SPARTA COMMUNITY HOSPITAL DISTRICT BOARD MEETING MINUTES

Transcription

1 SPARTA COMMUNITY HOSPITAL DISTRICT BOARD MEETING MINUTES Date: June 18, 2013 Members Present: Dennis Ernsting, Nathan Lee, Chris Haury, Kay Hapke, Claudia Kerens, Alene Holloway, Vanessa Tinsley Member Absent: Gary Stephens and Leroy Trost Others Present: Joann Emge, Paul Mueller, Steve Bricker, Ruth Holloway and Debbie Pickering Meeting called to order at 7:00 p.m. by Mr. Ernsting. Item Discussion Action, Resolution, or Follow-up Recognition Mr. Ernsting recognized Steve Bricker and relayed he will retire at the end of the month. Steve was presented a plaque and gift card and the Board thanked him for all his years of service. Approval of Minutes Treasurer s Report Physician s Report Budgets Steve Bricker left the meeting at 7:10 p.m. Mr. Ernsting presented Board minutes from May 21, 2013 for review. Mr. Haury gave a summary of the Treasurer s Report. Paul Mueller summarized financials for May by saying gross revenues increased by $88,000 with net revenues decreasing by $114,000 resulting in loss of $138,971 for the month. Accounts receivable increased during the month with Medicaid payment cycle slowing down. Dr. Chung was present and stated this is his last month to serve as Chief of Staff with Dr. Coulter assuming the role beginning July 1 st. Dr. Chung informed the Board that the transition of Hospitalist and ED services to MEDS has been a positive one. Dr. Suhail was the first Hospitalist and patient comments were positive. Dr. Chung added at the last Medical Staff Executive Committee Meeting, physicians stated that the 4 th Tuesday at7:30 a.m. was the best day to hold Joint Conference Meeting and then quarterly thereafter. Paul explained that the Operating Budget was prepared with thought that inpatient revenue will increase with new ED providers so was budgeted at 12 patients per day. Outpatient revenues are projected to increase with 5% charge increase and projected 5% volumes increase. There is an expected 5% increase in ED volumes with Ms. Holloway made a motion to approve minutes with Ms. Kerens seconding. Motion Ms. Kerens moved to approve Treasurer s Report and file subject to audit. Ms. Holloway seconded. Motion

2 Budgets (Cont d) Board Education CEO Report consistent budgeted numbers for swing bed, expenditures, and fringe benefits. Professional service increased with one additional day being provided by Women s Health and insurance budgeted amount increased due to receipt of dividend checks from ICT and IPT during the current fiscal year. Paul then reviewed Capital Budget explaining that there are 2 types of requests; replacement equipment and additional equipment. Managers determine the equipment nearing end of useful life to determine replacement equipment and new equipment is that which is currently not in use. There is $1.4 million dollars budgeted for replacement with $2.6 million for additional equipment. Joann pointed out in 2013, $2.5 million was budgeted with $830,000 being expended. It was also noted that although budgets are approved, each expenditure will be brought back for Board approval. Ruth Holloway presented Performance Improvement education to the Board focusing on the Board responsibility for providing oversight for quality in the hospital. Prevailing Wage Joann shared that yearly approval is needed for the Prevailing Wage and is available for review. Expense Approval Joann relayed that the following expenditures need Board consideration: Lab service agreement cost is $12,650 for 1 year. D&O/Fiduciary/Crime/Ransom Insurance renewal Joann informed the Board that we currently have $2 million dollars in coverage and would renew at same premium of $21,401. The Board expressed interest in determining if limits should be increased. Joann said in talking with IPT, limit can be increased to $3 million for an additional premium of $3,827 and $5 million for an additional premium of $12,126. IT - Warm server Disk to disk backup system - $79,000. Joann explained that several months ago, the Board had approved a room to store a redundant server to be located at North Campus. Currently, our hospital medical records

3 CEO Report (Cont d) are backed up each evening but if the server was to go down due to some event, records would not be easily accessible. With the redundant server, switch over to those records would be almost instantaneous. - CPOE license upgrade - $13,000 with $460 monthly support. Joann explained this is for physician order entry. ICD10 Training Program - $15,000. Joann informed the Board that coding is changing and ICD10 will be mandated by October, Joann explained we want to participate in the ICAHN training program that will be presented by Stroudwater & Associates. Joann announced that savings from 340B Drug Program amounted to $16,000 for hospital and clinics. Joann informed the Board that we were awarded ICAHN Revenue Cycle Grant funds totaling $5,000. Joann added we are planning a Charge Master review to look at charges and revenue codes. Joann shared that we received $24, from the Amerinet Group purchasing share back program. Joann said that St. Elizabeth s Hospital has dropped participation from Aetna and United Healthcare may withdraw from Memorial in Belleville. We are currently marketing the area so patients know we do accept both. We are also participating in Coventry Medicare Advantage. ED/Hospitalist Service Joann explained that we are currently promoting MEDS as our new ED and Hospitalist provider to identify that providers have changed. Call Center Joann said that as part of a Six Sigma project, plans are being made for a centralized call center. More information will be shared in the future. Convenient Care

4 CEO Report (Cont d) Joann communicated that weekend hours at Convenient Care are being reviewed. We are looking at ways we can make care as easy as possible with consistent hours. Staff at Convenient Care have requested that hours be the same for Saturday, Sunday and Holidays. Executive Session Quality Ruth shared that several Plans need yearly approval and a summary of changes was included in Board packets. Corporate Bylaws Joann said that revised Corporate Bylaws were sent to Members for review. Ms. Kerens suggested adding one sentence to Board responsibilities to include Members presenting a positive attitude toward the hospital while in the public. Locum Tenens Agreement Joann shared that David Schlarman, M.D. has agreed to provide Locum Tenens coverage for surgical patients while Dr. Kugler is off. He will be paid based on number of days he provides coverage. Joann informed the Board that Accreditation News, Marketing Report and Board Report were available for review. The Board Report this month focused on Patient Satisfaction Scores. Paul Mueller left the meeting at 7:40 p.m. Ms. Kerens made a motion to go into Executive Session at 8:04 p.m. for the purpose of discussing Personnel Issues and Litigation. Mr. Lee seconded. Motion Regular Session Ruth Holloway left the meeting at 8:07 p.m. Minutes Mr. Ernsting said that Executive Session minutes from May 21, 2013, June 21, 2011, June 29, 2011, December 20, 2011, June 18, 2012, and December 18, 2012 were reviewed in Executive Session. Ms. Holloway moved to return to Regular Session at 8:28 p.m. Ms. Kerens seconded. Motion Ms. Kerens made a motion approving Executive Session minutes from May 21, Ms. Hapke seconded. Motion Ms. Kerens made a motion releasing

5 Minutes (Cont d) Committee Reports Ms. Holloway reported the Quality Council met and discussed the following issues: ED- Call backs- 100% completed in 48 hours. Call back process will be reviewed to improve contact rate. MEDS orientation has been completed. X-ray discrepancy process is under review to identify areas needing improvement. Med/Surg Heparin drip protocols were revised to meet standards. Alarm response times have improved over past quarter. Readmission information was trended for Pharmacy Standing orders that include medications were reviewed and revised and submitted copies to medical staff for approval. Surgery Medical clearance form and algorithm have been implemented in the clinics. Drills were conducted on Patient on Fire, Anaphylaxis event, and Air Embolism events. Team was developed to review Specimen Handling issues. Clinics- Perpetual reminder was implemented for patient reminder cards. An e-form was developed to document dates that wellness exams are completed. Safety Training was conducted on new ambulance radios and old radios were removed. Rehab Services- Training program has been developed for the CNA s on rehab therapy. A dedicated physical therapy staff has been identified to work with inpatients and create more consistency for the swingbed patients. Closed Record Review- D/C summary within 7 days 94%, D/C summary dictated day of discharge 94%, Grievance log 11 complaints were received during April. Complaints were investigated and addressed with patients. Finance Committee Mr. Haury relayed the Finance Committee met earlier and discussed financials, budgets, expenditures and contracts. Executive Session minutes from June 21, 2011, June 29, 2011, December 20, 2011, June 18, 2012 and December 18, Ms. Tinsley seconded. Motion On behalf of the Finance Committee, Mr. Haury moved to approve:

6 Committee Reports (Cont d) New Business Approval of Randolph County Prevailing Wage for June, Approval of Corporate Bylaws Approval of Agreements Lab service agreement at a cost of $12,650 for 1 year timeframe. D&O/Fiduciary/Crime/Ransom Insurance renewal and increase limits to $3 million for D&O coverage at a cost of $21,401 and additional premium of $3,827. Warm server Disk to disk backup system at a cost of $79,000. CPOE license upgrade - $13,000 with $460 monthly support fee. ICD10 Training Program at a cost of $15,000. Ms. Kerens seconded. On Roll Call. YEA: Tinsley, Holloway, Haury, Lee, Hapke, Kerens, Ernsting. NAY: None. ABSENT: Stephens, Trost. Motion Ms. Kerens moved to approve Prevailing Wage as presented. Ms. Hapke seconded. Motion Ms. Holloway moved to approve Corporate Bylaws with correction to Article 4 as discussed. Ms. Kerens seconded. Motion Ms. Kerens made a motion ratifying agreement with Kelly Wood, M.D. as outlined in Executive Session. Motion Ms. Hapke seconded. Motion Mr. Lee moved to approve agreement with Shanna Witges, NP-C as discussed in Executive Session. Mr. Haury seconded. Motion Mr. Lee made a motion approving agreement

7 New Business (Cont d) with Dave Schlarman, M.D. to provide Locum Tenens services. Ms. Tinsley seconded. Motion Mr. Lee moved to approve Employment Agreement with Joann Emge as discussed in Executive Session. Approval of Operating & Capital Budget Ms. Kerens moved to approve Operating & Capital Budgets as discussed. Ms. Hapke seconded. Motion On Roll Call. YEA: Tinsley, Holloway, Haury, Lee, Hapke, Kerens, Ernsting. NAY: None. ABSENT: Stephens, Trost. Motion Approval of Plans Mr. Ernsting said that Ruth had given overview of revisions made to hospital plans and asked for Board approval. Mr. Haury moved to approve: Plan for Patient Care Performance Improvement Plan Risk Management Plan Plan for Nursing Care Infection Control Plan Patient Safety Plan Ms. Kerens seconded. Motion Approval of Medical Staff Applications Mr. Lee presented the following: Applications for Appointment Jawaria Suhail, M.D. Hospitalist Henry Mattis, M.D. Consulting Christie Foster, M.D. ED & Hospitalist Ramzi Souki, M.D. - Consulting Applications for Reappointment Scott Roustio, M.D. Emergency Medicine Scott Joyner, D.O. Courtesy Mary Rudloff, M.D. Consulting Brett Prywitch, M.D. Consulting On behalf of the Credentialing Committee and based on Medical Staff approval, Mr. Lee moved to approve Applications for Appointment, Reappointment and privilege changes as presented. Ms Hapke seconded. Motion

8 Nominating Committee Adjournment Robert Panico, M.D. Consulting Jeffrey Edelman, M.D. Consulting Michael Schifano, D.O. Courtesy Michael Covlin, M.D. Courtesy Gregory King, M.D. Consulting Elisabeth Beyer-Nolen, M.D. - Courtesy Applications for Privilege Changes David Chung, M.D. delete assisting in surgery Shawn Beckemeyer, M.D. delete assisting in surgery Mr. Ernsting nominated Mr. Lee, Mr. Stephens and Mr. Haury to serve as the Nominating Committee. He asked the Committee to meet before July s meeting and present their proposed slate of officers. A motion was made by Mr. Lee to adjourn at 8:49 p.m. Ms. Holloway seconded. Motion Dennis Ernsting, Chairman Claudia Kerens, Secretary