Medical Billing and Budget Planning in the UK

Transcription

1 OPERATIONAL MANAGEMENT GROUP MINUTES OF MEETING HELD ON MONDAY 1 FEBRUARY 2010, 09:30AM, Q1.03 Present: Paul Grice (Chair) Alan Balharrie Derek Croll Henrietta Hales Ken Hughes In Attendance: Willie Heigh (item 3) Susan Mansfield (item 3) Jake Fenton (item 4) Johanna Lennon Linda Smith Mary Ann Masson (Secretary) Alli Williams Apologies were received from Colin Chisholm, Jerry Headley, Michelle Hegarty and Elizabeth Watson. Item 1: Minutes of Previous Meeting: 15 January The minutes of the meeting of 15 January were approved. Item 2: Matters Arising Statement of Intent 2. A short, additional OMG meeting would be held on Wednesday 10 February in order to discuss the statement of intent with all members of the group present. Item 3: Operational Portfolio(OMG(2010)Paper 004) 3. Willie Heigh, Projects and Best Value Manager, presented a paper providing an overview of the operational portfolio. OMG noted the individual status reports and the overall status of the portfolio and confirmed the prioritisation of the projects. 4. OMG considered four project initiation documents. Debate Recording System 5. OMG approved the PID for the Debate Recording System. 1

2 Records Management Phase 2 6. OMG approved the PID for phase 2 of the records management project. It was agreed that Susan Mansfield, the SRO, would set a target date for office records management to be standardised across the SPCB and to develop a plan to meet this target. Susan and Willie would agree a date at which to present this plan to OMG. Chamber Desk System Action: Willie Heigh/Susan Mansfield. 7. OMG agreed the PID for the Chamber Desk system. Enquiries Database 8. The enquiries database PID indicated that the project had broadened in scope since the original business case had been developed. It was agreed that Alan Balharrie would meet with Susan Mansfield, the SRO, on behalf of OMG to discuss the project objectives. A revised PID would then be submitted to OMG at the next meeting on 1 March Derek would speak to the Procurement Office with a view to it conducting a market test. Action: Alan Balharrie/Susan Mansfield/Derek Croll Item 4: Health and Safety Update (OMG(2010)Paper 005) 10. Jake Fenton, Health and Safety Adviser, delivered a presentation on health and safety statistical information followed by an update on health and safety matters across the organisation. Accidents and Near Misses 11. Reported accidents and near misses had decreased and stabilised since 2005/6 with the current year s figures set to maintain that trend. It was agreed that it would be helpful for OMG to see comparative data such as statistical trends within other similar sized organisations. This would be supplied for the next update. 12. The accident statistics highlighted the significance of slips and trips which were the most common type of accident. OMG agreed to ensure staff were reminded of the potential for such accidents and the preventative measures individuals should take such as maintaining a tidy work area and promptly reporting floor and lighting defects. 2

3 13. Jake agreed to circulate some anonymous examples of accidents which had happened on campus. Group heads would make these available for discussion during team meetings to help stimulate discussion on the topic. 14. Jake proposed that an awareness campaign would be helpful in further reducing the number of slip and trip accidents on campus. OMG asked him to work up an initial proposal. Audits and Inspections 15. OMG discussed the current system for health and safety audits and inspections. Jake agreed to meet with Andy Munro, Head of Internal Audit, Henrietta Hales, Chair of the SPCB Health and Safety Committee and Stewart Gilfillan, Assistant Clerk/Chief Executive with a view to refining the process. Driving at Work Procedure 16. Since its introduction in July 2009, the driving at work procedure had gained a steady uptake by various offices within the Parliament. 17. OMG was reminded of the importance of identifying essential drivers and ensuring that the necessary document checks and questionnaire were completed. It was agreed that group heads should remind their office heads to encourage use of the procedure. Up-skilling of DSE assessors 18. Jake updated OMG on the project to improve the skills of DSE assessors which was piloted in Official Report and SPICe. Other offices were invited to take part in the project. Group heads agreed to inform office heads to contact the Health and Safety Adviser if they were interested in participating. 3

4 Fire Safety 19. OMG noted the importance of effective communications with the Business Team during a fire evacuation on Parliament business days. Jake Fenton agreed to consult Paul Graham, Fire Safety Adviser, and agree a protocol with Ken Hughes. Item 5: Quarterly Finance Report (OMG(2010)Paper 006) 20. Derek Croll provided OMG with a summary report of financial activity and expenditure trends within the Parliament and OMG noted the importance of effective budgeting and forecasting throughout the financial year. 21. It was noted that the format of the corporate reporting portal had been improved. The Finance Office had also provided additional transaction level finance reports to assist budget managers and Finance staff would be happy to assist budget managers in how to use these. OMG welcomed these improvements and passed on its thanks to staff in the Finance Office. Group heads agreed to continue to liaise with the Finance Office on a regular basis throughout the year. 22. OMG noted that the Finance Office would begin to gather information from business areas in order to be in a position to analyse costs by activity. Prior to beginning this process, Derek would circulate for comment a high level summary of proposed activities, based on previous analysis work. Item 6: SLT Update Action: Derek Croll 23. Paul provided OMG with an overview of the items for discussion at the Strategic Leadership Team meeting scheduled for 3 February Item 7: Forward Look 24. OMG noted the forward plan and group heads agreed to alert the secretariat to any changes. 4

5 Item 8: AOB Leadership Feedback 25. On 7 December, Paul had asked group heads to collect the views of their staff and other colleagues on leadership in the organisation and feedback what they had learned at a future meeting of OMG. Group heads noted that time had been allocated for this feedback on the agenda of the 12 April meeting. Organisation Management Papers on SharePoint 26. Mary Ann confirmed that OMG, SLT and SPCB papers could now be accessed from a new SharePoint site. Office heads and team leaders nominated by group heads would have access to unrestricted OMG papers via the site. Group heads were asked to make relevant staff aware of this new facility. OMG Secretariat February