MEAC Alumni Council Meeting Summary – October 14, 2025

Date: October 14, 2025

Time: 1:30 p.m. – 2:30 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

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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

November Meeting

Staff noted that the November Alumni Council meeting will need to be rescheduled due to Veteran’s Day. Members agreed that, if possible, it would be best to align the time with the change to the monthly MEAC. Staff will follow up with members via email once a decision on the rescheduled MEAC meeting is final.

MEAC Interviews

Members were thanked for participating in the recent MEAC interviews for potential new members. Staff reported that four, possibly five new members would be joining the council in November.

New Business

Issues Identified from October MEAC Meeting

Renewal Process Discussion

Alumni members reflected on the in-depth discussion on the renewal process that occurred during the October MEAC meeting. The following points were noted:

  • Renewal Reminders: Some members receive reminder notifications while others do not. The group discussed the importance of ensuring all members are aware of this option and providing clear instructions on how to sign up.
  • Mail vs. Electronic Communications: Members were surprised to learn that individuals could choose to stop receiving mailed renewal packets and instead receive only electronic notices. They discussed recommending that critical communications, like renewal packets, always be sent in paper form. Although they expressed concerns about accessibility, particularly for people without stable housing.
  • Six-Month Renewals: Several MEAC members shared experiences of receiving six-month eligibility periods instead of the standard twelve months. Staff explained that this typically applies to individuals subject to level of care or disability requirements or those who also receive other benefit programs. Staff will investigate this further to determine whether the shorter renewal period represents a new policy or an implementation anomaly.
  • Verification Confusion: MEAC Members expressed frustration about unclear verification requests, especially for self-employed individuals. Notices often lack specificity, leading to repeated submissions of documentation. The inconsistency among county workers was identified as a potential issue to highlight in the final recommendation.
  • Confusing Notices: Staff shared an anonymized denial notice recently provided by a MEAC member that contained conflicting information; one page indicated benefit approval, while the second page showed a denial. Members supported including this example in the December presentation to illustrate real-world communication challenges.

Recommendations for December MCAC Meeting

Renewals

Members agreed that the following points should be considered for inclusion in the Renewals Process recommendation:

  • Ensuring all members receive renewal packets via mail.
  • Improving clarity and consistency in verification notices.
  • Addressing discrepancies in six-month renewal determinations.
  • Providing plain-language explanations for renewal outcomes.

Regional Accountable Entities (RAE) Education

  • Understanding Medicaid Administration: One member suggested that the scope of the recommendation be expanded to include the entire Medicaid structure. They proposed developing a clear, visual explanation of how Medicaid is administered in Colorado, covering HCPF and their contracted organizations, counties, medical application sites, case management agencies (CMAs), RAEs, managed care organizations (MCOs), etc…
  • Member and Provider Education: It was noted that Colorado’s structure can confuse both members and providers. Members agreed the recommendation should address education for both groups, with an initial focus on members.
  • Common Misunderstandings: Members shared personal experiences of confusion when first encountering the RAE system. They agreed the recommendation should highlight the need for consistent messaging across agencies and providers.
  • Proposed Structure: Members suggested framing the recommendation around “who does what”, clarifying where members should go for help with eligibility, care coordination, and provider access, etc…

Next Steps and Planning

  • November Meeting: The next meeting will be a two-hour working session focused solely on finalizing the December MCAC recommendations. If needed, the MEAC Alumni Council will also have their one-hour December meeting to prepare.
  • Preparation Materials: HCPF staff will gather information on Colorado Medicaid’s structure and will research the issue of members going through renewals every six-months.
  • Action Items: Staff will verify MCAC agenda details and presentation time allotments for the December meeting.

Wrap-Up

Staff commended the council’s progress, emphasizing that their three focus areas, renewals, RAE education, and potential future recommendations on HR 1, are strong and actionable. Members were reminded that the goal is to clearly identify problems and identify areas for potential change. Recommendations do not need to include specific implementation details.

Members were reminded that the MEAC Meeting notes will be posted on the Google site and that they should expect a follow up email regarding the November meeting.

Adjourn

Next Meeting: November meeting date TBD.