Section 2. Recruit members to join the CAC

Recommended best practices are followed by suggestions and examples from CACs.

Use a role description that clearly defines the expectation of a CAC member.

Include role and purpose, tasks, number of hours expected, rules of conduct, where and when meetings are held, expectations for how many meetings each member must attend, any considerations for reimbursement, etc.
Resource: Eastern Oregon CCO CAC member role description

Develop effective marketing materials.

Use health literacy practices for clear communication. The Fry Graph Readability Formula is an easy tool that can help gauge the readability of a piece of text.
Include these essential messages:

Consider using flyers with tear-off numbers, postcards or rack cards to distribute at events.
Resource: FAQ – Submitting CAC materials to OHA for Medicaid compliance review

CAC Best Practices Handbook contents

Use a simple application that gathers the information you need but is not too long or difficult.

Make the written application clear, simple and accessible. Only ask for the most important information needed. Be sure to include non-discrimination language. The goal of the written application is to create a way for people to express initial interest.
Gather more information (for example, the applicant's background, interest in the CAC, what they hope to contribute, what they hope to learn) through an in-person meeting or phone call with the applicant.
Resource: AllCare CCO CAC Application
Resource: Cascade Health Alliance CAC Application
Resource: Columbia Pacific CCO CAC member interest form

Identify prospects and conduct one-on-one outreach to invite them to join.

Ask community partners to identify OHP members who might be a good fit for the CAC.
Stay in regular contact with partner organizations regarding emerging leaders and opportunities to promote CAC involvement.
Encourage CAC members and CCO partners to nominate OHP members (including friends) they think would be well suited to joining the CAC.
Have care coordinators and other providers invite people to join the CAC while conducting “well-being checks." Hold virtual “listening sessions" (town hall meetings) for members in a particular county or region to better understand OHP members' needs. Add in a plug for joining the CAC.

Conduct outreach at community events.

Attend community partner events to meet prospective members and share information about your CAC. Community partners are nonprofit organizations that work with OHA to reach people eligible for OHP, help them sign up and answer questions about their coverage.
Host booths at health fairs, the county fair, and farmers markets to spread the word about your CAC and invite new members to join.

Focus on diverse outreach to ensure the CAC represents the population it serves.

Speak with community partner organizations that serve specific populations. They can share with you the most effective way to reach members from these communities and help develop strategies for culturally appropriate communication and engagement.
Translate outreach materials and disseminate through culturally appropriate methods.
Ensure language interpretation services are available for CAC members.

Empower CCO staff and community partners to promote the CAC in the community (provide talking points and materials).

Attend an Oregon Health Authority collaborative meeting in your county. Collaboratives are groups of OHA community partners who meet regularly to discuss best ways to reach and serve OHP members in their area. To find a collaborative in your area, email Analuz Torres: Analuz.Torres@oha.oregon.gov or Celia Higueras: Celia.Higueras@oha.oregon.gov.
Provide special presentations at county commissioner meetings to promote and discuss CACs.
Help distribute information about meetings at health fair and farmers markets and by posting them on bulletin boards throughout the community.

Use all available communication channels to promote and share information about the CAC (for example, social media, digital, print).

Use the following communication channels to promote the CAC: local newspaper, news channel, local radio, fliers, word of mouth, social media, emails and reminders.
Broadcast CAC meetings via Facebook Live (or a similar platform) and make a pitch to the "audience" at the beginning and end to join the CAC.
Allow a CAC meeting to be recorded by a local newspaper.
Share CAC fliers on webpages and social media, and mail them to OHP members. Include CAC recruitment messages in newsletters.
Post open CAC positions on Next Door.
Place posters at CCO/CAC-sponsored locations that says something like "this was made possible by the CAC of [CCO]...join us!" (for example, a poster could be placed at the life-jacket station at a local lake with the message "this station was funded by the [add name of CAC]").
Send a press release to local media and partners.

Give potential members an opportunity to learn more before they commit.

Have a phone call or meeting with the prospective member to talk about the CAC, rather than simply sharing background materials.
Invite interested prospects to attend one or two meetings to learn about the work and decide if it's something they are interested in joining.
Pair applicants with existing CAC members to meet for coffee. The member introduces them to the CAC, talks about the CCO, shares expectations, and answers any questions. They also invite applicants to observe a meeting to experience how they are run and relieve any anxieties about participation.
Challenge members to each invite one person to their next meeting.
Some CCOs have invited potential members to attend an educational session to learn how the local CAC operates.