3510 Promotion and Outreach Activities

Revision 25-3; Effective Sept. 1, 2025

Grantees must engage in promotion and outreach activities in each of the counties designated as a service area during the grant term.

The purpose of program promotion, outreach and in-reach is to:

• inform the public of the purpose of the program and available services;
• enhance community understanding of program objectives;
• disseminate breast and cervical cancer screening knowledge;
• enlist community support; and
• enroll clients for BCCS.

BCCS grantees must develop an annual promotion and outreach plan within 45 days of the start of each fiscal year. Grantees should follow the plan and make the plan available for monitoring purposes.

The plan should be based on an assessment of the needs of the geographic community and contain an evaluation strategy. Grantees should consider a variety of program promotion and client outreach strategies per organizational capacity, availability of existing resources and materials, and the needs of the local community.

3520 Promotion and Outreach Survey

Revision 25-3; Effective Sept. 1, 2025

To gauge the effectiveness of program promotion and client outreach activities, BCCS grantees must complete an HHSC-distributed survey twice annually to report on promotion and outreach efforts. Surveys must be completed within 30 days of receipt and are emailed to grantees by the HHSC BCCS Program. Email questions about the plan and surveys to the HHSC BCCS Program.

Guidance for Promotion and Outreach Plans

The plan should include the determination of the priority population, a recruitment work plan and in-reach and outreach methods.

Grantees should have many materials and resources to promote community awareness. Grantees must develop and maintain relationships with local partners and collaborators who can help recruit the priority population.

Grantees must include in their outreach plan how they plan to implement strategies to enroll clients in BCCS and raise community awareness of BCCS and MBCC in each of the counties within the grantee’s designated service area. This includes the following activities:

• identify priority populations in the community to receive information;
• identify the populations at highest risk for developing breast and cervical cancer;
• provide health education and social support;
• help reduce participant barriers to accessing clinical services;
• establish relationships with internal and external partners to reach eligible clients in the priority populations;
• establish relationships with clinic sites that offer other HHSC programs such as the Family Planning Program, Primary Health Care Program, and Healthy Texas Women to increase cross-program referrals, coordination and service provision;
• link and connect participants to partner clinics for breast and cervical cancer screening;
• educate partners, such as subrecipients, other health care providers, community organizations, and coalitions about Medicaid for Breast and Cervical Cancer (MBCC) and how to appropriately refer a non-BCCS diagnosed client for MBCC screening;
• track participants from community through screening completion;
• educate clients diagnosed with breast or cervical cancer about MBCC eligibility requirements and how to apply for services;
• provide information to each eligible woman in her primary language;
• provide access to information that is linguistically appropriate and available to the visually and hearing impaired;
• conduct outreach activities specifically for program-eligible women 30 and older who have never been screened or not screened within the last 10 years through the program; and
• collect information that describes how clients learned about BCCS and entering data into Med-IT^® with the Learned of Program function on the enrollment screen. Refer to Appendix VII, Med-IT Learned of Program and Cycle Referral Reminder.

3530 Clinic Locator Survey

Revision 25-3; Effective Sept. 1, 2025

Each fiscal year, grantees must complete a Clinic Locator Survey. The survey must be completed within 10 calendar days from the date information is requested by HHSC.

This survey provides HHSC with current clinic location information. Responses are used to update the Healthy Texas Women website Find a Doctor search function.

Grantees must also notify HHSC of any changes made to their clinic information within 30 days of the change. To update this information, request link to the Clinic Information Survey by emailing the HHSC BCCS Program.

It may take up to 30 days for changes to be found on the Healthy Texas Women website.