MEETING MINUTES

MEETING:  WCC Steering Subcommittee

PURPOSE:  Planning

Meeting   Date

Location

Start Time

End Time

Call-In #

7/9/08

La Crosse County Care Management Organization (Vernon Room)  –

1407 Saint Andrew St.,

La Crosse

9 AM

12 N

Facilitator/Lead

Materials/Preparation Required

Jerry/Gene

Members/Attendance (x = present; italics = alternate)

Todd Bowen X

Carroll Carlson

Pamela Eitland X

Kathy Gauger X

Melissa Gilbert X

Jerry Huber X

Liz Janke X

Jeff McIntyre X

Gene Phillips X

Dean Ruppert

Ron Schmidt

Jane Schmitz X

Brent Shoup

Paula Stansbury X

Phil Wicktor X

Others Present

Tim Garrity

Maryellen Paudler

Bev Monahan

Items/Actions to Be Discussed

Time Line

Outcome/Notes

Welcome

-          Review minutes

-          La Crosse taking notes

9 – 9:05 AM

 Jerry called the meeting to order at 9:07 AM.  Prior minutes were approved.

Public Comment Period

9:05 – 9:15 AM

No public comment was provided.

MCO/County MOUs

-          Main Text (Follow-up)

-          Addendums

o        Case Record Transfers

o        HIPAA Business Agreement

9:15 – 9:45  AM

The revised version of Addendum G, the case records transfer MOU, was discussed.  The document includes an indemnification provision for original documents provided to the Western Wisconsin Cares Managed Care Organization, even though this may only apply to La Crosse County.  Counties may want to have their respective corp counsels review this language.

Addendum H, the HIPAA Business Associate Agreement, was distributed.  This document uses basic boiler plate language.  Counties should run this wording by corp counsel as well.

MOUs related to Adult Family Home certification and Adult Protective Services are in progress and should be ready for review at the next meeting.  In the meantime, more clarification is needed from the State in regard to county responsibilities in the future (e.g. AFH monitoring).

Review DHFS Info Series #5 – Transitioning from Medicaid Waiver Programs to Managed Long-Term Care 

9:45 – 10:15 AM

This item was combined with the following three for discussion purposes. 

Melissa contacted the Department of Health Services about options counseling and was told counties should have their staff watch the webcast put together on this issue.  The existing ADRCs in our region also could provide some training.  If we need further assistance, we should let DHS know.  Jackson County is willing to help Vernon County with options counseling for waiver clients.  Since the ADRCs (for those counties that don’t have them) will open two months prior to MCO implementation, long-term support units will be short-staffed if those staff move to the ADRC and may need help during the transition.

Melissa still needs to send the waiver and wait letter templates to the State for approval and will e-mail the final version to the counties to begin using.

A couple transition issues were raised during a State conference call last week.  Some counties are having problems with batch enrollments of waiver clients, and some of the problem may stem from not ensuring clients retain at least 60 days of functional and financial eligibility at the time the enrollment spreadsheet is submitted.  In addition, the MCOs that have already implemented are stressing the need to know about IMD, ICF-MR and Nursing Home relocations ahead of time for planning purposes.

In regard to residency, the intent to remain in another county appears to define whether that move is voluntary and the client becomes a resident of the new county.  This issue is important because it determines future county liability for such costs as IMD placements.  Jerry noted that each case is unique that the consortium may need to come up with its own protocol; he will draft a residency proposal for consideration at the next meeting.

A question arose regarding the way counties are paying the county contribution to the State.  Jackson County plans to cut a check and send it in December rather than taking a reduction in the Basic County Allocation from the State.  Vernon County also plans to send a check but has not determined the timing yet.  Other counties are still considering their options.

 Another question arose regarding the MCO’s relationship to Mississippi Valley Health Services.  The current MVHS by-laws would need to be amended to allow Western Wisconsin Cares t to become a member.  The WWC Board of Directors also would need to decide to join MVHS; this issue will be discussed at an upcoming Board meeting.

Review DHFS Info Series #6 –    County Residency and Transition to Managed Long-Term Care

10:15 – 10:45 AM

See above.

Review Transition Plans/ Spreadsheets

10:45 – 11:15 AM

See above.

County/MCO Transition Process and Timelines (Updated)

11:15 – 11:30 AM

See above.

Employee Transition Issues

11:30 – 11:45 AM

WWC Human Resources Director Bev Monahan provided an update on employment issues.  AFSCME Council 40 holds a meeting Monday in Black River Falls to take a straw poll on the proposed labor contract for professional and paraprofessional/ clerical staff; pending the results of that meeting, Council 40 leadership will decide whether to agree to the contract.  The transition agreement to move employees from the counties to the MCO is in the finishing stages.  This will cover issues like seniority, probation, vacation and sick leave balances, etc.  AFSCME is willing to be flexible to allow the MCO to work out separate agreements with each of the counties.  Meanwhile, Bev  needs clarification on which employees should receive job offers.

State Family Care Expansion Issue Workgroups

11:45 – 11:55 AM

DHS is forming two workgroups to study a variety of transition issues that affect counties.  Since any internal protocols developed would be trumped by statutory changes and other State directives, the consortium and the MCO should be represented in these meetings.  Pam and Jeff noted they plan to be involved in these discussions.

Wrap-Up

11:55 AM – 12 N

The next meeting is August 13.

Action Items

Resource

Action

Due Date

Melissa

Send electronic copy of the HIPAA Business Associate Agreement to Steering members to share with corp counsel

ASAP

Melissa

Send waiver and wait list letter templates to DHS for approval

ASAP

Jerry

Draft WCC residency protocol.

Next meeting