MEAC Alumni Council Meeting Summary – November 2025

Date: November 12, 2025

Time: 1:30 p.m. – 3:30 p.m.

Type of Meeting: Virtual

Members Present: 3 out of 3 members were present

HCPF Staff Present: Antoinette Taranto, Chief Customer Officer; Thessica Covato, Member Engagement Specialist; Cesar Zatarain, Community Liaison; Kyra Acuna, Stakeholder Engagement Advisor

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Meeting Objectives

  • Continue to build understanding and commitment for person- and family-centeredness.
  • Provide opportunities for collaboration between the Department and members with the goal of improving member experience.
  • Develop clear, actionable recommendations for the Medical Care Advisory Committee (MCAC).
  • Strengthen alumni council collaboration by preparing for the December recommendation presentation.

Disclosure of Conflict of Interest

All members confirmed no conflicts of interest.

Old Business / Announcements

Meeting Logistics

Because Veterans Day fell on the usual meeting date, the November meeting was rescheduled. Members also discussed the need for extended meeting time in December to finalize and rehearse MCAC presentations.

New Medical Care Advisory Committee (MCAC) Facilitator

Members were introduced to Kyra Acuna, the new MCAC facilitator, who joined the meeting to meet the Alumni Council members, answer process questions and discuss the December MCAC meeting.

New Business

MCAC Meeting Structure & Expectations

Staff reviewed the draft December MCAC agenda and discussed expectations for the alumni presentation. Key points included:

  • The December meeting will include approximately 55 minutes for alumni recommendations due to other onboarding topics (chair selection, bylaws review, meeting minutes approval, and mandated public meeting planning).
  • Future meetings are expected to allow 90 minutes or more for alumni-led recommendations.
  • Alumni may take the time needed to present, followed by a facilitated discussion where MCAC staff will supplement questions if needed.
  • All recommendations and discussion points will be included in the annual report to Department leadership, which then requires a formal response.

Members appreciated the clarity and emphasized the importance of knowing how leadership will interact with and act upon their recommendations.

Post-Presentation Follow-Up

Members asked about what happens after presenting recommendations:

  • Staff explained that member recommendations, committee discussion, and related context will be compiled into the MCAC annual report.
  • HCPF’s executive leadership team will review and issue a response to each recommendation in the MCAC annual report.
    Responses will be shared back with the Alumni Council.
  • Alumni may continue discussions on topics in future meetings even after they are initially presented.
  • Members expressed interest in ensuring ongoing dialogue with MCAC members, particularly understanding whether presentations were helpful, clear, and aligned with their expectations. Staff confirmed that they would incorporate a post-meeting evaluation tool to gather structured feedback and that the information will be shared.

Discussion: Determining Recommendation Priority for December

The council revisited the three major topic areas identified in prior meetings:

  1. Renewal Process Improvements
  2. Member Education on Regional Accountable Entities (RAEs)
  3. Issues Related to H.R. 1

Given limited time in December and the depth of each topic, members agreed:

  • Renewals should be the primary recommendation presented in December.
  • If time allows, a secondary topic may be introduced, but members do not expect two full discussions to fit into the allotted 55 minutes.
  • H.R. 1 will be an ongoing, multi-quarter topic, given emerging federal requirements around work reporting and redeterminations.

Detailed Review: Renewal Process Recommendation

Staff facilitated creation and review of the draft slides for the renewal recommendation, which captured themes from MEAC discussions, MEAC feedback, and recent member-submitted notices.

What Is Working:

  • Advance renewal notice (when received)
  • Prefilled forms
  • Online submission options
  • Ability to work with a person who can troubleshoot renewal issues

What Is Not Working:

  • Lengthy, unclear, and vague renewal packets
  • Conflicting dates across mailed notices and PEAK
  • Unclear or duplicative verification requests
  • County staff asking members to email sensitive documents
  • Member distrust of PEAK uploads
  • Erroneous, confusing and conflicting decision notices
  • Late arrival of mailed packets, particularly in rural areas with PO box requirements
  • Lack of county staff available for questions and help

Members reviewed examples, including a notice showing simultaneous approval and termination, and a verification checklist with unclear and redundant requests. As the council worked through the slides they made a number of refinements for clarity.

Emerging Recommendation: Member Education on Regional Accountable Entities (RAEs)

This topic is less developed than the renewal recommendation, and members agreed it will likely be presented at a later MCAC meeting.

Key Discussion Points:

  • Most members do not know what a RAE is or how it can help them.
  • Survey data showed roughly 85% of members do not know their RAE.
  • Members discussed education around the entire Medicaid structure; HCPF, county departments, application sites, case management agencies, RAEs, managed care organizations, and who does what.

Common Barriers Identified:

  • RAEs do not identify who they are or why they have member information when calling. This could be a potential opportunity for member education on the RAEs.
  • RAE materials vary widely across organizations with no statewide consistency.
  • Members often receive lists of providers rather than assistance finding providers and securing appointments.
  • Members often misunderstand which entities manage eligibility, care coordination, and provider access.

Members identified three potential focus areas:

  1. Member Onboarding
    New members should be provided with a simple explanation (or graphic) of Medicaid’s structure and who to contact for what.
  2. Standardized RAE Education
    Ensure all RAEs provide clear, consistent information to members annually. Member communications should be reviewed by the Member Experience Advisory Council (MEAC) for input.
  3. RAE Expectations & Support
    Member information should clearly and accurately set expectations for members on the level of assistance they can expect from their RAE. For example, a clear expectation for provider search support.

Next Steps and Planning

  • December Alumni Council Meeting will be extended to two hours to allow:
    • Final edits to slides
    • Rehearsal for the MCAC presentation
  • Allocation of speaking roles across the team
  •  

    Staff will incorporate quotes, data, and examples identified during the meeting.

Adjourn

Next Meeting: December 9, 2025