Ms. Vickie Bourne, Office of Transportation Delivery (OTD) opened the meeting and introduced Cecilia Perry (C.C.) as the new Human Service Transportation Delivery (HSTD) Branch Manager.

Ms. Perry took a vocal roll call of members. The Sign-in Sheet was passed around the table for members to record their presence.

Approval of November 04 CTAC meeting minutes: Tony DeName made motion, Jan Howell sceonded. Motion passed. Approval of January 05 CTAC meeting minutes: Tony DeName made motion, Jan Howell seconded. Motion passed.

Kerry Conlee reported there were still difficulties in the Foster Parent Private Auto Provider Application Process. He said that Regions 10 and 6 are still experiencing minimal amount of problems with the process. Mr. Conlee stated that Region 8 contacts him with questions, mainly due to documentation being untimely. He explained that this could be more of a Department of Medicaid Services (DMS) problem. However, he also stated that the process is working which was the ultimate goal. Mr. Conlee reported that some regions, such as Regions 5, 13, and 15, on occasions, receive documents first, instead of the documents going straight to the regional liaison. Kerry will discuss issues with Jennifer Moore at DMS.

• Per Jan Howell, fiscal agent contract (currently Unisys) should be awarded next month or so.

• C.C. Perry announced that the RFP Vendor Conference would be held at 1:00 P.M. this afternoon. She reported that written inquires were due February 8, 2005. She also stated that responses to vendor questions are due February 22, 2005.

• Support for Community Living (SCL) meeting update: Sue Jeffers met with DMS and OTD staff about SCL recipients continuing to increase in numbers without experiencing the increase in transportation funding. DMS promised to research the issue. Kerry Conlee explained there might be possible changes coming with SCLs and Adult Day Cares (ADCs) waiver populations.

• C.C. Perry reported that the encounter data is up to date. Congratulations to Region 12 (RTEC), for an error free report for November. She said that OTD planned to mail out correspondence regarding resubmittals in the up coming weeks. Vickie Bourne stated there was a technical problem associated with the encounter data. She said that the initial problem involves when an agency transports their own clients after meeting their rate for the day, the "claim amount" field is marked zero (0) for payment, and the system considers the information an error. Kerry Conlee informed the group that a Document Change Request (DCR) has been submitted in an effort to address and correct the problems soon.

• There were no updates regarding adjustments pending FY04.

• CTAC voting members: Jan Howell made a motion to delete Mr. Sherman Bowman as a voting member. Tony DeName seconded. Motion was passed. Currently, the voting members are as follows:

• C.C. Perry reported that a number of denial letters have been returned to OTD. She said that since February 1, thirty (30) letters have been returned preventing recipients from being notified of their denial and associated appeal rights. OTD staff will start sending out notices to brokers informing them of denial letters being returned. The notification is simply is to inform the broker that a new address has been found and the denial letter has been re-mailed to that particular address. Shirley Cummins (Region 12 - RTEC) mentioned the possibility of notifying waiver facilities of denials. Per Jan Howell, this would probably be a violation of HIPAA if the facility were not a legal guardian.

• Urgent Care Definition: C.C. Perry reported that there have been many questions concerning the true definition of Urgent Care. She said that it appears that the definition has been misused at times and has been miscommunicated among transportation services over time. Jan Howell stated DMS would supply written clarification of the Urgent Care definition to OTD so that the service can be used consistently.

• C.C. Perry thanked everyone for participating in the CTAC meeting and informed the group that OTD planned on posting CTAC minutes on their website.

• C.C. Perry stated that OTD would be updating their regulations in the future and will keep brokers posted of potential changes and/or modifications.

• Sue Jeffers (Region 8) talked briefly about a situation occurring in her area regarding vehicles in the household. She asked for clarification of the phrase "in the household". Region 8 also shared that they are having difficulty picking up a client due to several factors: a one-lane gravel roadway; and the roadway having no turn-around area for the bus; and a recipient’s family member unwillingness to cooperate. Kerry Conlee explained that brokers are only required to make reasonable efforts when trying to transport recipients. Jan Howell stated that Medicaid’s main goal is that recipient’s be served.

Tony DeName made a motion to adjourn. C.C. seconded. Motion passed. February 15, 2005 CTAC meeting adjourned.