Palomar Health Board of Directors Community Relations Committee Members -- **Voting Member

Transcription

1 Posted on Thursday April 27, 2017 PLEASE TURN OFF OR SILENCE YOUR CELL PHONE UPON ENTERING THE MEETING ROOM AGENDA Palomar Health Board of Directors Community Relations Committee Meeting Wednesday, May 3, 2017 Please Note New Meeting Time 4:00 p.m. Palomar Medical Center Escondido Raymond Family Conference Room, 2 nd Floor 2185 Citracado Parkway, Escondido CA Time Form A Page Target CALL TO ORDER 4:00 Public Comments : Information Item(s) * Approval: Palomar Health Board of Directors Community Relations Committee Meeting Minutes- April 5, 2017 (ADD A Pp. 7-21) 2 3 4:17 *Approval: Review of the Media Relations Policy Lucidoc Policy #21789 (ADD B Pp ) 5 4 4:22 Informational: Debby Clark, Director of Marketing and Pia Mangini, Digital Marketing Manager Digital Marketing Overview (ADD C Pp ) :52 Update: Jean Larsen, Vice President Philanthropy, Foundation Verbal Update of Foundation :02 Public Comments na 5:17 ADJOURNMENT Palomar Health Board of Directors Community Relations Committee Members -- **Voting Member **Doug Moir, MD, Chair **Jerry Kaufman, PTMA **Ray McCune, RN **Robert Hemker, President & CEO **Kirk Effinger, PHF Board Member **Alternate: Dara Czerwonka, MSW Della Shaw, EVP Strategy Jean Larsen, Foundation Philanthropy Officer Fran Waller, Director Community Engagement & Volunteer Development Debby Clark, Director Marketing Maria Sudak, RN Representative Paul Patterson, Patient Family Advisory Council NOTE: If you have a disability, please notify us by calling hours prior to the event so that we may provide reasonable accommodations Asterisks indicate anticipated action. Action is not limited to those designated items. 1 5 minutes allowed per speaker with a cumulative total of 15 minutes per group. For further details & policy, see Request for Public Comment notices available in meeting room. 1

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3 Minutes Palomar Health Board of Directors Community Relations Committee Wednesday, April 5, 2017 TO: Palomar Health Board of Directors Community Relations Committee MEETING DATE: Wednesday, May 3, 2017 FROM: BY: BACKGROUND: BUDGET IMPACT: STAFF RECOMMENDATION: Laurie Thompson, Assistant Della K. Shaw, Executive Vice President - Strategy The minutes of the Board of Directors Community Relations Committee meeting held on Wednesday, April 5, 2017, are respectfully submitted for approval (Addendum A). None Staff recommends approval of the April 5, 2017, Palomar Health Board of Directors Community Relations Committee meeting minutes. Committee Questions: COMMITTEE RECOMMENDATION: Motion: Individual Action: Information: Required Time: 3

4 Review of Media Relations Policy (Lucidoc # 21789) TO: Palomar Health Board of Directors Community Relations Committee MEETING DATE: Wednesday, April 5, 2017 FROM: BY: BACKGROUND: BUDGET IMPACT: STAFF RECOMMENDATION: Laurie Thompson, Assistant Della K. Shaw, Executive Vice President - Strategy Palomar Health Media Relations policy is to ensure that accurate, complete and consistent information is provided to the constituencies of Palomar Health via the news media in a responsive manner. None Requires formal review and approval every three years. Last approved by Full Board on 06/29/12. Committee Questions: COMMITTEE RECOMMENDATION: Motion: Individual Action: Information: Required Time: 4

5 Digital Marketing Overview Debby Clark, Marketing Director Pia Mangini, Digital Marketing Manager, TO: Palomar Health Board of Directors Community Relations Committee MEETING DATE: Wednesday, April 5, 2017 FROM: BY: BACKGROUND: BUDGET IMPACT: Laurie Thompson, Assistant Della K. Shaw, Executive Vice President - Strategy The Palomar Health Digital Marketing team manages palomarhealth.org, our Wellness Blog and Wellness Newsletter, all social media platforms, digital advertising and online reputation management. None STAFF RECOMMENDATION: Committee Questions: COMMITTEE RECOMMENDATION: Motion: Individual Action: Information: Required Time: 5

6 Verbal Update Jean Larsen, Vice President Philanthropy, Foundation TO: Palomar Health Board of Directors Community Relations Committee MEETING DATE: Wednesday, May 5, 2017 FROM: BY: BACKGROUND: BUDGET IMPACT: Laurie Thompson, Assistant Della K. Shaw, Executive Vice President - Strategy Jean Larson to give us a verbal update on Foundation giving. None STAFF RECOMMENDATION: Committee Questions: COMMITTEE RECOMMENDATION: Motion: Individual Action: Information: Required Time: 6

7 ADDENDUM A 7

8 BOARD OF DIRECTORS COMMUNITY RELATIONS COMMITTEE ATTENDANCE ROSTER MEETING DATES: MEMBERS 3/1/17 4/5/17 5/3/17 6/7/17 7/5/17 8/2/17 9/6/17 10/4/17 11/1/17 12/6/2017 Chair, Doug Moir, MD X X Director, Jerry Kaufman, PTMA X X Director, Ray McCune, RN E X Robert Hemker, President and CEO X E Kirk Effinger, PHF Board Member X X Director, Dara Czerwonka (Alternate) - - STAFF ATTENDEES January 4, 2017 Cancelled February 1, 2017 Cancelled Della K. Shaw, Executie Vice President, Strategy X X Jean Larsen, President & Chief Philanthropic Officer, Palomar Health Foundation X E Debby Clark, Director, Marketing E X Fran Waller, Director, Community Engagement and Volunteer Development E X Maria Sudak, RN Representative X X Jim Lyon, Patient & Family Advisory Council X X Paul Patterson, Patient & Family Adv.Council X Laurie Thompson Board Committee Assistant X X INVITED GUESTS See Text of Minutes for Names of Guest Presenters 8

9 BOARD OF DIRECTORS COMMUNITY RELATIONS COMMITTEE MEETING MINUTES WEDNESDAY, APRIL 5, 2017 AGENDA ITEM CONCLUSION/ACTION FOLLOW UP / RESPONSIBLE PARTY FINAL? DISCUSSION CALL TO ORDER The meeting held in the Palomar Medical Center Raymond Family Conference Center, 2185 Citracado Parkway, Escondido, CA was called to order at 4:00 p.m. by Director Jerry Kaufman. ESTABLISHMENT OF QUORUM Quorum comprised of Directors Doug Moir, MD, Jerry Kaufman, Ray McCune and PHF Board Members Kirk Effinger and Paul Patterson. Excused Absences: President & CEO Bob Hemker NOTICE OF MEETING Notice of Meeting was posted at Palomar Health s Administrative Office. The meeting notice was also posted with the full agenda packet on the Palomar Health website on Thursday, March 30, 2017 which is consistent with legal requirements. Notice of that posting was also made via to the Board of Directors and staff. PUBLIC COMMENTS There were no public comments. * INFORMATION ITEMS 1. *Minutes: Board of Directors Community Relations Committee Meeting Wednesday, March 1, 2017 No Discussion MOTION: By Director Kaufman, seconded by Director McCune and carried to recommend approval of the Minutes from the Wednesday, March 1, 2017 meeting. All in favor. None opposed. N/A Y 2. Presentation: Community Engagement, Fran Waller, Director of Community Engagement & Volunteer Development and John Van Cleef, MA, Manager for Community Development & Spiritual Care 04/05/17 Board of Directors Community Relations Committee Minutes

10 BOARD OF DIRECTORS COMMUNITY RELATIONS COMMITTEE MEETING MINUTES WEDNESDAY, APRIL 5, 2017 AGENDA ITEM CONCLUSION/ACTION FOLLOW UP / RESPONSIBLE PARTY FINAL? DISCUSSION Utilizing the PowerPoint presentation from the information packet, Fran and John updated the Committee on the Community Outreach outcomes, experiences and forward direction of the Community Action Council. These include projects such as Backyard Produce Project, Running Clubs, Healthy Kids the Y, and Cyber Seniors to name a few. N/A N/A Y 3. Sonia Lopez, Annual Support Manager of the Palomar Health Foundation Sonia provided a verbal update from the Palomar Health Foundation. Below are some of the topics she shared on: N/A N/A Y PMC Escondido Emergency Department POD D fundraising effort Forensic Health Services April activities Golf Tournament May activities Feasibility Study May endeavor Additional Item: Letter distributed to the Committee from Tina Pope, District Manager, Service Excellence A letter was distributed to the Committee from Tina Pope, Service Excellence District Manager, to inform them that Jim Lyon, Patient and Family Advisor Member on the Community Relations Committee, will be moving over to the Board Quality Review Committee. Paul Patterson will replace Jim as Patient and Family Advisor Member on the Board Community Relations Committee. PUBLIC COMMENTS There were no public comments. FINAL ADJOURNMENT Meeting adjourned by Committee Chair Doug Moir, MD at 5:01 p.m. COMMITTEE CHAIR Doug Moir, MD SIGNATURES: COMMITTEE SECRETARY Laurie Thompson 03/01/17 Board of Directors Community Relations Committee Meeting Minutes 10

11 Passion. People. Purpose. TM Community Engagement Fran Waller, Director of Community Engagement & Volunteer Development John Van Cleef, MA Manager for Community Development & Spiritual Care Co-Chair, Bioethics Committee

12 Since 1992, Palomar Health has supported 5 Community Action Councils (CACs) Escondido Julian Ramona Warner Springs Pala Pauma Valley Center Poway Rancho Bernardo Rancho Peñasquitos San Marcos Initiatives Focus On: Behavioral Health Cardiovascular Health Diabetes Obesity Social Determinants of Health 12 2

13 Backyard Produce Project Gardens Tree Picking Donations 177,150 pounds of food has been collected for families in need since its inception in

14 Childhood Obesity & Diabetes 1,000 kids screened annually for Body Mass Index (BMI) and blood glucose Parents of at-risk students are connected with resources 14 4

15 Running Clubs 7,000 children a year participate 15 elementary schools 12 years and running 15 5

16 Healthy Kids The Y 300< Adults & Children Learning About Wellness in a Community Setting 16 6

17 Cyber Seniors 26 Del Lago Scholars & Active Older Adults 6 Week Internship Del Lago Resources 2 hour 1:1 Instruction Diversity & Inclusion Life-Long Friendships 17 7

18 Looking Toward the Future Top Health Needs Top Social Determinants Strategic Planning 18 8

19 19 9

20 April 5, 2017 Sonia Lopez, Annual Support Manager, will provide a verbal update for the Palomar Health Foundation Board on the following: PMC Escondido Emergency Department POD D fundraising effort to date Forensic Health Services April activities Golf Tournament May activities Feasibility Study May endeavor 20

21 April 4, 2017 Good Afternoon, This serves to inform you that Jim Lyon, our Patient and Family Advisor Member on the Community Relations Committee, will be moving over to the BQRC. We will be asking Paul Patterson to step into Jim s seat on your committee and we are recommending that Jim attend a few times with Paul to acclimate and make comfortable. Paul understands this is a non-voting position. I want you to know that Dr. Kolins and I as well as the current PFAC leadership, carefully selected this member for you and I believe he will be an excellent fit. His seat on your committee is a 2 year assignment. You will like Paul he is a great member of our team and he will do well in this role. His professional career is in Quality Assurance and he has been a member of our PFAC for over a year. He has served on various committees including Coordinating Council at PMC Escondido, Traffic and Parking Committee, and several others he was willing to join for us. He is the star of the Very Impressed Patient Video and shared his Patient Experience with the nurses last year for Nurses week presentations. He is knowledgeable about us, our leaders, our strategy and mission. I know you will welcome Paul as warmly as you welcomed Jim when he joined your committee. Best regards, Tina Pope District Manager, Service Excellence Patient Experience 456 E. Grand Ave., Ste. 207 Escondido, CA o f PalomarHealth.org A California Healthcare District 21

22 ADDENDUM B 22

23 4/21/2017 Policy Media Relations Official (Rev: 3) Source: Administrative Board of Directors Applies to Facilities: All Palomar Health Facilities Applies to Departments: All Departments Differences between version 3 and 4. I. PURPOSE: To ensure that accurate, complete and consistent information is provided to the constituencies of Palomar Health ("Palomar") via the news media in a responsive manner. As a public entity, Palomar has an obligation, as well as a desire, to communicate with the public it serves. Health carehealthcare is a major issue in today'stoday's society, and much of what people know about health carehealthcare comes via the news media. Therefore, it is in everyone'severyone's best interest for Palomar to be proactive and to adopt a policy of cooperation with the news media. II. DEFINITIONS: For purposes of this policy, the term policy shall mean a Board approved statement that provides broad strategic direction and/or a governing mandate for Palomar, enabling the development of procedures, as defined and provided for elsewhere. III. TEXT / STANDARDS OF PRACTICE: A. Board of Directors 1. The Board Chair will serve as the primary source of information regarding the Board of Directors but may, in his/her absence or unavailability, designate other Board members or Palomar administrators to speak on behalf of the boardboard. 2. Board members speaking to the media and public are not considered to be the official spokesperson for the Palomar Health Board unless specifically authorized by the Board Chair or Board of directorsdirectors to act in that capacity. 3. Board members are encouraged to contact the Marketing Department designee before speaking to the news media to ascertain the nature of the media query, what prompted the query, the most recent relevant information, and other possible responses by District representatives or Board members. A media relations person will be available at all times to assist in this process. 4. In the interest of unity, Board members should not initiate public criticism of majority positions adopted by the Board. B. Palomar Health Facilities 1. All information regarding the hospitals or the District must be cleared and coordinated by the Marketing Department, prior to dissemination to the news media. 2. Only the spokesperson(s) identified by the Marketing Department is authorized to provide information to the media. 3. All Patient Condition Reports shall be given out in accordance with HIPAA guidelines for Release of Patient Information. 4. All requests received from the media shall be immediately referred to the Marketing Department. 5. The proper response to the media, including determining the best spokesperson(s) and appropriate information to be released, w1llwill be determined by the Marketing departmentdepartment. 6. All District personnel, including senior management, are asked to cooperate with the Marketing Department, comply fully with this policy and respond quickly when asked for information. 7. When District personnel, including senior management, are directly contacted by the media, they should, if possible, contact the Marketing Department prior to answering any questions to determine any evolving issues or new information that may be pertinent, prior to being interviewed. 8. The Marketing departmentdepartment will inform senior management, the Board Chairman and other affected staff of news media contacts and coverage. 9. Anyone is encouraged to contact the Marketing Department at any time for assistance or additional information. 10. It is recommended that any letters written by Board Membersmembers be submitted to the Marketing Department for information and review for accuracy. 11. Media Relations will consult with Palomar General Counsel to ensure all legal issues have been addressed prior to communicating with the media. C. Medical Staff 23 1/2

24 4/21/ If a medical staff member is contacted regarding a matter relating solely to his or her private medical practice or area of expertise, he or she is free to respond as an individual. However, he or she is requested to notify the Marketing Department in such instances. D. This policy will be reviewed and updated as required or at least every three years. IV. ADDENDUM: V. PUBLICATION HISTORY: Revision Number 3 (this version) Effective Date Document Owner at Publication 06/29/2012 Mark Neu, Vice Pres Comp Audit and Legal Version Notes To incorporate changes approved by the June 19, 2012, Governance Committee meeting[owner changed from Sarti, Janine to Hemker, Bob by Avila, Julie on 04 JAN 2016] [Owner changed from Hemker, Bob to Neu, Mark by Avila, Julie on 14 FEB 2017] 2 (Changes) 05/20/2009 Michele L. Gilmore, Executive Assistant Change in signators also deleted duplicate section V & VI. mlg (Changes) 02/04/2005 James Neal, Director of Corporate Integrity Original Document Date: 8/95 <br>reviewed: 4/97; 2/05 <br>revision Number: 1 Dated: 2/4/05 <br>document Owner: Michael Covert <br>authorized Promulgating Officers: Marcelo R. Revera, Chairman<br> [Reviewed on 6/14/2006 by James Neal: Extended review to 6/13/2009] Authorized Signer(s): ( 06/29/ :38AM PST ) Ted Kleiter, Chairman, Board of Directors Reviewers Lakotish, Valeria VI. REFERENCES: Reference Type Title Notes Paper copies of this document may not be current and should not be relied on for official purposes. The current version is in Lucidoc at gw.pl?ref=pphealth:21789$3&ref2=pphealth:21789$ /2

25 4/26/2017 Policy Media Relations In preparation (Rev: 4) Source: Administrative Board of Directors Applies to Facilities: All Palomar Health Facilities Applies to Departments: All Departments I. PURPOSE: To ensure that accurate, complete and consistent information is provided to the constituencies of Palomar Health ("Palomar") via the news media in a responsive manner. As a public entity, Palomar has an obligation, as well as a desire, to communicate with the public it serves. Healthcare is a major issue in today's society, and much of what people know about healthcare comes via the news media. Therefore, it is in everyone's best interest for Palomar to be proactive and to adopt a policy of cooperation with the news media. II. DEFINITIONS: For purposes of this policy, the term policy shall mean a Board approved statement that provides broad strategic direction and/or a governing mandate for Palomar, enabling the development of procedures, as defined and provided for elsewhere. III. TEXT / STANDARDS OF PRACTICE: A. Board of Directors 1. The Board Chair will serve as the primary source of information regarding the Board of Directors but may, in his/her absence or unavailability, designate other Board members or Palomar administrators to speak on behalf of the Board. 2. Board members speaking to the media and public are not considered to be the official spokesperson for the Palomar Health Board unless specifically authorized by the Board Chair or Board of Directors to act in that capacity. 3. Board members are encouraged to contact the Marketing Department designee before speaking to the news media to ascertain the nature of the media query, what prompted the query, the most recent relevant information, and other possible responses by District representatives or Board members. A media relations person will be available at all times to assist in this process. 4. In the interest of unity, Board members should not initiate public criticism of majority positions adopted by the Board. B. Palomar Health Facilities 1. All information regarding the hospitals or the District must be cleared and coordinated by the Marketing Department, prior to dissemination to the news media. 2. Only the spokesperson(s) identified by the Marketing Department is authorized to provide information to the media. 3. All Patient Condition Reports shall be given out in accordance with HIPAA guidelines for Release of Patient Information. 4. All requests received from the media shall be immediately referred to the Marketing Department. 5. The proper response to the media, including determining the best spokesperson(s) and appropriate information to be released, will be determined by the Marketing Department. 6. All District personnel, including senior management, are asked to cooperate with the Marketing Department, comply fully with this policy and respond quickly when asked for information. 7. When District personnel, including senior management, are directly contacted by the media, they should, if possible, contact the Marketing Department prior to answering any questions to determine any evolving issues or new information that may be pertinent, prior to being interviewed. 8. The Marketing Department will inform senior management, the Board Chairman and other affected staff of news media contacts and coverage. 9. Anyone is encouraged to contact the Marketing Department at any time for assistance or additional information. 10. It is recommended that any letters written by Board members be submitted to the Marketing Department for information and review for accuracy. 11. Media Relations will consult with Palomar General Counsel to ensure all legal issues have been addressed prior to communicating with the media. C. Medical Staff 1. If a medical staff member is contacted regarding a matter relating solely to his or her private medical practice or area of expertise, he or she is free to respond as an individual. However, he or she is requested to notify 25 1/2

26 4/26/2017 the Marketing Department in such instances. D. This policy will be reviewed and updated as required or at least every three years. IV. ADDENDUM: V. PUBLICATION HISTORY: Revision Number 4 (this version) Effective Date Document Owner at Publication Mark Neu, Vice Pres Comp Audit and Legal 3 (Changes) 06/29/2012 Mark Neu, Vice Pres Comp Audit and Legal Version Notes To be reviewed by the Board Community Relations Committee. Typographical error to be corrected. To incorporate changes approved by the June 19, 2012, Governance Committee meeting[owner changed from Sarti, Janine to Hemker, Bob by Avila, Julie on 04 JAN 2016] [Owner changed from Hemker, Bob to Neu, Mark by Avila, Julie on 14 FEB 2017] 2 (Changes) 05/20/2009 Michele L. Gilmore, Executive Assistant Change in signators also deleted duplicate section V & VI. mlg (Changes) 02/04/2005 James Neal, Director of Corporate Integrity Original Document Date: 8/95 <br>reviewed: 4/97; 2/05 <br>revision Number: 1 Dated: 2/4/05 <br>document Owner: Michael Covert <br>authorized Promulgating Officers: Marcelo R. Revera, Chairman<br> [Reviewed on 6/14/2006 by James Neal: Extended review to 6/13/2009] Reviewers Lakotish, Valeria VI. REFERENCES: Reference Type Title Notes Paper copies of this document may not be current and should not be relied on for official purposes. The current version is in Lucidoc at gw.pl?ref=pphealth:21789$ /2

27 ADDENDUM C 27

28 Passion. People. Purpose. TM Digital Marketing Overview Pia Mangini, Digital Marketing Manager May 3,

29 Marketing Team Digital Marketing Marketing Communications Public Relations Pia Mangini, Manager Kevin Santos, Specialist 29 2

30 What is Digital Marketing? Web site strategy and management Social media Digital advertising Wellness newsletter Online reputation management 30 3

31 Web Site Strategy and Management Website hits (FY17) 595,887 Monthly visits 61,719 New Visitors 56.5% Returning Visitors 43.5% Pageviews per month 173,125 Users per month 40,752 Top 5 Pages/Subsites Visited 1. Home Page 2. Careers 3. Find-a-Doctor 4. Facilities/Palomar Medical Center Escondido 5. Patient and Visitor Information 31 4

32 Palomar Health Care Network Landing Page Physician-facing at launch Public content will be added Will include a passwordprotected physician portal Find a Doctor 32 5

33 Social Media 7 channels 2-4 posts per day, per channel Facebook LinkedIn Twitter Instagram Pinterest YouTube SnapChat Likes/Followers 3,580 8,477 2, Engagements 31,586 13,111 2,535 3,784 1,444 N/A N/A 33 6

34 Types of Social Media Campaigns Employee campaigns Information on classes Blog/health news Video 34 7

35 Social Media Campaigns #ThisYearIWill Engagements = 2,050 Impressions = 32,332 #NationalVolunteerMonth Engagements = 1,191 Impressions = 26,588 #KeepingUpWithCardiology Engagements = 1,161 Impressions = 16,340 #NationalWomensHistory Engagements = 527 Impressions = 20,

36 Social Media Video Campaign Earth Day 36 9

37 Social Media Video Campaign Occupational Therapy Month 37 10

38 Social Media Video Campaign Recipe Fish Cakes with Persimmon Puree 38 11

39 Social Media Video Campaign National Puppy Day 39 12

40 Pay-Per-Click Advertising 44,464 Clicks Best Patient Care - Poway, CA Experience High-Quality Care with Our Health Professionals in Escondido. New Birth Center Now Open Receive the Highest-Quality Care for You and Your New Baby at Palomar Health. Find a Walk-in Clinic. Get Fast Care with Our Expresscare Clinics in San Elijo and Escondido. 1.48% click thru rate 2.3 million impressions 40 13

41 41 Wellness Newsletter

42 Reputation.com Dashboard showing online reputation Reviews compiled from online sources such as Yelp, HealthGrades, Google, etc. Enables us to respond to reviews and correct listings on the dashboard Sending requests for reviews after classes and Expresscare visits to raise our rating 42 15

43 Reputation Score Activity 43 16

44 44 Reviews

45 April the Giraffe Case Study Internet sensation 1.2 million viewers worldwide watched a real-time video waiting for April to give birth To capitalize on this event, the digital marketing team purchased stuffed giraffes to give to babies born the same day that April gave birth Nursing staff embraced the idea We provided local TV stations with footage 45 18

46 Media Clip 46 19

47 Media Coverage KFMB at 5 p.m. and 11 p.m. KUSI at 6 p.m. and 10 p.m. FOX at 10 p.m. KNBC Los Angeles at 6 p.m. Viewed by 220,000 households (according to Nielson ratings) million impressions from station web sites 47 20

48 Social Media Coverage Social media = reached 34,919 users Shares = 75 Reactions =

49 49 22