In addition, it also touched on the major issues surrounding state Medicaid plan programs, specifically:

The inability to assess standards and success among states

Even though the federal government requires states to establish quality standards for Medicaid programs and monitor quality and reporting compliance, there is practically no uniformity for these standards across the states. Shortfalls in contract requirements and data collection make it difficult to compare state-to-state data and assess whether beneficiary health has actually improved throughout the country.

Staff cuts and questions of accountability

Some states have cut back on staffing of their Medicaid offices. This not only raises concerns about the states’ ability to hold health plans accountable, but also has resulted in the federal government being criticized for failing to ensure the states properly oversee the plans.

Inconsistencies in practices

States are required to set rates, monitor contracts and enrollment practices, and oversee operational functions and compliance programs of their Medicaid plans, but how each state complies differs. This, unfortunately, leads to operational and reporting inconsistencies and prevents the ability to share and compare best practices, data and other important information.

Lack of CMS state oversight

Each state is required to audit health plans providing Medicaid services. CMS monitors that state oversight. However, CMS has been accused of having problems with such oversight, according to reports from the Department of Health and Human Services Inspector General’s office and the U.S. Government Accountability Office.

To alleviate these challenges, CMS is moving to exert more direct control and oversight of these programs, which will ultimately benefit Medicaid plans. However, preparing compliance efforts will be key. To find out how Medicaid plans can prepare for increased CMS oversight, see our previous blog post on this topic.

We excel in providing consulting and software solutions to help government-sponsored health plans significantly mitigate compliance risk. If you’d like to learn more, please contact us today.

At this stage of the game, tension is running high. By now, many health plans have likely discovered the way they were planning on creating the documents won’t work, have encountered issues with vendors, or any other number of challenges that put tasks and timelines into a tailspin.

This follow-up piece provides advice for how to push through bottlenecks, solve last-minute challenges and get compliant AEP materials out accurately and on time.

1.     Address Critical Timeline Challenges Immediately

If any tasks on your timeline are slipping, focus on addressing the critical missed deadlines as quickly as possible. If your team was having meetings once a week, now is the time to increase meeting frequency to twice a week, or as often as necessary. In addition, the marketing communications team should communicate daily, keep management abreast of the status of projects, and stay alert for possible roadblocks that may delay progress.

2.     Effectively Manage Subject Matter Experts

When working with a health plan’s internal subject matter experts (SMEs), marketing communications directors should clearly express their needs and anticipate what would be helpful for SMEs to know in advance. For example, educating SMEs on potential compliance issues that may arise while they are preparing content for the documents will help increase the likelihood that they provide usable content the first time around. Giving SMEs explicit deadlines when you request information will also ensure timelines are maintained.

3.   Keep Notes to Document the Good, Bad and Ugly

Inevitably, you will have moments during the AEP materials creation process when you have ideas for how to do things differently next year. Even though it may be difficult, try to keep notes about what’s working and what’s not working that you can reference later, with the ultimate goal being to make your life easier the next time around. After the AEP season concludes, review your notes, identify your weak spots, and consider what tools and resources – such as CodySoft – may be worthwhile to improve the AEP materials creation process for 2016.

Medicare plans must create, print and deliver AEP materials, specifically, Annual Notification of Change (ANOCs) and Evidence of Coverage (EOCs), to members by September 30. Preparing AEP materials can be a time-consuming, labor-intensive process and wrought with compliance risk.

1. Create a Comprehensive Task List and Timeline

Numerous tasks and various departments and people are involved in creating AEP materials from start to finish. Having a well-thought-out production timeline will help ensure your materials are completed on time and are compliant. Consider using a program, such as CodySoft, that allows you to assign tasks, people and deadlines to ensure streamlined project management, as this can make the job infinitely easier.

2. Use the 2015 Model Documents

Some health plans may be tempted to create their 2015 AEP materials by making updates to their 2014 templates. However, if one data point of the thousands you update is missed, your health plan is out of compliance. Using the 2015 model documents provided by CMS – which only requires a 10-day file and use approval period – is the least risky and most expeditious way to prepare your AEP materials.

3. Use a “Central Source of Truth” Data Grid for All Plan Benefit Information

Plan benefit information that must be included in members’ ANOCs, EOCs and Summary of Benefits (SB) could have variables that number in the tens of thousands. With such a large number of data elements to manage, plans must use one “central source of truth” for benefit information if they expect to meet CMS’s requirements. A tool like CodySoft will help automate this process and ensure CMS compliance.

When CMS establishes greater control and oversight of Medicaid at the state level, government-sponsored health plans will have a new set of issues to work through in order to comply with the new regulatory guidance. The good news is these new regulations will most certainly mirror those already in effect for Medicare. Therefore, mirroring best practices in Medicare compliance today will better position health plans in the future.

Based on Medicare compliance programs, Medicaid plans can expect CMS to require increased operational reporting and increased compliance within the risk management function. To best prepare for rigorous compliance changes, Medicaid plans should:

Streamline process workflow

Conformity with CMS compliance guidance requires highly efficient communication and effective collaboration between a number of operative departments throughout a health plan. Marketing communications, compliance, IT, operations and medical management will need to coordinate their functional activities and reporting in order to comply with CMS standards. An effective process workflow that keeps everything running smoothly, on-time and in compliance is critical.

Enhance project management

Health plan member communications directors have the tough job of guiding collateral through a creation cycle that includes tracking multiple versions, pushing through numerous bottlenecks, dealing with multiple subject matter experts, ensuring regulatory compliance and setting up printing and delivery. An effective project management tool specifically designed for health plans can make things infinitely simpler and ensure materials are in compliance with CMS. This will also enable easier reporting when CMS audits are required.

Improve risk management

A robust risk management function will be essential for Medicaid plans required to detect, mitigate and alleviate risk throughout an organization. An organization’s risk management tool is key to compliance management as federal and state guidance evolves at a brisk pace.