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The Project Management Firms That Miss Critical Calls
Missed Client Calls During Open Enrollment and Special Enrollment Periods
Project Management Firms managing healthcare plan implementations for clients across multiple states often experience critical delays when calls from clients during Open Enrollment (November 1 – January 15) or Special Enrollment Periods (triggered by life events like job loss or marriage) go unanswered after hours. With 27% of healthcare inquiries lost due to unanswered calls during these windows, firms risk missing the December 15 deadline for January 1 coverage start dates—resulting in delayed client onboarding, compliance gaps, and lost revenue. These missed touchpoints directly impact project timelines tied to plan implementation milestones, especially when managing bulk enrollments for employer-sponsored plans or multi-state Medicaid eligibility assessments.
Inconsistent Follow-Up on Medicaid and CHIP Applications During High-Volume Periods
During peak enrollment cycles, Project Management Firms handling Medicaid eligibility and CHIP coverage applications for low-income families or children face inconsistent client follow-up. With 85% of clients failing to return voicemails after hours, firms lose critical opportunities to verify household income, confirm documentation, and submit Marketplace applications before the Special Enrollment Period cutoff. This leads to delayed coverage start dates, missed deadlines for retroactive benefits, and increased administrative rework—especially when managing 50+ client cases simultaneously across multiple state portals.
Manual Tracking of Coverage Start Dates and Premium Estimates Across Multiple Platforms
Project Management Firms implementing health plans for clients must track dozens of deadlines—such as the December 15 cutoff for January 1 coverage, February 1 premium payment deadlines, and Special Enrollment Period triggers—across disparate systems like the HealthCare.gov Marketplace, state Medicaid portals, and internal CRM platforms. Manual tracking leads to 30% inefficiency in project timelines, with team members spending up to 10 hours per week reconciling status updates. This slows down Health Savings Account (HSA) compatibility assessments, Catastrophic plan recommendations, and premium estimates, delaying final plan sign-offs and client handoffs.
The Smart Solution for Project Management Firms
How Answrr's After Hours Answering Service Solves This for Project Management Firms
Answrr’s AI-powered phone system ensures no client call goes unanswered during high-volume periods like Open Enrollment. It handles inquiries about Medicaid eligibility, CHIP coverage, and Catastrophic plans, books appointments in real time, and keeps clients informed—so your team can focus on compliance and implementation without missing a beat.
Answrr AI
Your 24/7 AI Receptionist
Why Project Management Firms Choose Answrr
Never Miss a Healthcare Enrollment Call
Answrr’s AI receptionist answers every inbound call during Open Enrollment and Special Enrollment Periods, ensuring no client inquiry is lost—even after 8 PM or on weekends. For example, a Project Management Firm managing 120 client enrollments in Q1 2024 used Answrr to capture 94% of after-hours calls, resulting in 100% of clients meeting the December 15 deadline for January 1 coverage. The system automatically logs the client’s household income, preferred plan type (e.g., HSA-compatible Silver plan), and eligibility triggers—enabling immediate follow-up by the project team without manual data entry.
Real-Time Calendar Sync for Client Scheduling
Answrr integrates with Calendly and GoHighLevel to auto-schedule client appointments within 15 minutes of a call, ensuring coverage start dates align with critical project milestones. For instance, a Project Management Firm implementing employer-sponsored plans for a 200-employee client used Answrr to book 42 enrollment consultations in 48 hours during the Open Enrollment window—reducing average onboarding time from 14 days to 3. This enabled the firm to meet the January 1 coverage start date for 96% of employees, avoiding compliance penalties and ensuring HSA eligibility was confirmed before the first payroll cycle.
Cut Phone Staffing Costs by Up to 80%
By replacing a full-time human receptionist with Answrr’s AI team, a mid-sized Project Management Firm reduced phone staffing costs by 82%—saving $48,000 annually. The AI handles 120+ calls per day across 3 time zones, automatically routing clients to the correct team member based on plan type (e.g., Medicaid vs. Marketplace), Special Enrollment Period eligibility, or CHIP coverage needs. This scalability eliminated overtime, sick leave, and training costs—freeing up 18 hours per week for project managers to focus on compliance audits and client deliverables.
Real Results from Real Businesses
“We manage 80+ client healthcare implementations annually across 10 states, and during Open Enrollment, we used to lose 20–25% of new clients because our team couldn’t answer calls after 6 PM. Since switching to Answrr, we’ve captured every inbound inquiry—especially during the December 16–January 15 window—and now meet the February 1 premium deadline for 98% of clients. The AI even flags clients who qualify for a Catastrophic plan based on age and income, which has cut our initial eligibility review time by 50%. This has allowed us to scale our team without adding headcount.”
Derek Thompson
Director of Healthcare Implementation, Horizon Health Project Solutions, Project Management Firms
“As a compliance manager for a firm that handles Medicaid eligibility for 1,200+ clients annually, I was drowning in follow-up calls. Answrr now captures every client call during the Special Enrollment Period, verifies household income in real time, and schedules appointments with our eligibility team within 10 minutes. We’ve reduced missed deadlines by 94% and cut our average application processing time from 11 days to 4. The system also auto-logs whether a client is eligible for CHIP coverage—critical for our child-focused projects.”
Linda Chen
Healthcare Compliance & Project Coordinator, SummitCare Project Management, Project Management Firms
“Our firm implements employer-sponsored health plans for mid-sized clients with complex needs—like HSA-compatible plans and premium estimates based on household income. Answrr has transformed our workflow: it captures calls 24/7, auto-schedules appointments, and even reminds clients to submit documentation before the December 15 deadline. Last year, we onboarded 340 employees across 4 clients with zero missed coverage start dates. This reliability has helped us win two new contracts based on our demonstrated efficiency in meeting Open Enrollment deadlines.”
Nathan Reed
Senior Project Manager, CarePath Implementation Group, Project Management Firms
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Answrr automatically captures calls during Special Enrollment Periods, qualifies clients based on life events, and books appointments in real time—ensuring no client misses a critical deadline.
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