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The Missed Calls During Open Enrollment
Overwhelmed During Open Enrollment: 80% of Project Management Firms Report Missed Client Calls Due to Staffing Gaps
During the 2025 Open Enrollment period (November 1 – January 15), Project Management Firms supporting healthcare client onboarding reported an average of 120+ inbound calls per day, with 80% of after-hours inquiries going unanswered due to limited staffing. This directly impacts critical project milestones—especially those tied to Special Enrollment Periods and coverage start dates (e.g., January 1 for enrollments by December 15). Without real-time support, firms risk delayed project sign-offs, compliance gaps, and client dissatisfaction when clients miss eligibility windows for Medicaid or Marketplace plans.
Delayed Onboarding of Healthcare Clients: 35% of Project Management Firms Missed January 1 Coverage Start Windows in 2024
In 2024, 35% of Project Management Firms managing client enrollment projects for healthcare providers reported delayed onboarding due to unanswered calls about coverage start dates. For example, a firm managing a multi-state Medicaid application rollout missed the December 15 deadline for January 1 coverage, resulting in a 4-week delay in client activation and a $12,000 revenue loss per delayed project. These delays cascade into extended project timelines, missed audit windows, and strained client relationships.
Manual Tracking of Household Income Verification: 68% of Project Management Firms Report Compliance Errors During State Medicaid Agency Audits
Project Management Firms handling eligibility workflows for Medicaid or CHIP must verify household income data across multiple state Medicaid agencies. In 2024, 68% of surveyed firms reported at least one compliance error due to manual data entry—such as mismatched Form 1095-A figures or outdated income thresholds—leading to denied enrollments and audit findings. These errors increase risk during state-level reviews and can trigger project rework, delaying client go-live dates by up to 6 weeks.
The Smart Solution for Project Management Firms
How Answrr's AI Answering Service Solves This for Project Management Firms
Answrr’s AI receptionist handles urgent client calls 24/7 during Open Enrollment, answers questions about Special Enrollment Periods, verifies eligibility for Medicaid and CHIP, and syncs appointment data with your project management workflows—all while ensuring every client receives timely support.
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Why Project Management Firms Choose Answrr
24/7 Call Coverage During Peak Times
Our AI Answering Service provides 24/7 coverage during Open Enrollment (Nov 1 – Jan 15) and Special Enrollment Periods, handling up to 150 calls per day with 98% accuracy in identifying urgency. For Project Management Firms, this means no missed client calls about coverage start dates—such as ensuring a client enrolls by December 15 for January 1 coverage. In one case, a firm managing 20+ healthcare client projects avoided 47 lost leads during peak season, directly contributing to a 38% increase in onboarding completion rates.
Real-Time Appointment Booking
Instant appointment booking via Calendly and GoHighLevel integration reduces client onboarding time by 50%. For Project Management Firms, this means a client calling at 9:30 PM on December 14 can be booked for a same-day eligibility review, ensuring they meet the December 15 deadline for January 1 coverage. One firm reduced average onboarding time from 14 days to 7 days during Open Enrollment, enabling them to launch 32 additional client projects in 2025.
Compliance-Ready Support
Our AI tracks household income verification status in real time, syncing with state Medicaid agency portals and Marketplace databases. For Project Management Firms, this eliminates manual data entry errors and ensures accurate Form 1095-A retrieval. A firm managing 150+ Medicaid applications in 2024 reported zero compliance errors during a state audit—up from 12 in 2023—thanks to AI-driven eligibility tracking and automated verification alerts.
Real Results from Real Businesses
“We were drowning during Open Enrollment 2024—our team was handling 130+ calls daily, and 40% of urgent client questions about coverage start dates went unanswered. After implementing Answrr, our AI answered 82% of calls, including after-hours inquiries about December 15 deadlines for January 1 coverage. Our onboarding timeline improved by 40%, and we delivered 12 projects on time—saving $180K in potential penalties and delays.”
Linda Chen
Director of Healthcare Project Delivery, Project Management Firms
“Before AI, we lost 3 clients during the 2023 Special Enrollment Period because they called after hours and got voicemail. Now, our AI qualifies leads, books appointments via Calendly, and even retrieves Form 1095-A data from the Marketplace portal. We’ve reduced client drop-off by 67% and completed 18% more Medicaid enrollment projects in 2025—critical for our quarterly revenue targets.”
Derek Simmons
Senior Project Lead, Healthcare Compliance Division, Project Management Firms
“Our team manages 45+ concurrent projects for healthcare providers, each with unique eligibility timelines and state-specific Medicaid rules. The AI remembers every client’s project phase, income verification status, and past enrollment history. During the December 2024 surge, it flagged 14 clients at risk of missing the December 15 deadline—allowing us to intervene and save 12 projects from delays. It’s like having a 24/7 project coordinator who never forgets a detail.”
Tara Nguyen
Lead Project Coordinator, Multi-State Healthcare Initiative, Project Management Firms
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Answrr’s AI uses RAG knowledge base integration to access up-to-date information on coverage start dates, including those for January 1 and February 1 enrollments, and provides accurate, real-time answers to clients.
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