Tuesday, 9 October 2001 Rights and Responsibilities Committee Present: Maile Shimabukuro, Nau Kamalii, Liane Hiramoto, Gloria Samson, and Barbara Luksch 1. Purpose The meeting was organized to discuss ways to simplify the Rights and Responsibilities section of the application and renewal forms so people understand what they are signing. 2. Handouts Barbara distributed a compilation of simplified Rights and Responsibilities from other states as sample references. 3. Attorney General's Office Susan Ireland is assigned to work with Med-QUEST. Her first response is that the current Rights and Responsibilities should continue to be used. Unfortunately, the applicant does not understand the current wording and therefore does not understand what she/he is signing. The group decided we need to educate the AG's office on simplification efforts by other states that include Rights and Responsibilities that are legal and can be easily understood. Maile and Nau will meet to revise the wording. 4. Cooperation and Good Cause The current wording on Med-QUEST's application is not legal and we discussed problems with the state using other agencies to get money for Child Support Enforcement Agency. Pearl Tsuji is assisting Barbara with clarification on Med-QUEST+s current policy: all absent parent applications, including those that are child only medical only, automatically referred to CSEA unless the parent who is applying officially establishes good cause. According to Centers for Medicare and Medicaid Services (CMS), this process is against the "Dear State Medicaid Director's Letter" dated December, 2000. Tuesday, 16 October 2001 Renewal Simplification Workgroup Present: Pearl Tsuji, Florence Ashihara, Ann G. Tam Sing, and Barbara Luksch. Regrets: Beth Giesting. 1. Review of Med-QUEST's Renewal Form The form we designed and presented to Aileen Hiramatsu and Susan Chandler last month was deemed too labor intensive for the eligibility workers. Due to their increased case load they cannot fill out the form prior to its mailing and ideally need a renewal form the computer system can generate which is not currently available. Therefore, Med-QUEST designed a different form. Two workgroup members felt it was too complicated, many spaces will be left blank by the applicant, and therefore the eligibility worker will have to do follow-up work once it is received. 2. Next Steps We decided it is important to focus on our goal of eliminating unnecessary case closures and churning of applications that affect both Med-QUEST and its customers. We also want to implement a new form in the next couple months. It was decided that: a. Med-QUEST will redesign Form #4 it submitted so it is similar to Alaska's Denali KidCare Renewal Form. b. Florence will field test Form #5 at the Kona office. c. Hawaii Covering Kids outreach workers will comment on Form #5 and suggest changes. d. It will be a pale color to distinguish it from the application form. Note: due to 1931 and delinking, asset information will be required for the entire household. Barbara stated this rule is a huge barrier for child only or pregnant women only applications and should not be implemented. Thursday, 8 November 2001 Media and Public Information/Identification and Outreach Task Forces Present: Arnold Villafuerte, Jo Chang, Paul Pladera, Amy Rosenberg, Trudie China, Zach Labez, La Verne Lucero, Catherine Luthe, Laura Pennington, Lynne Waters, Sue Uyehara, Dee Helber, and Barbara Luksch 1. School-Based Outreach A major focus for all pilot projects is establishing a system for continuous referrals from public and private schools. The goal is to have all matrix spaces filled in at the end of a pilot project's three-year grant. We reviewed the outreach matrices from our Year Two report submitted to the Covering Kids national program office and discussed the following updates: * East Hawaii: La Verne is connecting with charter schools and DOE's Parent Community Networking Center (PCNC) coordinators. She conducted her first application assistant training and is compiling a private school matrix that will be completed by early December. * West Hawaii: Catherine has increased her school-based outreach and has had great success linking with the DOE's Primary School Adjustment Program coordinators. * Maui: Amy established a referral system with eleven public schools. 2. Immigrant Outreach Campaign We discussed ideas for a February/March outreach campaign to reach families of eligible children and youth. a. General Ideas * choose two or three groups for the first campaign as a pilot test * we need a telephone number for parents/guardians to call; possibly a multilingual information service * a simple flyer should be translated and distributed to our target groups; Pacific Gateway Center or Bilingual Access Line are good resources * radio stations, television stations, and newspapers often provide free message translation in exchange for purchased time/space * DOE ESL teachers can distribute information to students and parents/guardians * pilots: go to grocery stores where immigrants shop; Big Island: contact the DOE Migrant Education Office, Hawaii County Economic Opportunity Council case worker, Japanese Chamber of Commerce, and Catholic Charities Community and Immigrant Service case manager; Maui: contact Maui Economic Opportunity+s community services director. * contact the Diocesan Office of Ethnic Ministries, Chambers of Commerce, Catholic Charities Community and Immigrant Services, and Interagency Council for Immigrants and Refugees b. Specific Ethnic Group Ideas * Cambodian: contact through Jo Chang's office * Chinese: Child and Family Services; Chinese Chamber of Commerce * European: ??? * Filipino: Congress of Filipino Catholic Clubs; Filipino Chamber of Commerce; Filipino Community Center; Filipino Club of Waipahu (Visayan) * Japanese: Honolulu Japanese Chamber of Commerce * Korean: churches; Pacific Gateway Center * Laotian: Lao Buddhists Society of Hawaii * Samoan: churches, Kuhio Park Terrace representative * Tongan: St. Augustine's by the Sea * Vietnamese: Pacific Gateway Center; Child and Family Services c. Next Steps * Barbara will meet with Lynne and Laura on 28 November to draft a schedule and plan. * Trudie will fax Barbara a list of agencies and contact information. * Jo, Paul, and Zach will gather specific contact names and telephone numbers. Monday, 19 November 2001 Conference Planning Committee Present: Fay Nakamoto, Mary Rydell, Linda Colburn, Laura Pennington, Ruth Ota, Barbara Luksch, Ann G. Tam Sing, and Pearl Tsuji. Regrets: Dee Helber and Lynne Waters 1. Background Information Our third conference, Malama i na Keiki 3, will be 19 April 2002 in Honolulu for community workers directly reaching children and youth eligible for QUEST/Medicaid. The topic is "News Power: Augmenting Outreach Using Media." 2. Barriers We discussed barriers to outreach workers engaging media in their community efforts. They include: fear of the unknown, too busy, too many people will come to the event, worry about controversial questions during interviews, and lack of staff to handle the response. However, if they remain focused on program goals, these barriers should not hinder media outreach events. 3. Conference Goal Participants will use local media to optimize outreach and program event goal through increased knowledge, stronger confidence, and ability to design clear, concise, and consistent messages. 4. Survey Responses A survey was mailed in October to previous conference participants. There were 23 respondents who indicated they want to learn: * How to be an effective interviewee * How to work with news media * How to efficiently utilize media dollars (budget) * How to write an effective news release 5. Agenda a. Barbara will contact Dan Cooke, who features children on his "Good Beginnings 4 Your Keiki" weekly television segments, to be our guest speaker and instruct the audience on how to work with news media. b. Small groups will focus on the other three topics listed in #4. Lynne, Laura, and Ray will conduct the sessions and committee member facilitate. Linda will conduct this part of the agenda. c. Pearl and Ann G. are in charge of the Med-QUEST Question and Answer session (back by popular demand!). d. Sanuk activities will engage the audience in learning terminology and demonstrating the best and worst interviews. 6. Handouts * Common Media Terminology * Talking Points * Interviewee Guidelines * Worksheet for Designing a Social Marketing Campaign * Repair Strategies: Corrections and Retractions * Checklist for Sponsoring a Successful Event 7. Final Product A key component of the conference is networking, so we will solicit input for a list titled "Best Practices" that will be typed and sent to all participants. Next meeting: we will continue organizing via email. Wednesday, 21 November 2001 Application Simplification Workgroup Present: Diana Tizard, Gloria Samson, Liane Hiramoto, Jeffrey Young, and Barbara Luksch. Regrets: Melba Bantay and Ruth Ellen Lindenberg 1. Moving Forward In our effort to finally get a copy field tested, it was decided this meeting focus only on revisions legally required by rules. All other changes will be decided by eligibility workers and applicants who use the application. 2. General Information * Diana favors people friendly forms and suggested we consider only changes to help us accomplish this goal. * Barbara explained there are two lawyers, Maile Shimabukuro from Legal Aid Society and Nau Kamalii from Papa Ola Lokahi, assisting with an understandable Rights and Responsibilities (see previous meeting notes). * Susan Ireland from the Attorney General's office is leaving next month and there is no information on a replacement. * Liane informed us the Investigation Office will not allow a separate Rights and Responsibilities page for applicants to keep. They require a signed copy in the applicant+s file therefore a fifth page, noncarbon reproduction, will be part of the new application. The applicant will sign and keep one copy with the other in the permanent file. Barbara will research this requirement with Aileen Hiramatsu and Susan Chandler. * Hawaii does not have self-declaration for income and assets it is a unique system of delayed declaration. This issue will be addressed by the Process Simplification Task Force. 3. Med-QUEST Program and Policy Office+s Comments We reviewed the four-page letter from Paul Higa suggesting changes to Draft #9. We considered those that are required by Med-QUEST rules and made changes for the next draft. We noted that changes requested on our income and asset checklists should also be changed on the 1100a form because it is our information source. 4. Draft #10 Barbara showed the group a cut and paste version with suggested changes from the September 5 meeting. To revise the section requesting applicant information, we need to use the landscape (horizontal) page orientation. Draft #11 will come from the desktop publisher and will be used to field test with eligibility workers and applicants.