Improvement Plan Meeting Checklist

 1 month out from meeting 

• Create attendee list that includes representatives from state (both Medicaid and CHIP programs) and stakeholder groups
• Send out a “Save the Date” to invitation list
• Plan a significant amount of time for this meeting/discussion – at least 2 hours, possibly 3 hours to discuss what was learned through this exercise as well as the goals of the group going forward.

 2 weeks out 

• Secure a meeting space that will accommodate all those invited
• Create and send invitation to the meeting that includes the following information (so attendees have time to review all pertinent materials prior to the discussions at the meeting):
  • Meeting Agenda (even if in draft form)
  • Completed Process Maps
  • Responses/Output report that resulted from the Interactive Online Diagnostic Assessment 
  • A summary of responses to the questionnaires that stakeholders completed 
  • Blank Improvement Plan worksheet (to be filled out as a group during the meeting)
• Give the invitees a homework assignment (within the invitation) to read all materials and come prepared to discuss their goals for improving enrollment and retention of children’s coverage programs.  
• Secure a conference call phone line to include those that cannot attend the meeting in-person

1 week out 

• Prepare name badges and tent cards for all attendees
• Assemble “folder” with all meeting materials 
• Identify the meeting facilitator and a note-taker

3 days out 

• Send out reminder email to confirmed attendees that includes: 
  • Finalized Agenda
  • Participant List 
  • Directions to the meeting and/or a call-in number 

On site - Day of meeting

• Setup conference/meeting room to encourage dialogue
• Plan an icebreaker to kick off the meeting

Post-meeting follow-up

• Celebrate a successful meeting!
• Send thank you letters/emails to participants and include:
  • The completed (even if in draft form) improvement plan worksheet that the group worked on throughout the meeting
  • A note about any follow-up or next steps