CMS Pub. 100-15, ch. 2, § 2.2.1

Meetings

(Rev. 13494; Issued: 12-23-25; Effective: 01-26-26; Implementation:01-26-26)

UPICs shall facilitate additional program management meetings with CMS and the

SMAs. The purpose of these meetings is to discuss the program’s progress, identify

issues and resolutions, and discuss the planned activities for the following month.

In the implementation phase, these meetings have various names including case

coordination meetings or executive meetings. During the Initial State Collaboration

Meeting, the partners will discuss the timing and purpose of the project management

meetings, which shall be facilitated by the UPIC.

a. Timing

The UPIC shall convene the project management meetings on an agreed

upon recurring basis, based on the availability of the COR/BFL and SMA

program lead. CMS recommends these meetings be held on a monthly

basis.

The CMS, the UPIC, and the SMA must have regularly scheduled

standing meetings to discuss ongoing issues and to make sure that all

members of the team are fully informed on all issues.

b. Agenda

The UPIC shall provide a draft agenda to the attendees prior to each

meeting. The agenda should contain, at a minimum, the following areas

for discussion:

• Status of current workload,

• Development of new Data Project Records,

• Data analytic findings,

• Administrative actions,

• State Issues/recommendations, and

• CPI Feedback/Input.

The CMS COR/BFL and the SMA program lead may provide comments

on the agenda. The UPIC shall incorporate requested changes to the

agenda and provide a final agenda prior to the meeting.

c. Meeting Location

The meetings will be held virtually via conference call or video

conference. The UPIC is encouraged to use web-based technology that

allows participants to share and view common applications, such as

PowerPoint, live during the meeting.

d. Attendees

The UPIC shall invite the following individuals to the project management

meetings or monthly collaboration meetings:

• SMA Program Integrity Director or Inspector General, or designee

• UPIC Medicaid Operations Lead or designee

• UPIC Data Analyst or Manager

• CMS COR/BFL.

The attendees may bring additional individuals to the meeting. The

attendees should inform the UPIC in advance who will be joining the

meeting.

e. Meeting Minutes

The UPIC shall be responsible for drafting the meeting minutes and be

willing to make appropriate changes as requested by either CMS or the

SMA.