Quick recap

The meeting began with Noelle addressing attendance and health issues while discussing ongoing billing and software challenges with HHSC, including system errors and documentation requirements for quarterly reports. The team explored various operational concerns including potential rate increases from CMBHS, changes to billing procedures, and the implementation of Senate Bill 12's consent requirements, with participants sharing different approaches to consent collection and form management. Noelle concluded by discussing platform functionality improvements and website access, emphasizing the importance of registration for better communication and resource sharing among members.

Next steps

• Leandra : Send presentation packet to Andrea to help with creating objectives for consent forms

• All participants: Touch base with business/billing staff about changes from yesterday's HHSC meeting regarding FSRs and general ledger requirements

• All participants: Register for member account on ASAPTexas.org website to access member portal

• Noelle: Add file upload feature to member portal if helpful for the group

• All participants: Document any barriers due to SB12 in quarterly reports as instructed by HHSC

  
  

Summary

Meeting Updates and Attendance Check

Noelle greeted the attendees and acknowledged that some participants were running behind schedule. She mentioned that she was experiencing a cold and asked if anyone had updates or follow-up questions from the previous meeting.

HHSC Billing and Software Challenges

The team discussed billing and software issues with HHSC, with Noelle noting that some questions about technology problems and late submissions remained unanswered. Lakeysha reported that Youth 180 had encountered system errors marking timely deliveries as overdue, but these issues were being addressed. She also mentioned that program specialists should document any SB12-related barriers in their quarterly reports to ensure proper communication with auditors.

CMBHS Rates and Travel Updates

Noelle shared that CMBHS is considering a rates increase and will conduct a study in the coming months, though leadership remains optimistic but cautious given past experiences. Jennifer inquired about the status of travel line category flexibility, which had been inadvertently locked during a 5-year contract cycle. Noelle confirmed that CMBHS has not yet addressed the travel line issue, and any changes would require a contract amendment, with current arrangements remaining unchanged for now.

Incentive Tracking and Billing Changes

Kendra raised concerns about the tracking of incentives for prevention education, noting the tedious nature of monitoring small expenses per participant and questioning the necessity of such detailed tracking given budget constraints. Jennifer informed the group about significant changes in billing procedures, specifically the elimination of FSR filings and the requirement to attach a general ledger that can be crosswalked with invoices, urging participants to consult with their business teams for clarity.

Consent Forms Implementation Challenges

The group discussed the implementation challenges of Senate Bill 12, which takes effect January 1st, particularly regarding consent forms and permission slips for student participation in presentations and activities. Leandra shared that she created pre-made permission slips for presentations and is preparing packets for counselors, while Christopher mentioned using AI tools and electronic forms for consent collection. Lakeysha noted that some districts have already removed the opt-out option and require 16-year-olds to have direct consent, predicting a decrease in participation after the holiday break. Noelle announced the creation of a member portal on the ASAP website for resource sharing, which will allow organizations to access and share consent forms and other materials.

Platform Development and Funding Updates

Noelle discussed the functionality of their platform, mentioning that file uploads and group conversations could be useful features. She also mentioned reworking the backend for better user-friendliness and providing a link for others to join the group. Abigail inquired about conversations with Dr. Laguna and HHSC regarding SB12, to which Noelle responded that they were advised to go through their program manager for questions and that HHSC is considering rate increases across the board, potentially impacting funding for their work.

Special Meeting Website Setup Discussion

Noelle clarified that the previous day's meeting was a special, not the regular monthly statewide meeting, and encouraged participants to register for the website to access member contact information and communicate more effectively. Abigail and Noelle expressed appreciation for the website setup, and Noelle assured participants that she would address any bugs and be available for questions.