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DHCS’ Engagement and Participation Guide for the Medi-Cal Member Advisory Committee and Medi-Cal Voices and Vision Council Member

Last updated: October 2025

​Overview

The Engagement and Participation Guide outlines the committee and council’s background and guiding principles, roles and responsibilities, meeting facilitation and environment, and more. It serves as a roadmap for meaningful engagement between selected committee and council members and the California Department of Health Care Services (DHCS).

Rooted in equity, inclusion, and lived experience, the committee and council members  ensure that the voices of more than 14 million Medi-Cal members are heard, respected, and reflected in the policies and programs that impact their health and well-being. This guide helps committee and council members understand their roles, navigate meetings, and contribute to a collaborative, person-centered advisory process. 

The Centers for Medicare & Medicaid Services (CMS) requires each state to operate two advisory groups to inform the design and implementation of the Medicaid program. 

  • The Medi-Cal Member Advisory Committee (MMAC) fulfills the requirement of a member-only advisory group that provides direct insights based on their personal experiences. 
  • The Medi-Cal Voices and Vision Council (Voices and Vision Council) is a cross-sectional stakeholder group that meets to discuss topics raised by the member advisory group and make recommendations to the Department. 

Together, these groups ensure that Medi-Cal members have a meaningful role in shaping the program and advancing equitable access to quality care.

Background and Guiding Principles

T​he advisory groups  were created to ensure that Medi-Cal members' lived experiences are not only heard but valued and acted upon in the development and implementation of state Medi-Cal program. Committee and council member’s perspectives can lead to more equitable, effective, and person-centered policies.

The committee and council member demographics reflect the diversity of California’s communities and support the Department’s broader goals of equity, dignity, and improved health outcomes for all, as outlined in the DHCS Comprehensive Quality Strategy​.

The MMAC and Voices and Vision Council are grounded in principles that elevate community voices, promote collaboration, and foster a safe and inclusive space for sharing. Trust-building is prioritized through conversation-based, accessible meetings. The committee and council operate in a respectful, trauma-informed, and welcoming way. Art, storytelling, healing practices, and peer learning are also used as tools to deepen connection and meaningfully engage across diverse identities and experiences.

Committee and council members share how Medi-Cal programs and services affect families and their communities. They discuss what is working, what is not, and provide insights to help inform program improvements. While the advisory groups do not make final decisions, the feedback helps DHCS understand how policies and changes affect Medi-Cal members and their families and administrators.

Roles and Responsibilities

Committee and council members: 

  • ​Are expected to attend all quarterly meetings.
  • Engage in thoughtful dialogue with DHCS and one another by sharing their perspectives based on direct experience with the Medi-Cal program or anecdotal stories from friends and family, and community members. 
  • Help shape recommendations on key Medi-Cal priorities, such as access to care, quality of services, equity, and system navigation. 
  • As needed, participate in check-in meeting agenda development and meeting preparation.
  • Review meeting materials in advance of meetings.

DHCS team (including the Director, State Medi-Cal Director, members of the directorate, and deputy directors from the DHCS health program team): 

  • ​Attend all meetings, especially those that inform the work of their division.
  • Create a supportive environment where committee and councilmembers can participate meaningfully, by providing logistical support and inclusive meeting facilitation.
  • Ensure accessibility accommodations are met, including communicating with members in their preferred format and language and providing materials well in advance. 
  • Offer individual and group preparation sessions, answer questions, and checks in with committee and council members. 
  • Ensure that all requirements are upheld according to our principles of trust and cross-collaboration to enhance program integrity. 
  • DHCS will strive to publish meeting dates 6 months in advance.  
  • Designated DHCS staff liaison will continue to support members between meetings. 

For more information, review the MMAC bylaws and Medi-Cal Voices and Vision Council bylaws​.

​Meeting Facilitation and Environment

Committee and council meetings are designed to foster mutual respect and safety, promote inclusive dialogue, with every participant encouraged to share their perspectives in their own time and way. Meetings are structured conversations around committee and council member-informed discussion topics rather than formal presentations from DHCS. The facilitation approach is trauma-informed and person-centered, beginning with wellness check-ins and centering member voices throughout. 

Community Norms and Language Justice

At all times, committee and council members are given the space to participate equally. A set of community norms and language justice principles guides our collaboration.

Community Norms

  • ​Embrace an honest, brave, and kind space.
  • Choose collaboration.
  • Everyone participates, no one dominates.
  • Acknowledge and respect differing views, opinions, and experiences. 
  • Practice active listening. Don’t interrupt or assume; ask for clarification.
  • Avoid acronyms, and if we have acronyms and program names, we will explain the acronym or program before having a conversation as a group. 
  • There are no ”stupid questions.” We all have different levels of understanding and different perspectives.
  • Speak your truth, without blame or judgement.
  • Attack the problem, not the person – no blame game.
  • Be intrigued by the differences you hear.
  • Check egos and titles at the door.
  • Please share what you need in order to feel comfortable and welcomed here.
  • Support each other and learn together as we go. 
  • Stay on task, no side conversations.
  • What happens here, stays here. What’s learned here leaves here.
  • Identify pending issues and agreements at the end of the meeting.
  • Identify actions that result from decisions.

Language Justice:

Language justice means that everyone has the right to communicate in the language they feel comfortable speaking. Medi-Cal serves over 14 million members, representing at least 19 languages. 

Committee meetings serve every member equally and invite everyone to cross-collaborate and learn about the unique experiences that each member brings. DHCS provides free language services, including qualified interpreters and translated materials, to ensure full participation.

  • Accessibility: Meetings are designed to be accessible for non-English speakers and people with disabilities. DHCS is committed to ensuring that all information, resources, and technologies are fully accessible. All attendees are expected to speak slowly and follow accessibility best practices so that everyone can fully participate and understand the discussion.

Meeting Participation, Tracker, and Report

​Before the Meeting

This is a collaborative process. DHCS is committed to gathering input on topics that matter most to the advisory groups and will make a meaningful impact. Agendas will be co-designed by identifying timely and relevant topics that align with the goals of both the committee and council. DHCS will consult with the Chairpersons, committee, and council members to help shape the direction. The Department will finalize the agenda and share it ahead of time, so the advisory groups know what to expect and can come prepared. 

  • ​Agenda development: Chairpersons, committee and council members are invited to submit topics for meetings, and DHCS will work to choose topic(s) and decide how much time to spend on each one. 
  • Preparation: DHCS will strive to share the agenda and meeting materials (in the appropriate language of the member) at least two weeks before the meeting. Committee and council members and DHCS representatives should read all materials, such as the agenda and presentation, ahead of time and be ready to join the discussion. Committee and council members can prepare to attend meetings by developing real examples to contribute to the topics being covered during the meeting. 
  • Logistics: DHCS will make sure everyone has what they need to join the meeting, including equipment, training or interpretation services. 

​During the Meeting

  • ​​Time Management: DHCS will respect everyone's time by beginning and ending meetings on time and ensuring all agenda items are covered during the amount of time they are given. 
    • For the day of the meeting, if you anticipate needing technical support, arrive 15 minutes early to address any technical issues.
  • Welcoming space: DHCS, committee and council members will support a safe space where people feel comfortable sharing their ideas, and everyone understands and respects the language justice and community norms. 
  • Stay on topic: DHCS, committee, and council members will stay focused so the group can meaningfully engage about the agenda topics.
  • Be a good listener: DHCS, committee, and council members will pay attention to speakers, ask clarifying questions, and show respect for different perspectives.
  • Be present: Turn on your camera, mute when not speaking, and step away for urgent calls. 
    • ​If you must have an urgent outside conversation, leave the meeting to do so in order not to distract others.

After the Meeting

  • ​Follow-up: DHCS will share meeting minutes, action items, and any decisions made during the meeting with everyone who participated. DHCS will make sure that action items are completed and progress is shared. Meeting minutes will be posted as soon as available, and within 30 days. 
  • Evaluation: DHCS will ask for feedback to help keep meetings strong and make improvements as needed.

Public Issue Tracker

  • ​DHCS​ will keep a feedback tracker that will be posted on the DHCS website.
  • DHCS will add recommendations from both the MMAC and the Voices and Vision Council discussions to a public-facing issue tracker.  

Report

  • ​DHCS will publish an annual report of the MMAC and Voices and Vision Council activities, topics, recommendations, and DHCS’ responses to recommendations, due by July 9, 2026, and every year thereafter.

​Guide Review and Changes

D​HCS’ Engagement and Participation Guide for the Medi-Cal Member Advisory Committee (MMAC) and Medi-Cal Voices and Vision Council Members will be reviewed every two years in collaboration with committee and council members and DHCS. Committee and council members, staff, or other stakeholders may suggest changes. Any changes will be shared with the committee and council and adopted by consensus. This review process ensures the Engagement and Participation Guide continues to reflect the evolving needs of the Medi-Cal members and the goals of the advisory groups.​

Last modified date: 10/31/2025 4:03 PM