Medicaid Renewals Playbook

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Ex Parte Workshops

Mural

This Mural is an example that can be used for leading ex parte workshops.

Ex Parte Workshop #1

When: Usually Wednesday of the on-site.

Who: The civic technology team, state staff, and vendors.

This workshop typically lasts 90 minutes, and is focused on getting policy and prioritization alignment on ex parte opportunities.

Run of Show

Prior to the Workshop

Populate the Mural with opportunities identified during ex parte data analysis. Order these by potential impact; which opportunities will result in the most amount of people moving through the ex parte process?

Include the following for each opportunity:

• The overview of what the opportunity is.
• The number of people (or cases) impacted.
• The potential ex parte rate.
• Data from the vendor team used to identify the opportunity.
• Screenshots or policy related to the opportunity.

Workshop

For each opportunity identified:

• Go over the opportunity with the group.
• Ask the state if they feel comfortable with engaging this opportunity.
  • What’s the history around the current state of things?
  • Are there policy considerations that we need to be aware of?
  • Do we feel comfortable making a change here? To what extent?

Try not to stray too far into implementation details just yet. It may be useful for vendors to add to the conversation, but we should still be in opportunity analysis, not yet solutioning. The vendors who have the subject matter expertise will likely not have much public speaking experience: be prepared to manage time closely, to keep things focused, and to make sure the non-technical staff understand any implications.

If there are action items or data pulls that need to be performed, capture them and assign owners.

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Ex Parte Workshop #2

When: Usually Thursday of the on-site.

Who: The civic technology team, state staff, and vendors.

This workshop typically lasts 90 minutes, and is focused on determining implementation details for potential solutions.

Run of Show

Prior to the Workshop

Populate the Mural with any additional information gained after the first workshop. Add recommended solutions: these should be things like “use income data for the population impacted by X” or “stop excluding population Y from ex parte”.

Workshop

For each opportunity identified:

• Confirm with the state: is this an opportunity we feel comfortable engaging?
• Discuss implementation:
  • For each recommended solution, what is the estimated level of effort for a fix? Press for specifics like a number of weeks; do not settle for vague metrics like t-shirt size. If the vendor team needs time to estimate, ask how long estimation will take.
  • Once a timeline is given, identify ways in which it can be improved. Is there testing we can reduce? Is there an emergency deployment process we can leverage?
• Once implementation details feel relatively settled, capture them in the Mural. If there are additional action items, capture those as well.