SPARTA COMMUNITY HOSPITAL DISTRICT BOARD MEETING MINUTES Date: Aril 21, 2015 Members Present: Gary Stephens, Dennis Ernsting, Alene Holloway, Kevin Wilson, Claudia Kerens and Kay Hapke Members Absent: Vanessa Tinsley, Nathan Lee, Chris Haury Others Present: Joann Emge, Paul Mueller and Angela Oathout Meeting called to order at 7:00 p.m. by Mr. Ernsting. Item Discussion Action, Resolution, or Follow-up Board Education Approval of Minutes Treasurer s Report Financials Joann shared a power point presentation concerning the Patient Centered Medical Home (PCMH) and how it will impact the physician offices as well as the organization overall. Mr. Ernsting presented Board minutes from March 17, 2015 for review. Mr. Stephens presented the Treasurer s Report. Paul Mueller reviewed the financial reports for the month. Cash and Investments Cash increased $359,510 or 5% in comparison to February. Day s cash on hand increased to 110. We measured favorably to the performance indicator established at 45 days. Accounts Receivable Total system gross accounts receivable increased 1,007,397. Hospital patient gross accounts receivable increased $978,250. Hospital Days in A/R increased from 80 in February to 86 in March. Our performance indicator is 50 days. Hospital Medicaid gross receivables are $4,254,104 Hospital gross receivables from State of Illinois self-funded insurance plans for its employees and retirees is $1,101,561 Ms. Kerens made a motion to approve minutes as corrected with Ms. Holloway seconding. Motion carried. Mr. Wilson made a motion to approve the Treasurer s Report as presented and file subject to audit. Ms. Kerens seconded, motion carried.
Of the hospital gross A/R, 36% is greater than 90 days old from discharge, with 38% and 55% of Medicaid and the State of Illinois self-funded insurance plan greater than 90 days, respectively. Clinic gross accounts receivable increased $75,164 or 8%. Clinic gross A/R is 1.8 times current clinic revenue. We measure favorably to the performance indicator of 2 time s current revenue. Accounts payable increased $136,870. Current month has 21 days non-salary expense in A/P, February had 16. We measure favorably to the Performance indicator of 30 days. Income Statement Revenues Inpatient revenues increased $1,771 or 1% compared to February. Outpatient revenues increased $64,786 or 2%. Emergency service revenues increased by $295,148 or 26%. Swing bed revenues increased by $53,018. Physician office revenue increased by $125,577 or 29%. Total system gross revenues increased $540,300 or 11%. System net revenues increased $320,279 or 14%. Gross revenue per calendar day is $168,990 vs. $161,845 budgeted. Allowance of revenues is 46% vs. 46% budgeted. Total system gross revenues, year-to-date are $1,660,584or 4% over budget. Expenses Salary and fringe benefit expenses increased $46,026. Our performance indicator is 50.5% of net patient revenues; salary and fringe benefit expense is 48% for March. Bad debts, we measured favorably (3.1%) to the performance indicator of 5% of gross patient revenues.
Total expense per calendar day is $76,729 vs. $78,639 budgeted. Expenses year-to-date are $1,054,901 or 5% under budget. Physician s Report CEO Report IPT Dividend $163,276.94 received Dr. Preuss was not present. Projects: CPSI Will be onsite the week of April 20, 2015 to train support staff and the Professional staff on the new platform for the EMR. CPSI will return the week of April 27 th, 2015 to begin the installation of the new platform. 340B retail pharmacy program a new bank account will need to be established to accommodate the financial portion of the 340B program. The East wing roof project is complete The EIFS window project is in progress Replacement electrical boxes have been ordered. IT server room is complete MRI Project: IDPH was onsite April 15, 2015 to conduct occupancy survey. Once all of the recommendations have been met and submitted IDPH will grant occupancy. Toshiba will be onsite April 27, 2015 to perform testing protocols on the MRI unit. SCH plans to begin offering service to patients on May 1, 2015. Chemistry Analyzer The new analyzer has been installed in the laboratory and working without any issues. Future Projects: Family Health Centre renovation to align with the new team based care model. Additional mid-level provider will be added to cover the physician days off to provide coverage in the office five days a week. The parking lots will be sealed and striped. The North campus interior renovation - New flooring and painting.
Physical Therapy will upgrade to a new EMR. Expenses For approval: The Broadway plaza is due for a renovation: Interior Renovation Furnishings: Total cost - $73,721.48 Exterior Renovation: Awnings, Tuck Point, Paint and new sign Total cost $30,130. Team Based Care Model - $110,000 Retained Recruitment Contract: Initial upfront fee: $2500 Marketing cost: $13,500 Placement Fee: $16,000 Candidate Interviews $2,000 Total fee $32,000 plus any interview fees. LED Sign Tree of Hope Campaign $18,897.11 One additional bid was received but was higher than the bids already received. Weatherford Sign Company was awarded the bid. Future Expenses: a. IT virtual Server upgrade Phase II $150,000 b. IV Pumps for Med-Surg and ED - $115,000 Fundamentals: The hospital will recognize Nurses Week May 6 th through May 12 th and National Hospital Week May 10 th through May 16 th. Staff Stuff, Accreditation Newsletters were available for review. Joann Emge shared that CPSI will be on site to perform a site analysis to ensure we are performing at optimal levels. Joann shared the clinic referral capture spreadsheet Joann presented the following policies and procedures for review and approval:
Plan for Patient Care Performance Improvement Plan Risk Management Plan Plan for Nursing Care Infection Control Plan Patient Safety Plan Board Report: Paul discussed the board report that covered the Call Center statistics and how the department if performing. Joann shared the dates for the IHA annual meeting which is to be held on June 17 th and 18 th for any of the board members who would like to attend. Executive Session Paul Mueller left the meeting at 7:45 p.m. Ms. Kerens made a motion to go into Executive Session at 7:35 p.m. for the purpose of discussing Personnel Matters and Litigation Ms. Holloway seconded. Motion carried. Regular Session Ms. Hapke moved to return to Regular Session at 8:10 p.m. Mr. Stephens seconded. Motion carried. Minutes Mr. Ernsting stated that the Executive Session minutes from March 17, 2015, April 15, 2014 and October 21, 2014 were reviewed in Executive Session. Mr. Stephens made a motion approving Executive Session minutes from February 17, 2015. Ms. Kerens seconded. Committee Reports Mr. Stephens shared the highlights of the Finance Committee meeting. Ms. Holloway shared the Quality Council Highlights from the March Meeting: Home Health- Documentation study has shown an increase in 5/5 indicators from Oct 2014 to March 2015. Satisfaction indicators are also higher than the state and region 5 results for 5/5 indicators. Ms. Kerens made the motion to defer the minutes from April 15, 2014 and October 21, 2014 Ms. Holloway seconded. Motion carried.
ED- Average length of stay- 107 min. Time to be seen by provider 14 min. 8/10 Chest pain EKG s were completed within 10 minutes. ED transfer rate was 5.7%; Physician s efforts to explain information 74%. Issues with new T-system servers are being addressed as they occur. Sepsis PI team has been developed to evaluate sepsis protocol and initiate sepsis screening for ED patients. Med/Surg Medication errors reaching patient- 5. No restraints were used last month. 100% of wound risk assessments and interventions were completed. Readmissions for Feb were 4 (10%); March has had 1 readmission. PI team was established to review Rapid Response Team process and use of Early Warning Scoring system to provide early treatment of deteriorating conditions. Scales are set for metric weighing, metric weights are entered in to EMR, and CPSI displays only metric weight on nursing screens. Pharmacy 169 interventions to improve patient safety were completed in 2014. Pharmacy also provided renal dosing for 29 patients. Research is being conducted to obtain oral dosing devices in metric units only to meet recommendations for medication safety. Surgery Call back contact rate 63%. Overall satisfaction rate 89%. Emergency mock drills are being conducted throughout the year with nursing staff. Infection control- Infection Control Risk Assessment and Plan for 2015 were approved. Hospital Acquired Infection rate for 2015 is 0.7%. Laboratory- Specimen packaging issues were addressed with the clinic staff members. Research is being conducted on Coumadin clinic dosing protocols. Radiology- Physicist annual inspection was completed. IDPH inspection of MRI was completed 4/15/15.
New Business Expenditures Grievance log 7 complaints were received during February. Complaints were investigated and addressed with patients. Approval of Capital Expenditures: Broadway Plaza Renovation: Interior: $73,721.48 Exterior: $30,130.00 Retained Recruitment Contract: Total $32,000 Team Based Care Model: $110,000 LED Sign-tree of hope project: $ 18,897.11 Approval to open new bank account at Sparta First National Bank to accommodate the 340B program. Approval to open a money market account at the Coulterville branch of the Campbell Hill State Bank to maintain a Coulterville Medical Clinic deposits. Facility Plan policies were presented for review and approval Mr. Stephens made a motion to approve the following Expenditures: Broadway plaza renovation, Interior for 73,721.48 and exterior 30,130, Ms. Hapke seconded. Retained recruitment contract for $32,000; Ms. Holloway seconded. The Team Based Care model program $110,000; Ms. Holloway seconded and the LED signage for front of hospital $18,897.11, Mr. Wilson seconded Mr. Stephens made a motion to approve to open new account at First National Bank of Sparta and Mr. Wilson seconded. Mr. Stephens made a motion to approve to the Money Market account at the Coulterville, Il Branch. Mr. Ernsting seconded. Ms Kerens made the motion to approve the facility plan policies and procedures. Ms. Hapke seconded
Approval of Medical Staff Credentialing: A motion to approve the hearing committee ( Dr. James, Dr. Vandover and Dr. Satwani) as well as uphold the recommendation of the hearing committee and the February 10, 2015 recommendation of the Medical Executive Committee in regards to physician privileges as discussed in Executive Session. On Roll Call: Mr. Ernsting YEA: Ms. Holloway, YEA; Mr. Wilson, YEA, Ms. Hapke, Yea; Mr. Stephens, YEA and Ms. Kerens, YEA. NAY: None. ABSENT: Ms. Tinsley, Mr. Lee and Mr. Haury Ms. Hapke presented on behalf of the Credentialing Committee the following Providers: Appointments: Rikki Schaefer, PA Pamela Jackson, LCSW Ms. Hapke made a motion approving the following applications for appointment and reappointment, Ms. Kerens seconded, motion carried. Re-appointment: Shawn Beckemeyer, M.D. - Family Practice Robert Marshal, M.D. ER Physician Jacob Marshall, M.D. ER Physician Carmon Glover, D.O. ER Physician Rachell Leach, M.D. ER Physician Katherine Whitehead, M.D. ER Physician Adjournment A motion was made by Mr. Stephens to adjourn at 8:35 p.m. Ms. Hapke seconded. Motion carried. Dennis Ernsting, Chairman Chris Haury, Secretary