CMS Pub. 100-15, ch. 2, § 2.1.2

The UPIC shall convene separate Initial State Collaboration Meetings for each state

program and, as applicable, jurisdictional programs. These initial meetings differ from

kickoff meetings, as kickoff meetings are between CMS and the UPIC for the purposes of

discussing the new contract. The Initial State Collaboration meetings include SMAs.

a. Timing

The Initial State Collaboration Meeting shall be held no later than 30

calendar days after the beginning of the implementation phase of the

contract or after the SMA agrees to collaboration.

b. Meeting Location

The Initial State Collaboration Meeting shall be held in-person at the

SMA, if possible. If space is not available at the state agency, the meeting

shall be held at a location agreed upon between the UPIC and the SMA

program lead. In addition, if face-to-face contact is prohibited for public

health reasons, other telephonic communication, such as Zoom, may be

utilized.

c. Attendees

The UPIC Program Director, or designee, shall invite appropriate

individuals to attend the Initial State Collaboration Meeting. At a

minimum, the attendees of the initial meeting will include the following:

• State Medicaid program integrity unit lead(s),

• UPIC Medicaid Operations Lead,

• CMS CORs and BFLs, and

• CMS One PI, CPI/DASG and Office of Technical Solutions

representatives. (It is expected that the discussion at the initial

meeting will include technical issues such as connectivity;

therefore, individuals with the appropriate technical knowledge

should be included in the meeting.)

d. Meeting Agenda and Other Materials

The UPIC shall prepare all materials for the Initial State Collaboration

Meeting and provide copies to all attendees, including the JOA.

Prior to the meeting, the UPIC should prepare and distribute a meeting

agenda to all participants. The meeting agenda should, at a minimum,

include the items identified in Table 2.A. for discussion. At the

conclusion of the meeting, specific decisions regarding implementation

and operation of the program should be made.

Table 2.A: Decision/Discussion Points for the Initial State

Collaboration Meeting

Agenda

Item

Decisions/Discussion Points

Joint Operating

Agreement

• Discuss the purpose of the JOA.

• Discuss procedure for state-level review of the JOA.

• Plan a separate meeting, via conference call or in person,

between the SMA, and the UPIC to discuss each section of the

JOA that is not addressed in the Initial State Collaboration

Meeting.

Agenda

Item

Decisions/Discussion Points

Data sources • Provide an overview of the sources of Medicare and Medicaid

data.

• Clarify the state-level of access to matched data that is allowed.

• Discuss the source and structure of Medicaid data.

• Discuss documentation sharing related to data sources.

Data

connectivity

and

transmission

• Provide the options for the state to provide Medicaid data to

CMS via the UPIC.

• Make a preliminary decision on the best method for providing

Medicaid data.

• Notify the SMA on how it will request and access matched

data. The states are prohibited from provider data for Medicare

only providers.

Training and

information

sharing

• Discuss the importance of training early in the program and

provide options for initial, formal cross-training.

• Make a preliminary decision regarding the format and timing

of the cross-training.

e. Meeting Minutes

The UPIC shall submit a draft of the meeting minutes to the CMS COR,

BFL, and the SMA program lead for review and approval. The UPIC shall

submit the final meeting minutes to CMS after incorporating comments

from meeting participants. Meeting minutes should conclude “action items”

to identify deliverables that were agreed upon for the next meeting. Upon

CMS approval, the UPIC shall distribute final meeting minutes to all

meeting participants.