Clear Hearing Access Project

Words in [brackets] are blanks you fill in with your own details when you adopt this sample in Supreme Plan AI.

Executive Summary

Clear Hearing Access Project is a nonprofit in Tennessee that helps adults who cannot afford it hear better. Trained staff and volunteers offer free hearing screenings at senior centers, libraries, clinics and churches. When a screening suggests a problem, we help the person get a full exam with a licensed audiologist and, for those who qualify, we help pay for hearing aids and the exam, paid directly to the audiologist and never as cash.

Hearing loss is common as people age, and it can make life lonelier and harder. Conversations get frustrating, medical instructions are missed and some people stop going out. Hearing aids and exams can cost more than a family can afford, and insurance often does not cover them. Many people wait years before they get help.

With this grant we will screen about 900 adults at 15 sites in Year 1, help about 220 people get a full exam and help about 80 people get hearing aids. We do not diagnose hearing loss or sell devices. A screening is not an exam, and hearing aids are fitted only by licensed professionals under our state's rules.

Our Year 1 budget is about $212,500, growing to about $256,000 by Year 5 as we add sites. Each year's budget is planned to balance, with a small surplus each year. We have 3 paid staff in Year 1 and 4 by Year 3, supported by volunteers.

We are asking the Cumberland Health Foundation for $76,000 for our Program Coordinator and for hearing aids and exams paid to partner audiologists. The area agency on aging, health systems, civic clubs and donors also give, so this grant is one part of a shared funding plan.

I am Frances Whitlow, the Executive Director. The numbers in this proposal are estimates based on the assumptions listed at the end, not promises.

Company Description

Clear Hearing Access Project is a small, independent nonprofit in Tennessee, organized as a 501(c)(3) public charity. We serve adults, especially older adults, in our county and the counties around it who have limited income and trouble hearing.

Our mission. To make sure no one has to give up conversation because hearing care costs too much.

What we believe. Good hearing care is a health matter and a matter of dignity. We screen with consent, explain results in plain words, protect privacy and send people to licensed professionals for diagnosis and treatment. We never push a device on anyone, and we never take a commission or a referral fee.

What we offer:
- Free hearing screenings. A short, quiet check by trained staff or volunteers, with a clear result and next steps.
- Exam and fitting help. A navigator who books an exam with a partner audiologist, arranges a ride and goes over what to expect.
- Hearing aid assistance. For people who qualify, we pay part of the cost of the exam and the hearing aids directly to the audiologist.
- Listening tips. Short sessions and handouts on communicating with family and in noisy places.

Who we serve. Adults with limited income, with a focus on adults over 60 and people who live alone or far from a clinic.

What we do not do. We do not diagnose hearing loss or other conditions, sell or fit hearing aids, give medical advice, give cash or promise that a device will solve every problem. We refer people with signs that need a doctor, such as sudden hearing loss or ear pain, to medical care right away.

How we are run. A volunteer board of seven governs the organization. I am the Executive Director. The Program Coordinator manages sites, partners and the assistance fund. A part-time outreach and screening coordinator runs screenings, and a second joins in Year 3. A licensed audiologist advises us on protocols.

Where things stand today. We have letters of support from the area agency on aging, three senior centers, two libraries and two audiology practices, quotes for the screening equipment and a consent form and privacy policy under review by an attorney. (Replace this with where you really are.)

Problem & Opportunity

Many adults live with untreated hearing loss. They may nod along in conversations, turn the television up loud or avoid gatherings. Family members may become frustrated, and the person may feel isolated. Missed instructions at a doctor's office or on a phone call can lead to mistakes with medicine and appointments.

Cost is a major barrier. A hearing exam and a pair of hearing aids can cost several thousand dollars, and many insurance plans do not pay for them. Some people buy cheap amplifiers that do not fit their needs, and others do nothing. People on a fixed income often cannot save enough.

Access is another barrier. In rural areas, the nearest audiologist may be an hour away, and a person who does not drive may have no way to get there.

For a small nonprofit, the hard parts are making screenings available in many places, working with audiologists who give fair prices, deciding fairly who receives help and making sure every person who needs a next step gets one.

We want to be clear about what we know and do not know. Hearing screening and access programs are a practical way to connect people with professional care, and we will use the most recent local numbers on older adults and hearing health in our final plan. We do not know exactly how many people will need help paying for aids, so our plan uses a first-year goal and will report what really happens.

Products & Services

Clear Hearing Access Project will make hearing checks easy to get and connect people to licensed care they can afford.

How it works, step by step:
1. Screening day. We set up a quiet corner at a senior center, library or clinic. A trained screener explains the check and asks for consent.
2. Screen. The person listens to a series of tones through headphones. The screener records the result and a short history.
3. Explain. We tell the person the result in plain words, hand them a one-page summary and explain that a screening is not an exam.
4. Navigate. If the result suggests a problem, the Program Coordinator helps book an exam with a partner audiologist and arranges a ride if needed.
5. Exam. The audiologist performs the full exam, makes recommendations and discusses options and costs with the person.
6. Assistance. For people who qualify, we pay part of the cost directly to the audiologist, up to a set limit, and the person pays a small share on a sliding scale.
7. Follow up. We call after the fitting to check whether the person is using the devices and offer tips and a refresher visit.
8. Report. We track totals for funders and partners without naming anyone.

Why this approach is strong. Screening in familiar places lowers the barrier, and a navigator helps people take the next step. Paying audiologists directly keeps the money in care.

Market Analysis

Who we serve: adults with limited income who have trouble hearing, especially adults over 60, in our county and the counties around it.

Our primary group is older adults who live on fixed incomes and attend senior centers, libraries and clinics. Our secondary group is adults of any age who have lost coverage or cannot afford a hearing exam. We will use the most recent local numbers on older adults, income and hearing health in our final plan.

How we sized our plan. We plan to screen about 900 adults at 15 sites in Year 1, help about 220 get a full exam and help about 80 get hearing aids, with the program paying about $600 toward each exam and device. We grow to about 1,100 screenings and 100 aids in Year 2, 1,400 and 120 in Year 3 with a second screening coordinator, 1,600 and 135 in Year 4 and about 1,800 screenings and 150 aids in Year 5. Our Year 1 budget is about $212,500 and our Year 5 budget is about $256,000.

Demand data. Letters of support from the area agency on aging, three senior centers, two libraries and two audiology practices show a clear need. We do not count on any one partner.

We do not serve everyone. We refer people who need medical treatment for ear problems to a doctor, and we refer people who qualify for other programs, such as a state or veterans' program, to those programs first.

Competitive Landscape

Other choices for people with hearing loss, and what makes us different.

- Hearing aid retail chains. They offer devices and fittings but can be costly and are sales driven. We offer free screening and independent referrals.
- Private audiology practices. They offer expert care. We work with them and help people who cannot pay.
- Over-the-counter hearing devices. They can help some people with mild loss. We explain the options and refer for an exam when it is wise.
- Public programs and vocational services. They help some people. We help people find them and fill the gaps.
- Veterans and public programs. They help eligible people. We help people find them first and fill the gaps for everyone else.
- Doing nothing. Many people wait. We make the first step easy and keep the next step close.

What makes us different.
- Screening in familiar places, at no cost.
- A navigator who helps the person get an exam and a ride.
- Payments made directly to audiologists, never as cash.
- No commissions or referral fees.

What we do not claim. We are new. Larger programs have more funding and a longer record. We plan to earn trust one person at a time.

Marketing & Sales Strategy

How we will reach the people we serve.

Senior centers, libraries and clinics. We will meet directors and staff, explain the program and schedule screening days. They help by posting flyers and reminding visitors.

Churches and community groups. We will speak at meetings and set up a screening table at health fairs and community events.

Doctors and nurses. We will give primary care offices a one-page guide on when to refer a patient to us, and a short form that does not include medical details.

Area agency on aging and veterans' offices. We will ask them to share information with their clients and to refer people to a screening.

Families. Adult children can call on behalf of a parent. We provide large-print flyers and a phone line with a real person.

Cost to the person. Screening is free. For people who qualify, we pay part of the exam and hearing aid cost and the person pays a small share on a sliding scale.

Reminders. We will send a postcard or call a week before a screening day at each site so that people who might have forgotten can still come, and we will follow up with a call after the screening if the person wants help with the next step.

Operations Plan

How the program will be carried out.

Timeline for Year 1:
- Months 1 and 2 (summer): Sign partner agreements with audiologists and sites, buy equipment, recruit and train screeners and finish the consent form and privacy policy.
- Month 3 (late summer): Hold the first screening days and begin booking exams.
- Months 4 to 10: Screen at 15 sites on a rotating schedule, book exams and pay for hearing aids for people who qualify.
- Months 11 and 12: Survey participants and partners, report to funders and plan Year 2.

Space. Screenings are held in a quiet room at each partner site, donated by the site. Our small office is shared space in a community building.

Equipment. We buy about $9,500 of equipment once at the start: two portable screening audiometers with cases ($6,000), a laptop and tablet ($1,500) and quiet screening corner kits with sound-reducing panels ($2,000). Later years replace or add a few items.

Staffing. In Year 1, I serve as Executive Director. The Program Coordinator, paid $46,000 a year, manages sites, partners and the assistance fund. A part-time outreach and screening coordinator, paid $24,000 a year, runs screenings. A second part-time coordinator, paid $24,000 a year, joins in Year 3.

Safety and privacy. Screeners are trained and supervised, and every volunteer passes a background check. We keep results in a secure system, share them only with the person and an audiologist the person chooses and follow the privacy rules that apply to health information. A written plan names 911 for emergencies.

Payments. We pay audiologists directly for the exam and the devices at agreed prices and never give cash to a person. Hearing aids and exams are about $48,000 in Year 1, screening supplies and device upkeep about $5,000, mileage and outreach events about $6,000, audiologist consulting about $8,000 and administration and insurance about $11,000.

Management & Organization

The people who will carry out the project.

Frances Whitlow, Executive Director. Fourteen years of nonprofit work, including eight years running a senior services program. She oversees the program, partnerships, fundraising and finances. (Replace this paragraph with your own background.)

Program Coordinator (from Year 1). Manages sites, partner audiologists, the assistance fund and reports.

Outreach and screening coordinators (part-time, from Year 1). Run screening days, train volunteers and follow up with participants. A second joins in Year 3.

Audiologist advisor. A licensed audiologist who reviews our screening protocol and consents to answer clinical questions.

Volunteers. About 25 trained screeners, including retired nurses and teachers.

Board and advisors. Seven volunteer board members, including a nurse and an older adult who uses hearing aids, who meet every quarter. An attorney reviews our consent and privacy forms.

Staff pay in this plan is a full year per person: Executive Director $55,000, Program Coordinator $46,000, outreach and screening coordinator (part-time) $24,000 and second screening coordinator (part-time) $24,000. Replace them with the pay you can offer where you live.

Milestones Narrative

Our goals for each year and how we will measure them.

- Year 1: Screen about 900 adults at 15 sites, help about 220 people get an exam and about 80 get hearing aids. A balanced budget of about $212,500, with a small surplus of about $7,600. About 3 paid staff.
- Year 2: Add sites and screen about 1,100 adults, with about 100 people getting hearing aids. A balanced budget of about $216,500, with a small surplus of about $7,200. About 3 paid staff.
- Year 3: Add a second screening coordinator and screen about 1,400 adults, with about 120 people getting hearing aids. A balanced budget of about $246,000, with a small surplus of about $8,000. About 4 paid staff.
- Year 4: Screen about 1,600 adults, with about 135 people getting hearing aids, and add a peer support group. A balanced budget of about $251,000, with a small surplus of about $7,900. About 4 paid staff.
- Year 5: Screen about 1,800 adults, with about 150 people getting hearing aids, and share our protocol with other counties. A balanced budget of about $256,000, with a small surplus of about $7,800. About 4 paid staff.

What we measure:
- Adults screened and results shared.
- People referred for an exam and people who completed one.
- People who received hearing aids and are using them at follow-up.
- Time from screening to exam.
- Participant and partner feedback.
- Cost per person helped.

How we review results. The Program Coordinator reviews numbers every month. Twice a year, staff, the audiologist advisor and the board review all results and share them with funders and partners. If a site has low follow-up, we meet with the site and change the plan. Every number in this plan is a goal, and we will report what really happens.

Funding Request

What we are asking for, and how the money will be used. Our request: $76,000 from the Cumberland Health Foundation for a Program Coordinator and hearing aids and exams paid to licensed audiologists, for July 2027 through June 2028.

The request is spread across these budget lines:
- Personnel: Program Coordinator salary, $46,000.
- Other: Hearing aids and exams paid directly to partner audiologists, $30,000 (other funds add $18,000).

Other money in the program. This request is about 46% of our Year 1 grant income. Other grants and the income lines below pay for everything it does not cover.

Year 1 budget: about $212,500, planned to balance with a small surplus (about $7,600 after the yearly wear on equipment). Year 1 money coming in: grants $164,500 (this request plus other grants we are applying for), area agency on aging and health system partners $26,000, civic clubs and individual donations $22,000. Year 1 costs: executive director $55,000; program coordinator $46,000; outreach and screening coordinator $24,000; hearing aids and exams (paid to partner audiologists) about $48,000; screening supplies and device upkeep about $5,000; mileage and outreach events about $6,000; audiologist consulting about $8,000; administration and insurance about $11,000; about $3,000 a year for the wear on equipment.

One-time startup costs. Startup costs of $16,400 are paid once from startup money, not from the yearly budget: $6,000 for two portable screening audiometers with cases; $1,500 for laptop and tablet for records and scheduling; $2,000 for quiet screening corner kits with sound-reducing panels; $1,500 for opening stock of forms, ear covers and cleaning supplies; $2,500 for attorney review of the audiologist agreement, consent and privacy policy; $1,500 for banners, large-print flyers and a simple website; $1,400 for background checks for the first volunteers and first insurance payment.

How we got our startup number. The Funding Need Calculator in this plan adds the startup costs ($16,400), the cash the program uses before it balances (about $0) and a cash cushion of about $50,800, which is about three months of Year 1 costs. The cash used before it balances and the cushion come to about $50,800. In all, that comes to $67,500. We start with $13,000 of our own savings and $57,000 in startup support from a local health foundation and our board, $70,000 in all, which covers that amount with room to spare.

The next five years. Our budget grows from about $212,500 in Year 1 to about $256,000 in Year 5. Grants are planned at $164,500, $158,500, $176,000, $171,000 and $168,000 in Years 1 to 5. Other income grows: area agency on aging and health system partners from $26,000 to $48,000 and civic clubs and individual donations from $22,000 to $40,000. We add sites and a second screening coordinator in Year 3 as the program grows. Grants fall from about 77% of our income in Year 1 to about 66% in Year 5.

Savings. We plan to keep several months of costs in savings. The lowest year-end balance in the plan is about $61,500, at the end of Year 1. Some grant payments and partner payments arrive after we bill, so we plan for about $8,500 owed to us at the end of Year 1.

After the grant. The area agency on aging, health systems, civic clubs, businesses and individual donors grow every year, so grants become a smaller share of our budget. Participants and families share their stories, and sponsors can underwrite a site or a set of hearing aids by name.

Risks and how we will handle them:
- A privacy problem. We follow a written policy, use secure systems and train every screener.
- An audiologist leaves the program. We keep agreements with more than one practice.
- Funds for hearing aids run low. We set a monthly budget and a limit per person and use a waiting list.
- People do not follow up. The navigator calls, texts and arranges rides.
- A grant ends. We keep savings and grow partner and donor support each year.

If you are just starting. A new organization can begin before it has its own 501(c)(3) status through a fiscal sponsor: an established nonprofit that receives grants for you and passes them to your program, usually for a fee (commonly around 5% to 10% of the grant, sometimes more; ask before you agree). Another way is to start smaller: three sites, one screening kit and one audiology partner, tracked carefully. Strong results from a small start make larger grants easier to win.

Appendix Notes

Documents to attach with this proposal:

- Your IRS 501(c)(3) determination letter, or your fiscal sponsor agreement.
- Your most recent financial statements and your current year budget.
- A list of your board members and what each one does.
- Signed letters of support from each site, the area agency on aging and the audiology practices.
- Your agreements with partner audiologists.
- Your consent form and privacy policy.
- Your screening protocol reviewed by an audiologist.
- Your assistance fund policy and eligibility scale.
- Quotes for the screening equipment.
- Resumes for your Executive Director and key staff.
If you don't have any of this yet, no worries - let's continue.

The assumptions behind our numbers (change them in the Financials section to match your own):
- Grant Revenue: $164,500 in Year 1, then $158,500, $176,000, $171,000 and $168,000.
- Area Agency on Aging and Health System Partners: $26,000 in Year 1, growing to $48,000.
- Civic Clubs and Individual Donations: $22,000 in Year 1, growing to $40,000.
- Pay (a full year, per person, including payroll taxes and workers' compensation): executive director $55,000, program coordinator $46,000, outreach and screening coordinator (part-time) $24,000, second screening coordinator (part-time) $24,000 (from Year 3).
- Other yearly costs in Year 1: hearing aids and exams (paid to partner audiologists) $48,000, screening supplies and device upkeep $5,000, mileage and outreach events $6,000, audiologist consulting $8,000, administration and insurance $11,000. These grow between 4% and 6% a year.
- Equipment: $9,500 at the start, then $1,000 to $2,000 a year.
- Startup costs: $16,400, paid once from $70,000 in startup money.
- Screenings: about 900 in Year 1, growing to about 1,800 in Year 5. The program pays about $600 toward each exam and hearing aid, paid to audiologists.
- About 4% of each year's income is still owed to us at year end.
- Tax: none, as a nonprofit.
- Every dollar amount is an estimate. Replace them with your own quotes and real budget.

Startup Costs