Madera County Superintendent of Schools

Statewide Local Education Consortium (LEC) Committee

The DHCS-SMAA Education Advisory Committee will represent the interests of LEAs choosing to participate in SMAA through their Regional LEC. The committee will be charged with the development of documentation outlining SMAA participation requirements. The committee will oversee the operational aspects of LEC participation in the SMAA Program and will facilitate the analysis of SMAA policies and procedures. The committee will also make policy recommendations for consideration by DHCS.

Role of the LEC Committee

The DHCS-SMAA Education Advisory Committee, otherwise known as the LEC Committee, has the following role and responsibilities:

Make recommendations to DHCS regarding SMAA program policies and procedures.
Exchange information between LECs and DHCS.
Educate LEAs in SMAA Program policy and procedures.
Assist in maintaining the integrity of the SMAA Program.

LEC Responsibilities - Compensation for the Performance of LEC Responsibilities

The SMAA is a Federal Financial Participation (FFP) program. Fifty percent (50%) of all SMAA Coordination and Claims Administration activities will be reimbursed. Allowable costs may include the salaries and benefits of the LEC staff performing the activities, applicable operating expenses, and appropriate overhead expenses.

California state statute allows the LECs to charge the participating LEAs an "administrative fee." Payments for approved SMAA claims will be made directly to the LEC. Therefore, the LEC may secure payment of this administrative fee through the retention of a percentage of the amounts forwarded to the participating LEAs. The determination of the fee charged to the participating LEAs may be based on one or more of the three (3) factors noted below.

State legislation requires that all participating LECs pay an annual participation fee to pay for a portion of the costs of the state Department of Health Care Services to administer the SMAA program. The annual fee also pays for a consultant to serve as an advocate for all participating programs and to provide statewide technical assistance. In addition, it pays for the costs of meeting and training facilities. Fees are based on actual or projected claiming amounts.

The LEC may choose to charge participating LEAs an additional percentage for the services the LEC provides on their behalf. This percentage may be based on the level of services required by the LEAs.

The LEC may choose to retain a percentage of paid claims to maintain an audit reserve. This factor does not provide compensation for the LEC. However, it protects the LEC in the event of a LEA audit exception.

Review and Coordination of Required Documents

Be actively involved in the preparation, review, and timely submission of program required documents including SMAA Claiming Plans and amendments, LEC/DHCS SMAA Contracts, Host County/LEC Agreements and Participation Fees, etc.
Ensure the processing of LEC/LEA subcontractor agreements.
Oversee the preparation and timely submittal of SMAA Invoices, ensuring that claims do not duplicate reimbursements received from other payment mechanisms.
Develop, establish, and maintain SMAA program monitoring procedures, information, and documents.

Program Policy

Ensure that SMAA policies and program requirements are clearly understood and complied with by all participating LEAs.
Actively participate in policy discussion and provide constructive input for decision-making and problem resolution through the related Work Groups. Inform the SMAA/TCM Host County Liaison of the DHCS assigned analyst of program issues requiring policy clarification or revision.

Training and Technical Assistance

Attend statewide or regional LEA SMAA training sessions conducted by the DHCS, the CDE, the SMAA/TCM Advisory Committee, or the LEA Technical Assistance Project.
Ensure that local LEA training is conducted in a timely manner to maintain compliance with SMAA policies and program requirements.
Ensure a mechanism for providing SMAA updates to both the fiscal and the program staff of the LEAs.
Identify areas of LEA training needs within the LEC region.
Inform the DHCS and LEC Committee of the need for statewide or regional training or local technical assistance.

Information Flow

Receive and review all SMAA related correspondence, including information and policy directives for the DHCS, the California Department of Education (CDE) and information from the federal government liaison Center for Medicaid Services (CMS).
Ensure that pertinent information is forwarded to affected staff/programs in a timely manner.
Maintain a roster of LEA contact persons within the region who must receive SMAA information.
Respond promptly to requests for information from DHCS, the CDE, and CMS.
Ensure that all SMAA program related correspondence directed to and sent from the LEAs is routed through the LEC.
Inform the SMAA Regional Coordinators of changes in LEC/LEA contact information.
Receive and disseminate SMAA reimbursements.