Describe the procedures used by the state to accomplish:
5.1. Outreach to families of children likely to be eligible for assistance or under other public or private health coverage to inform them of the availability of, and to assist them in enrolling their children in such a program: (Section 2102(c)(1))
Basic Outreach Strategy
The District’s Comprehensive Outreach Strategy will be developed based on the following guiding principles:
- Outreach efforts will be City-wide
- Outreach efforts will be culturally sensitive, language appropriate, and sensitive to the needs of the blind, hearing impaired and the deaf. Special outreach efforts will be developed and targeted to the following: Children with special health care needs, the Hispanic community, and the homeless community.
- Outreach materials (and other strategies) will utilize a variety of media approaches. Printed materials will be written at appropriate literacy levels updated to reflect program changes.
- The comprehensive outreach strategy will inform parents, teachers, school nurses, community-based organizations, and the community at-large about CHIP eligibility, eligibility for regular Medicaid, and enrollment procedures.
The outreach strategy will incorporate the Department of Health web page at The following will be placed on the web page: (a) general information related to CHIP; (b) a copy of the CHIP application; and (c) step-by-step instructions on how to fill out and submit the application. The Department of Health, through its outreach activities, will encourage school nurses, teachers and others to use the web page to assist potential customers.
Outreach Partners
The District will use existing case management structures in place in the Supplemental Food Program for Women, Infants and Children (WIC), Title V Programs, Healthy Start and Title X Programs to inform potential clients about CHIP eligibility. These programs have mechanisms in place that will allow for follow-up to see whether the parent of a potentially eligible child successfully completes the application process.
The District plans to hire an outreach coordinator to assist the City in the development and implementation of a comprehensive outreach plan that is based upon the guiding principles (see above). Once the overall outreach approach is identified, the District will integrate the following programs into that strategy:
Public Programs
- DC Public Schools–School Health Program
- DC Head Start and DC Early Head Start
- DC Office of Maternal and Child Health
- DC Office of Early Childhood Development--DC Early Intervention Program (Child Find)
- DC Immunization Program
- The Supplemental Food Program for Women, Infants and Children (WIC)
- The DC Public Housing System
- The DC Public Hospitals (Social Workers, Emergency Rooms, and Other Relevant Departments)
- The Public Benefits Corporation Community Clinics
- Section 330 Clinics
Private Programs
- Area Houses of Worship and Representative Organizations
- Managed Care Organizations
- Private Not-For-Profit Community Clinics
- DC Action for Children
- Children’s Health Coalition of DC
- Private Hospitals
- The District of Columbia Hospital Association
- Local Chapter of the American Academy of Pediatrics
- Local Businesses
- The DC Primary Care Association
- The Medical Society of the District of Columbia
- Advocacy Organizations
- Immigrant and Ethnic Organizations
New Enrollment Procedures
The District is currently developing an enrollment process for CHIP and income based Medicaid applicants that is: (a) user friendly; (b) timely; (c) accommodates working parent(s); (d) requires less documentation; and (e) is accompanied by appropriate supportive services. To accomplish these goals the District is considering the following:
- Naming the program Healthy DC Kids. It is believed that giving the program an appealing name will remove the welfare stigma and encourage enrollment
- Developing a two-page application form that does not include documentation of resources. The new application form will be distributed at the following sites: WIC Centers, Head Start Centers, Title V OMCH Programs, Title X Family Planning Programs, DC Public Schools and other appropriate community-based sites.
- Working with the Income Maintenance Administration to implement an efficient eligibility determination process that is dedicated to processing only CHIP and income-based Medicaid applications. The unit will be adequately staffed and trained to ensure quicker application processing
- Hiring and training additional eligibility workers to enroll children in CHIP and regular Medicaid (income-based only). This function will also include ongoing training
- Working to ensure a faster turn-around time in application processing and eligibility determination. The District’s goal is to determine eligibility in between seven (7) to ten (10) days. Eligibility workers’ caseloads will be continuously monitored and appropriately adjusted to reach this goal.
- Developing and instituting a mail-in application process
- Contracting with community-based entities to assist potential customers with all aspects of application assistance, language access, and other required supportive services
- Distributing printed outreach and education materials as well as program applications among public and private outreach partners
5.2. Coordination of the administration of this program with other public and private health insurance programs: (Section 2102(c)(2))
The District’s Medicaid program will keep itself informed on eligibility criteria and enrollment procedures for the two private initiatives currently operating in the District. In addition, the District’s Medicaid program will work closely with sponsors of the two private health insurance initiatives to ensure that they are fully informed about: (a) Medicaid and CHIP eligibility requirements; and (b) Medicaid and CHIP enrollment procedures, so that these programs are able to make appropriate referrals to Medicaid. The District’s Medicaid program will also inform outreach workers, application assistance workers and eligibility workers about the two private initiatives so that appropriate referrals can be made when individuals are found to be ineligible for Medicaid or CHIP.
