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

Upcoming Training Webinars

      Enrollment Pathway Webinar
Many newly eligible adults will have the opportunity to enroll in Medicaid through one of several streamlined processes. DMAS is hosting a series of lunchtime webinars to provide more information about this important enrollment strategy. Webinars will take place each day from Noon until 1 p.m. on the following dates:
• Wednesday, 10/31
• Thursday, 11/1
• Friday, 11/2
You do not need to register. Simply join by Noon at the link below.

The webinar is open to the first 200 attendees. If you are unable to connect due to capacity restrictions, please join us at the next scheduled webinar. Attendees will have the opportunity to ask questions in the chat box during the presentation.
More information is available at https://www.coverva.org/expansion/advocates.html

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

Kaiser Family Foundation Subsidy Calculator

Kaiser Family Foundation Individual Mandate Penalty Calculator

Five Tips About the Health Insurance Marketplace


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, please email Nicolle Milesh at nmilesh@vacommunityhealth.org.

Health Reform Beyond the Basics

In the Loop Community


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

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 $16,754 or a family of three making up to $28,677 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.govto reply online



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+


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 



Streamlined Enrollment Letter 


Cover Virginia Medicaid Expansion Brochure

Cover Virginia Medicaid Expansion Poster

Cover Virginia Medicaid Expansion Flyer 


Cover VA Countdown: 100 Days to Coverage

SignUpNow On-Demand Training


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

Some of the content requires a passcode. Please contact us for the passcode by clicking here.

  Plain Language Webinar

Passcode required to view content.

     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