicaid & CHIP for American Indians
• Information for American Indians and Alaska Natives Applying for Coverage

American Indians Handouts/Flyers

• Health Insurance 101 for American Indians Brochure
• Health Insurance Options for American Indians Brochure
• Health Insurance Marketplace for American Indians
• Enroll Virginia! American Indians and Alaska Natives in the Marketplace (Slides)
• American Indian Medicaid Flyer
• American Indian Value of Health Insurance Flyer
• My Health Journey Fact Sheet
• Essential Health Benefits for American Indians and Alaska Natives
• Native Communities Can Heal (Brochure)
• CMS Tribal Products Ordering page

Immigrant Families

• Reference Guide to Immigration Documents
• Tips for Addressing Immigrant Families' Concerns When Applying for Coverage
• How to Talk About Public Charge With Immigrants and Their Families
• Populations Serving Vulnerable and Underserved Populations
• Webinar: Beyond the Basics: Immigrant Eligibility for Health Coverage Programs
• Frequently Asked Questions About Virginia Medicaid for Noncitizens

People with Disabilities

• Health Reform: Beyond the Basics Webinar: Best Practices When Assisting People with Disabilities Enroll in Health Coverage

Farmworkers

• Good Health is for you too! Patient Guide to Community Health Centers (English, Spanish)- Farmworker Justice

Webinar

• Webinar OE5: Marketplace Appeals Process
• Webinar OE6: Determining Households and Income for the Premium Tax Credit and Medicaid
• Webinar OE6: The Premium Tax Credit
• Preventing and Resolving Data-Matching Issues  

IRS Forms

• Premium Tax Credit (PTC): IRS Form 8962
  • Instructions for Form 8962
• Health Coverage Exemptions: IRS Form 8965
  • Instructions for Form 8965
• Health Insurance Marketplace Statement: IRS Form 1095-A
  • Spanish Instructions and Form: IRS Form 1095-A
• Health Coverage: IRS Form 1095-B 
• Employer-Provided Health Insurance Offer and Coverage: IRS Form 1095-C
• U.S. Individual Income Tax Return- IRS Form 1040

Tax Guides

• CMS.gov Tax Resources
• The Health Care Assister's Guide to Tax Rules
• Premium Tax Credits Tips and Tricks
• My Tax Checklist