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).
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.
https://meetings.ringcentral.com/j/1486576968
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: 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
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, please email Nicolle Milesh at nmilesh@vacommunityhealth.org.
Health Reform Beyond the Basics
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
Guide to Minimum Essential Coverage (MEC)
Schedule of Social Security Benefit Payments 2018
Special Enrollment Period Reference Chart (Updated June 2018)
Getting Started With Medicare
Medicare Advantage and Other Medicare Health Plans
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).
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.govto reply online
Tools
Cover Virginia Eligibility Screening Tool
Virginia's New Health Coverage for Adults
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)
Reference Guide: Medicaid Household Rules
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
Medallion 4.0 Plan Comparison Chart
Samples
Communications
Cover Virginia Medicaid Expansion Brochure
Cover Virginia Medicaid Expansion Poster
Cover Virginia Medicaid Expansion Flyer
Webinars
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
Webinars
Health Reform: Beyond the Basics Webinar: Special Enrollment Periods (March 2018)
American Indians
Federally Recognized Tribes in Virginia
CMS Tribal Affairs Spotlight Page
CMS Tribal Affairs Outreach & Education Resources
CMS How to Order Tribal Products and Product Listing
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
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
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
The Health Care Assister's Guide to Tax Rules
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.
Whether you are a new counselor just starting out or a veteran that needs a refresher on where to begin, this module will cover what is a CAC, how to begin your certification training, and the dos & don’ts of a CAC.
Module Materials
Video: CAC Introduction for New Assisters
Resource Guide: Resources for New Assisters
Video: 2019 Assister Readiness Webinar Series Overview: Assister Do’s and Don’ts
Video: 2019 Assister Readiness Webinar Series Overview: Building Robust Organizations
Video: 2019 Assister Readiness Webinar Series Overview: Consumer Outreach and Education
Video: 2019 Assister Readiness Webinar Series Overview: Protecting Identifiable Information
Video: 2019 Assister Readiness Webinar Series Overview: Working with Agents and Broker
Video: Marketplace Eligibility Overview
Video: Special Circumstances for Marketplace Eligibility
Video: Marketplace Key Functions
Video: Creating and Submitting Applications
Video: Application Assistance Simulation
Module Materials
Video: American Indians and Alaska Natives Health Insurance in the Marketplace/Medicaid/FAMIS
Medicaid Expansion:
Video: The Marketplace, Medicaid, and Medicare
Password: 2019OE*!
Video: New Health Coverage for Virginia Adults
Video: Cover VA Countdown: 100 Days to Coverage
Resource Guide: Advocates Toolkit
Enrollment Pathways for the New Adult Group (Medicaid Expansion)
Cover Virginia: New Health Coverage for Virginia Adults (Slides)
Medicaid Expansion in Virginia: Insights from Eligible, Uninsured Audlts in the Coverage Gap
Enrollment Pathways for the New Adult Group
VHCF Slides for 100 Days to Coverage
Medicaid Expansion in Virginia: Eligibility, Issues & Implementation (Slides)
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