Stay Ahead of Policy Changes: A Communications Readiness Kit for Enrollment Assisters
June 26, 2026 | By Sara Hart and Elan Watson
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Health insurance policy changes can be frequent and unpredictable, leading to confusion for enrollees and those seeking coverage. For example, the recent Notice of Benefit and Payment Parameters final rule included eligibility and verification changes for Health Insurance Marketplace Special Enrollment Periods, and a new interim final rule on Medicaid community engagement requirements narrowed exemption definitions.
Enrollment assisters can be valuable community resources in these situations to help individuals understand how they may be affected, plan ahead, and find alternative means of health coverage if needed.
While assisters cannot control policy changes or their timing, you can prepare in advance — using a communications readiness kit — to react quickly and efficiently to share updates with communities.
Policy Communications Readiness Kit for Enrollment Assisters
1. Communications calendar
Timing is everything, and assisters need to see the big picture of upcoming policy changes to best plan when to push out critical information to the community. With all the policy announcements, dates can start to add up and become difficult to track.
Create a calendar to monitor when new regulations will be announced or go into effect to determine when to prepare and distribute materials. Space out communications to not overwhelm community members with too much information, and keep it timely to focus on what is most relevant throughout the year.
While policy changes are not always announced on a predictable timeline, historical release patterns can provide useful context for anticipating when future announcements may occur. For example, health insurance plan design has been historically released in late spring/early summer, so your organization can mark that on the calendar and begin preparing the language for that push to community partners and consumers.
2. Messaging
Prepare key messages ahead of time that can later be adapted or expanded for a variety of formats (e.g., newsletters, press releases, social media posts, flyers, etc.).
Thinking about the individuals you serve, use your calendar to consider what policy changes may affect their ability to access health coverage, what they need to know, and what resources are available to help.
Follow these tips in developing your messaging:
- Speak directly to your audience. Customize your message based on who you’re talking to and what is top of mind for them.
- Stick to the facts. Your message will resonate with a larger audience when you provide a neutral overview of changes not shaded by personal leanings. Seek unbiased resources to find accurate information on policy changes. For example, Centers for Medicare & Medicaid Services (CMS) Newsroom, KFF, and Georgetown University’s Health Policy Institute. And don’t forget about Transform Health!
- Use plain language. CMS provides guidance on how to keep writing simple to reach a wider audience.
- Put the most important information first. People have limited attention spans. Prioritize crucial details such as key dates at the top of your messaging with supporting information below.
- Include a call to action. Always end with clear instructions on what to do next.
Policy Messaging Example:
One of the policy changes from H.R. 1 is community engagement requirements, commonly known as work requirements, for Medicaid eligibility. Read more on work requirement implementation in our recent blog.
Here is sample language that assisters could use:
“Starting in January 2027, some Medicaid rules will change. Adults with low income without dependents may need to meet new work requirements to keep their Medicaid coverage. Medicaid may contact you by mail or email about these required changes. Make sure your state Medicaid agency has your correct email address and mailing address. Do you have questions or need help with your coverage? Contact [assister organization] at [phone number, email address, or other contact method].“
Note: While this change only affects states that have expanded Medicaid, all assisters should prepare to answer questions related to this topic, as well as other major national policy changes that don’t directly affect your state.
3. Outreach List
Compile a list of your community partners who can amplify your reach to your target audiences. If you don’t already have a database of community partners/key messengers to pull from, start a list with the following:
- Key messengers by audience (e.g., hospitals, community organizations, libraries, churches)
- Primary contact person
- Preferred communication method (e.g., phone, email, newsletter)
Stay in regular contact with partners to maintain the relationship and let them know what policy announcements are coming.
4. Communication channels
Decide how to convey your message to your partners and the community. How do your partners communicate with their audiences? How can you meet your priority populations where they are?
Make a list of feasible communications channels, such as social media, texting, mailings, newsletters, flyers, radio, TV, billboards, etc., and then designate which ones are best for different audiences.
Next, create plug-and-play templates for these channels that you can quickly tailor with messaging on different policy changes. Social media posts may require something short and to the point, while a newsletter will have more space for details. Prepare both options for partner use. CMS also has a list of customizable materials that can be downloaded for use with community partners.
Ready to Help Your Community
Building out your communications readiness kit can prepare you to more effectively support your community in maintaining health coverage.
You may want to set aside some time to regularly update your communications calendar, messaging, partner lists, and templates so you are always prepared to respond to policy changes proactively.
If you want assistance in getting started or leveling up your communications strategy and materials, reach out to Transform Health for a free discovery call.
Transform Health is an Inc. 5000-ranked national private health care consulting firm with a mission to drive systems change to build healthy communities.