APPROVED Regina Qu'Appelle Regional Health Authority Meeting Minutes Wednesday, February 26, 2014, at 1900 Hours Auditorium, Wascana Rehabilitation Centre Regina, Saskatchewan Present: Regrets: Staff: Guests: Lloyd Boutilier (Chairperson), Brian Barber, Colleen Bryant, Jacqueline Carter, Jocelyne Lang, Sean Quinlan, Pat Sparvier, and Peter Woidyla. Linda Jijian and Gary Semenchuck. Keith Dewar (President & CEO) and Dot Lambsdown (recorder). RQHR: Dr. Gill White, Department Head, Family Medicine. Dona Braun, Interim Director, Patient Safety. Dan Kohl, Executive Director, Rural, Restorative and Continuing Care. 1.0 CALL TO ORDER Chairperson L. Boutilier called the public meeting of the Regina Qu Appelle Regional Health Authority (RQRHA) to order at 1900 hours. L. Boutilier welcomed members of the public to the RQRHA meeting. He reviewed the meeting protocol and explained that Authority members would be available after the meeting to respond to questions and concerns. 2.0 APPROVAL OF AGENDA RHA #12-14 [Carried]. Moved by P. Sparvier and seconded by J. Carter that: the meeting agenda be approved, as amended: 12.1 Report on the Just Ask Initiative to be added. 3.0 DECLARATION CONFLICT OF INTEREST No conflicts were declared. 4.0 PATIENT STORY D. Braun, Interim Director, Patient Safety reported on an incident involving an 84 year old client of a day program who was walking from a RQHR facility to the para-transit bus when he slipped and fell. His face was noted to be bleeding. An ambulance was called and the client was transported to hospital. The client was diagnosed with a bilateral frontal lobe intracerebral hemorrhage with mass effect. Operative intervention was not recommended and he died in hospital. As a result of this critical incident, several actions were initiated to prevent a similar occurrence.
5.0 PRESENTATION 5.1 Patient Safety Report D. Braun presented data on critical incidents in the RQHR. Highlights from the Patient Safety Report presentation included: - The number of critical incidents reported to the Ministry of Health by the RQHR in 2013 was almost double the incidents reported in 2009. By law, all health regions must report critical incidents to the Ministry of Health. - In 2013, the RQHR reported 39 critical incidents compared to 20 in 2009. Not all incidents resulted in harm to a patient. Sometimes the region reports proactively based on the potential for harm as opposed to actual harm. - The upward trend might reflect more staff feeling safe to report incidents and the process the region uses to follow up on incidents. - Critical incidents are a small percentage of the actual number of incident reports the region receives on an annual basis. The reporting of confidential occurrences is much higher. In 2007, there were 4,924 confidential occurrence reports. In the first quarter of 2013, there were 2,166 occurrence reports. The region is projecting that there will be approximately 8,000 to 9,000 confidential occurrence reports by the end of the fourth quarter. - All occurrences are reviewed with recommendations made for corrective action and the development of prevention strategies to eliminate harm to patients and staff in the RQHR. - The RQHR has moved from reactive risk management to proactive patient safety, which is reflected in the Patient Safety Department s new name, formerly known as the Risk Management Department. On behalf of the RHA, L. Boutilier expressed appreciation to D. Braun for providing the Patient Safety Report to the RHA. 6.0 APPROVAL OF MINUTES RHA #13-14 [Carried]. Moved by J. Lang and seconded by P. Sparvier that: the minutes of the Regina Qu Appelle Regional Health Authority meeting of January 29, 2014, be approved. 7.0 BUSINESS ARISING FROM THE MINUTES 7.1 Action Items List The Authority reviewed the action items list. All items were updated or were to be reported on during the meeting. A hand written note of thanks will be sent to all patients/clients who present to the board immediately following each presentation. Regina Qu Appelle Regional Health Authority Minutes Page 2
8.0 RHA BOARD ACCOUNTABILITIES: Credentialing Reports 8.1 Physicians Temporary Privileges Dr. G. White presented the Physician Temporary Privileges Report. The report included the following motion: RHA #14-14 [Carried]. Moved by S. Quinlan and seconded by J. Lang that: the Regina Qu'Appelle Regional Health Authority grant temporary privileges for the following physicians: Department of Emergency Medicine Dr. K. Conway February 1, 2014 and continuing until such time his application can be considered by the RQRHA Dr. M. Smith (ER stream) March 1 to June 30, 2014 Dr. J. Slabbert (Locum ER & CCA) March 3 to 9, 2014 Department of Family Medicine Dr. W. Schonken (Locum) February 10 to April 4, 2014 Dr. E. Anochie (Indian Head) February 27, 2014 and continuing until such time her application can be considered by the RQRHA Dr. E. Igbinovia (SIPPA Clinical Field Assessment) February 10 to May 2, 2014 Department of Laboratory Medicine Dr. M. Kinloch (Locum) February 1 to March 31, 2014 Resident Electives Dr. J. Jenson (Family Medicine) February 10 to March 9, 2014 Dr. J. Gill (Family Medicine) January 27 to February 28, 2014 Dr. R. Schaan (Anesthesiology) April 7 to May 4, 2014 Dr. G. Lane (O&G) February 10 to March 9, 2014 8.2 Practitioner Advisory Committee (PAC) Report PAC Chairperson Dr. G. White, presented the PAC Report. The RHA reviewed and approved the Practitioner Advisory Committee Report. There are no extenuating circumstances to report. The report included the following motions: RHA #15-14 [Carried]. Moved by B. Barber and seconded by C. Bryant that: the Regina Qu'Appelle Applications for Membership: Dr. M. Ferguson, Cancer Services - Associate Dr. A. Claassen, Emergency Medicine - Associate with a Cross Appointment in Surgery, Section of Surgical Assist Dr. K. Conway, Emergency Medicine - Visiting with a Cross Appointment in Surgery, Section of Surgical Assist Dr. S. Sookram, Emergency Medicine - Visiting with a Cross Appointment in Surgery, Section of Surgical Assist Dr. B. Ayankoya, Family Medicine - Associate (Assistant) with a Cross Appointment in Surgery, Section of Surgical Assist Dr. A. Mehta, Family Medicine - Associate (Assistant) with a Cross Appointment in Surgery, Section of Surgical Assist Regina Qu Appelle Regional Health Authority Minutes Page 3
RHA #16-14 [Carried]. Moved by J. Lang and seconded by S. Quinlan that: the Regina Qu'Appelle Extension of Associate Status: Dr. S. Datta, Department of Family RHA #17-14 [Carried]. Moved by P. Woidyla and seconded by J. Carter that: the Regina Qu'Appelle Deletion of Privileges: Dr. M. Lang, Anesthesiology requesting the deletion of Neonatal/Pediatric Anesthesia in infants under 1 year of age Dr. O. Rasmussen, Department of Family Medicine requesting the deletion of ER privileges RHA #18-14 [Carried]. Moved by J. Lang and seconded by J. Carter that: the Regina Qu'Appelle Category Change: Dr. I. Muhammad, Department of Family Medicine requesting category change from Active staff to Limited Medical Staff Dr. P. Saunders, Department of Family Medicine requesting category change from Active staff to Limited Medical Staff Dr. M. Sharman, Department of Family Medicine requesting category change from Active staff to Limited Medical Staff RHA #19-14 [Carried]. Moved by B. Barber and seconded by J. Lang that: the Regina Qu'Appelle Cross Appointment: Dr. B. Olaogun, Department of Emergency Medicine requesting a Cross Appointment in the Section of Surgical Assist At an in-camera session of the RHA on January 29, 2014, Dr. Blignaut presented the Practitioner Advisory Committee s (PAC) Report in which PAC did not recommend Dr. Vitelar s application for Associate staff in the Department of Family Medicine. Upon reviewing, considering and discussing the information provided by Dr. Blignaut, the RHA decided that it agreed with PAC s decision to not recommend Dr. Vitelar s appointment and passed a motion, as follows: RHA #20-14 [Carried]. Moved by B. Barber and seconded by P. Woidyla that: the Regina Qu'Appelle Regional Health Authority deny the Application for Membership to RQHR Practitioner Staff for Dr. E. Vitelar, Department of Family Medicine. Resignations Information: Dr. L. van der Watt, Medicine, Section of Critical Care Associates (Resignation effective June 30, 2013) Dr. P. Pepler, Medicine, Section of Critical Care Associates (Resignation effective Jan 1, 2014) Dr. R. Hay, Surgery, Section of Dental Surgery (Resignation effective Jan 1, 2014) Dr. L. Salgado, Family Medicine (Resignation effective Feb 1, 2014) Dr. U. Makiwane, Family Medicine (Resignation effective Feb 18, 2014) Regina Qu Appelle Regional Health Authority Minutes Page 4
9.0 SERVICES AGREEMENT 9.1 Provincial RHA/Affiliate Principles and Services Agreement The Provincial RHA/Affiliate working group has completed its work on a new Provincial RHA/Affiliate Principles and Services Agreement. The Ministry of Health has reviewed the document and it is ready for RHAs to proceed with signing agreements with each of their Affiliates. It was reported that RHA Chair L. Boutilier, Vice President M. Redenbach and Executive Director D. Kohl represented the RQHR on this initiative. RHA #21-14 [Carried]. Moved by B. Barber and seconded by P. Woidyla that: the Principles and Services Agreement, be approved in principle, by the Regina Qu'Appelle Regional Health Authority, subject to final approval by the other Regional Health Authorities. And that, if any significant changes are made to this agreement management will advise the RQRHA. And that, the Principles and Services Agreement for each Affiliate organization of the Regina Qu Appelle Health Region will be signed by a representative of the RQRHA. 10.0 REPORTS It was noted that schedules to the Agreement will be reviewed annually and adjusted accordingly. The schedules will be signed by an Integrated Health Services representative. 10.1 Chairperson Report 10.2 CEO Report There was no report brought forward. President and CEO K. Dewar presented his report which was included in the meeting package. In addition to the written report, the following items were discussed: - Progress the Region has made in the past year was the subject of a favourable editorial that appeared in the February 4, 2014 edition of the Regina Leader Post. - The contracts with all the RQHR s union partners either have expired or will expire by April 1, 2014. SAHO provides labour relations services, including collective bargaining to health care employers. - Doug Forseth has been appointed as the new CEO of SAHO, effective February 1, 2014. Mr. Forseth has extensive experience in labour relations with the Government of Saskatchewan. Regina Qu Appelle Regional Health Authority Minutes Page 5
10.3 Pediatric Services Steering Committee Report C. Bryant reported on the Pediatric Services Steering Committee meeting of February 24 th that she attended. It was reported that: - Updates from the four working groups were provided. - Communication was the main focus of the meeting. The objectives of the communication plan are to: - ensure families, staff, physicians, health partners and residents of the RQHR have access to information about the amalgamation of Pediatric Services to the RGH. - build public confidence and trust in the service by distributing timely information; reassuring people that good quality care will continue to be provided during the transition period; and communicating the long term plans for Pediatric Services in RQHR. - demonstrate transparency, mitigate rumors and alleviate concerns over change by communicating the benefits of Pediatric Services at RGH and how the service will strengthen pediatric care in the region. - The construction phase of the project will be posted on the RQHR s intranet and internet sites. 11.0 RHA BOARD ACCOUNTABILITIES 11.1 Audit & Finance Committee Meeting Audit & Finance Committee Chairperson P. Woidyla presented his written report which was included in the Authority s meeting package. The A&F Committee meeting took place on February 10 th. The report included the following updates and motions: - Committee members welcomed Robbie Peters to his first Audit & Finance Committee meeting. He assumed his role as Vice President, Finance and Chief Financial Officer on February 4 th. - The Committee reviewed the Provincial Auditor s Audit Planning Memorandum, March 31, 2014; and agreed with the audit plan that was presented. - The Committee received the 2013/14 Q3 Board Expense Report. The Board Costs category is tracking and trending comparable to the end of the 3 rd quarter of 2012/13. - The Region s 2014/15 budget planning process is underway and will be presented at the March 26 RHA public meeting. - The November 30 and December 31, 2013 Management Compliance and Financial Statements were reviewed. - It was reported that the RQHR had an operating deficit of $2.5M at the end of November and $1.8M at the end of December. RHA #22-14 [Carried]. Moved by P. Woidyla and seconded by B. Barber that: the Regina Qu Appelle Regional Health Authority approve the Compliance and Financial Statements as at November 30, 2013, as presented. Regina Qu Appelle Regional Health Authority Minutes Page 6
RHA #23-14 [Carried]. Moved by P. Woidyla and seconded by B. Barber that: the Regina Qu Appelle Regional Health Authority approve the Compliance and Financial Statements as at December 31, 2013, as presented. 11.2 RHA In-camera Meeting Report Chairperson L. Boutilier presented his written report which was included in the Authority s meeting package. The meeting took place on February 13, 2014. The report included the following updates and motions: - The Committee heard from a woman who contacted the Client Representative Office with many concerns related to her care experience at the Pasqua Hospital in September 2013. The patient and Client Representative Office worked with the manager at the Pasqua Hospital to resolve the concerns. Five months later, in February 2014, this patient underwent surgery again, and had further involvement with the same area at the Pasqua Hospital. This patient indicated that she was treated very well by the staff. In conclusion, this woman was pleased with the assistance from the Client Representative Office; however, she has concerns for others who are unable to be as forthcoming to voice concerns. The Quality and Safety Committee will review the RQHR s process to inform patients of the services offered through the Client Representative Office. - The Committee received a presentation on services provided by 3SHealth. - The Audit & Finance Committee membership needs restructuring, on an interim basis, in order to ensure quorum at its meetings. To support the work of the Audit & Finance Committee, two recommendations were made, as follows: RHA #24-14 [Carried]. Moved by P. Woidyla and seconded by B. Barber that: the Regina Qu Appelle Regional Health Authority approve motion RHA-IC #03-14. RHA-IC #03-14 [Carried]. Moved by L. Boutilier and seconded by P. Woidyla that: all members of the Regina Qu Appelle Regional Health Authority (RHA) be appointed to serve on the Audit & Finance Committee, effective March 7, 2014. RHA #25-14 [Carried]. Moved by P. Woidyla and seconded by S. Quinlan that: the Regina Qu Appelle Regional Health Authority approve motion RHA-IC #04-14. RHA-IC #04-14 [Carried]. Moved by L. Boutilier and seconded by P. Woidyla that: until the new membership of the Audit & Finance Committee takes effect on March 7, 2014, RHA member C. Bryant be appointed to serve on the Audit & Finance Committee. Regina Qu Appelle Regional Health Authority Minutes Page 7
12.0 OTHER BUSINESS 12.1 Just Ask! Launch Board members P. Sparvier, S. Quinlan and J. Carter attended the official launch of Just Ask! campaign for youth ages 12 to 18. Just Ask! is a positive mental health promotion campaign to: - inform and engage youth about positive mental health; - encourage youth to talk about personal issues or concerns and support those that do; and - change the culture so that asking questions or seeking help is celebrated as a strength rather than being thought of as a weakness. The Regina Qu Appelle Health Region s Mental Health office worked with many groups that without their help this initiative would not be possible. The groups are: - Saskatchewan Ministry of Health, Regina Police Service, Regina Open Door Society, Regina Public School Division, and Regina Catholic School Division. 13.0 NOTICE OF MOTION There was no notice of motion brought forward. 14.0 DATE AND TIME OF NEXT MEETING Wednesday, March 26, 2014 at 1900 hours, Regina, Saskatchewan. 15.0 MOTION OF ADJOURNMENT RHA #26-14 [Carried]. Moved by B. Barber that: the meeting of the Regina Qu Appelle Regional Health Authority of February 26, 2014, be adjourned at 2035 hours. APPROVED THIS 26 th DAY OF MARCH 2014. Recorder Chairperson Regina Qu Appelle Regional Health Authority Minutes Page 8