Interactive Conference Call Series: Effective Outreach and Enrollment Strategies to Capture HIP Caretakers

1. Interactive Conference Call Series:Effective Outreach and Enrollment Strategies to Capture HIP Caretakers Panel Presenters: Sherry Gray, Director Rural and Urban Access to Health, St. Vincent Health Kim Brannon, Financial Services Counselor, Ball Memorial Hospital W. Dale Marion, COO, Open Door/BMH Health Center Cheree Cox, Access Manager, Open Door/BMH Health Center & Local Director, Covering Kids & Families of Delaware County Moderator: Marci Toler, Director of Enrollment Assistance, Covering Kids & Families of Indiana

2. Effective Strategies to Identify and Enroll HIP Caretakers • Second Installment of a series to offer additional support to IHA members on issues around enrollment and outreach strategies to increase reimbursement • IHA/CKF-IN Partnership • Health Coverage Handbook: Hospital Edition and Hospital Service Product Line in Development

3. Why HIP? • HIP Enrollment has leveled off with the non-caretaker cap met in March 2009 • HIP Waiting List • Money still available for HIP Caretakers • Reduce Otherwise Uncompensated Care • Increase Access for the Un and Under-Insured

4. Interactive Conference Call Objective • Participants will learn how to • Implement a combination of inreach and outreach strategies • Maximize existing resources • Track enrollment effort to measure effectiveness of your process • Mobilize partners to maximize outreach strategies • Create a referral network

5. Inreach Defined • Inreach – Identifying and enrolling eligible families wherever they encounter your organization by cross-training existing staff to maximize enrollment effort

6. What steps does a hospital need to take to achieve a successful HIP enrollment effort? • Step 1: Obtain administrative buy-in. Administrators aligned behind a project will help to ensure cooperation among departments and helps to set the stage for the project leader to be successful. • Step 2: Identify a lead within your hospital to head up the enrollment effort. • Step 3: Identify Touch Points • Step 4: Cross train existing staff • Step 5: Monitor and track enrollment activity

7. How do you obtain administrative buy-in? • Step 1: Obtain Administrative buy in • Who are the critical players? • CEO • CFO • Patient Financial Services • Community Relations

8. Who should lead? • Step 2: Identify a lead • St. Vincent Health model – Rural Underserved Access to Health. Community Access Workers are stationed at 8 rural hospitals • Function and role of HIP enrollment effort under St. Vincent Health RUAH model • Ball Memorial Hospital model – Patient Financial Services • Function and role of HIP enrollment effort under Ball Memorial Hospital model

9. How to locate HIP Caretakers encountering your facility • Step 3: Identify Touch Points • Capture upon admission through ER, Observation, medical and surgical floors. • Identify HHW eligible children being admitted and screen their parents for HIP eligibility. At the same time, you can capture uninsured children for HHW. • Capture self pay adults after discharge through a mail campaign

10. Who should comprise enrollment team? • Step 4: Cross train existing staff • Utilize staff already performing financial screening duties, such as financial counselors or social workers • Who comprises enrollment team at St. Vincent Health? • Who comprises enrollment team at Ball Memorial Hospital? • Build a referral network • Which departments were identified as critical referral sources to Community Access Workers under St. Vincent Health RUAH model? • Which departments were identified as critical referral sources to Financial Counselors under Ball Memorial Hospital model? • Train and re-train • Who conducts trainings under both models? • CKF-IN can coordinate initial and ongoing trainings through Service Product Line

11. Step 5: Track Enrollment Activity • Track Enrollment Activity and monitor application disposition • Who follows up on application disposition under both models? • How are applications tracked under both models? • Administrative Procedures – Implement quality control measures to submit applications more likely to be approved • St. Vincent Model • Ball Memorial Hospital Model

12. Demonstrated Results • St. Vincent Health RUAH HIP application volume and reimbursement • What are the estimated monthly HIP application volumes? • What is the estimated monthly HIP reimbursement as a result of the effort? • Ball Memorial Hospital HIP application volume (approximately 100 HIP applications monthly)

13. What are the most critical partnerships for a successful HIP enrollment effort? • St. Vincent Health Partners • Managed Care Organizations • FQHC’s • CHC’s • Free Clinics • United Way • Physician Offices

14. What are the most critical partnerships for a successful HIP enrollment effort, cont.? • Ball Memorial Hospital Partners • Open Door/BMH Health Center • Community Service Agencies • Schools • Managed Care Organizations

15. How to Mobilize Partners for Effective Outreach Strategies • Obtain Administrative Buy-In from Partners with shared interests • Who are the critical players under each model? • How did you reach the critical players in each community? • How did you engage physician offices and to what extent? • Identify a lead in your community • Delaware County model • Did you hire a lead/function of lead? • Did you hire additional staff? • Training and support for network?

16. How to Mobilize Partners, cont. • Convene partners to share information • What methods are used to convene partners? • What type of information is shared between partners? • Collaborative Outreach Events • Cover the Uninsured Week • Back to School • National Health Center Week • Kindergarten Round Up • Head Start screenings • Take a Loved One to the Doctor Day • Media Involvement • Billboard Campaigns • Radio Spots • Newspaper Ads

17. How to Mobilize Partners, cont. • Media Involvement • Billboard Campaigns • Radio Spots • Newspaper Ads • Health Fairs • Call-in lines • DFRv

18. Function and Role of Strategic Partnerships Share Enrollment Functions Connect patients to a medical home before they enter the hospital for uncompensated care Build a safety net for the community Create a unified voice for the patients you serve

19. Demonstrated Results • Monthly HIP Application Volume ODBMH • other partners who share enrollment functions in Delaware County? • Outreach Activity - # events • How many partners who host, participate and raise awareness around HIP enrollment in the community? • St. Vincent Health Partnerships application volume, other results

20. Contact Covering Kids & Families of Indiana To obtain a copy of the Health Coverage Handbook: Hospital Edition or for more information on the Hospital Service Product Line, please contact: Marci Toler, Director of Enrollment Assistance at 574-968-1654 or by e mail at mtoler@ckfindiana.org