Outreach and Enrollment Resources

Outreach & Enrollment

Virginia Community Healthcare Association (VCHA) provides ongoing training and technical assistance for Virginia Health Center Certified Application Counselors and Outreach staff.

In addition to our information hub and training modules, we hold weekly technical assistance calls with the Navigators of Enroll Virginia! and make available a listserv helpdesk.

To get information about the weekly calls and to request to join the helpdesk, email Communications and Outreach. Include your full name, job title, and health center.




2019 Certified Application Counselor and Non-Navigator Assister Certification Training

The training is hosted by the Marketplace Learning Management System (MLMS). New Users Log In Here Existing Users Log In Here

Marketplace Assister Training Resources

Introduction to the 2019 Assister Certification Training (Slides) Technical Assistance Resources  Quick Reference Guide: Plan Year 2019 FFM Registration and Training Steps for Assisters

SignUpNow Trainings

SignUpNow teaches the “ins and outs” of the eligibility requirements, application procedures, and post-enrollment information for Virginia’s Medicaid and FAMIS programs: New adult coverage Programs for children and pregnant women Plan First (family planning) Low Income Families and Children (LIFC) program SignUpNow participants will be able to provide hands-on assistance to individuals and families who want to apply for Medicaid or FAMIS. To view the upcoming SignUpNow training dates and to register, please visit this link 

Training Webinars

2019 Assister Readiness Webinar Series Overview

      Video: Assister Do's and Don'ts

      Video: Building Robust Organizations

      Video: Consumer Outreach and Education

      Video: Protecting Identifiable Information

      Video: Working with Agents and Broker

      Video: Overview and Types of Health Plans

      Video: Marketplace Eligibility Overview

      Video: Special Circumstances for Marketplace Eligibility

      Video: Marketplace Key Functions

      Video: Preparing to Apply

      Video: Creating and Submitting Applications

      Video: Application Assistance Simulation

      Video: Assisting Consumers with Enrollment

      Video: Plan Comparison and Selection Simulation

      Video: Redetermination, Re-enrollment, and Changes in Circumstance

      Video: Working Effectively with Vulnerable and Underserved Populations- Part I

      Video: Working Effectively with Vulnerable and Underserved Populations- Part II

      Video: Providing Effective Communication and Language Assistance Services

      Video: Understanding Disability Laws and Regulations

      Video: Best Practices and Etiquette

      Video: Evaluating Coverage Options

     Additional Webinars

CMS Assister Webinars Health Reform: Beyond the Basics Webinars Marketplace Appeals Fact Sheet National Association of Community Health Centers Outreach and Enrollment Webinars

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


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


Reference Guides

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).


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 


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

Medicaid Expansion Flyer

Medicaid Expansion Family Size/Income Chart


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

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.


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

American Indians

American Indians Handouts/Flyers


Immigrant Families


People with Disabilities



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

Click the Menu on the Bar, Right Side to Access the training modules

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  Plain Language Webinar

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     2018 Plain Language Activities Packet

Module Materials

     The Right Fit: Helping Consumers Navigate the Plan Selection Process in Virginia

This webinar and resource content helps to strengthen enrollment assisters’ understanding of private insurance and provide best practices for supporting consumers in the plan selection process.

The presentation includes an in-depth overview of Qualified Health Plans (QHPs), guidance on how to talk to consumers about complicated insurance terms, and the latest trends in QHPs offered in the Marketplace. Additionally, it will highlight innovative strategies for helping consumers identify their priorities and find the plan that best meets their needs.

Passcode is required for this content.

     Overview and Types of Qualified Health Plans

      Health Reform: Beyond the Basics Webinar OE6: Plan Design

      Plan Comparison and Selection Simulation

      Beyond the Basics: Plan Design Coverage Year 2019 (slides)

      Beyond the Basics: Plan Selection Strategies (slides)

      Consumers' Checkbook Comparison of 2019 Plans

      Health Insurance Marketplace Survey of the 2019 Virginia QHP Options

Health Plans

     Kaiser Permanente

     Optima Health


     Virginia Premier

     INTotal Health

     Aetna Better Health of Virginia