SOUTH PENINSULA HOSPITAL, INC. REGULAR BOARD MEETING SPH Conference Rooms August 24, 2016 Call to Order The BOD went into Executive Session to discuss personnel and financial matters prior to the start of the regular meeting. *****Into Executive Session 5:35 p.m. ***** *****Out of Executive Session 6:55 p.m.***** *****Regular Session 7:05 p.m.***** President Matt Hambrick called the regular meeting to order at 7:05 p.m. Present: Matt Hambrick Vickey Hodnik Susan Drathman Tom Clark Lane Chesley Bernadette Wilson, by phone Julie Woodworth Matt North David Groesbeck Also Present: Jane Nollar, Acute Care (AC) Eva Stovall, AC Robbie Coffey, AC nurse Heidi Spencer, AC nurse Julie McCarron, Certified Nurse Midwife (CNM), OB, Homer Medical Center (HMC) Christy Martinez, MD, HMC Sue Klinker, HMC Rhonda Bradshaw, HMC Teresa Johnson, MD, AC Director/HMC Katie Ostrom, MD, Prenatal Services Director/HMC Dana Whitaker, AC/OB Greta Mahowald, AC/OB Jason McCormick, B2B CFO, Financial Analyst, by phone Robert Letson, CEO Kenny Rogers, Emergency Department (ED) Manager Janet Stookey, Surgery Manager Shara Sutherlin, Patient Care Services Director Leslie Haynes, QI/UR/RM Director Derotha Ferraro, Public Relations and Marketing Director Shelly Allain, Interim HR Director JGlenn Radeke, Support Services Director South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 1 of 10
Laura Hansen, Director Strategic Initiatives Nancy Chastain, Recording Secretary A quorum was present. Announcements, Welcome Guests & Public President Hambrick welcomed everyone. He referenced the Values and Actions placemat at the table, particularly the bullet point under Teamwork: We embrace change and engage in process improvement. He also mentioned that the Rules for Participating in a Public Meeting were to be followed and were available for review. Mr. Letson briefly introduced Dr. Christy Martinez, new family practitioner and team member at Homer Medical Center. Approval of the Agenda Mr. Groesbeck moved to approve the agenda as written. Ms. Woodworth seconded. Comments of the Audience There were no comments. Approval of the Consent Calendar Woodworth/Groesbeck moved/seconded: Consideration to Approve the Consent Calendar as written: Discussion: Ms. Woodworth read the items on the consent calendar into the record: a. Consideration to Approve the minutes of the June 22, 2016 Board of Directors meeting. b. Consideration to Approve the minutes of July 27, 2016 Board of Directors meeting. c. Consideration to Approve the minutes of Special Session August 16, 2016 Board of Directors meeting. d. Consideration to Approve Kyphoplasty Procedure. e. Consideration to Approve New Bank Account for 340B Program f. Consideration to Approve Critical Access Hospital Program Evaluation for FY 2016. g. Consideration to Approve Collective Bargaining Agreement Extension. Discussion: None further. Motion carried unanimously. Presentations: There were no presentations. Reports: A. Chief of Staff Dr. Spencer was not present. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 2 of 10
B. Service Area Board Representative There was no Service Area Board Representative present. C. Chief Executive Officer CEO Letson s report was included in the packet. He mentioned the following highlights: Homer Medical Center Patient Centered Medical Home was recognized with level II certification. There are 3 levels, and they are already working on the third level of certification. Beginning in September, SPH will be expanding parking spaces, and will end up with over 40 new spaces. Some new services: EEG capability performed by visiting neurologists. Intergovernmental loan for HMC temporary financing before bond was approved at Borough meeting, paving the way for 5700 sq. ft addition that will be bid out in September. Aug 16 met with engineers and architects interested in operating room HVAC project. They will furnish proposals shortly. 340B program with pharmacy will start October. Mon Aug 22 met with surgical podiatrist, Dr. Romman. He will come down to do surgery one to two Mondays monthly Medicaid expansion - so far 20,000 Alaskans have gained coverage since 2015. Overall AK Medicaid enrollment 156,000. Living our Values Departments went through with compact assessments with employees. He detailed some employee comments. Staff were committed to being professional and putting their best self forward. There are areas for improvement, but a lot of positive comments. There was confusion in some departments because reassessment was shortly after original assessment. There were no questions or comments. D. LTC Report Mr. Letson s report was included in the packet. He mentioned: 27 Residents at the moment, and accepting a 28, becoming full. th PointClickCare chosen for electronic health record (EHR) for LTC to be implemented in next few months. Have a new director, Dori Rodman, RN, starting today. Lots of activities pet visits, children and church groups, harp player, van rides, art activities. State surveyors, awaiting their report. There were no serious issues. No resident dog currently living in LTC. Family pets visit. There were no questions or comments. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 3 of 10
E. Chief Financial Officer Jason McCormick s report was included in the packet. He attended by telephone, and mentioned the following: The bottom line was $400,000, actually above budget. Working to reduce accounts receivable (AR) New Patient Financial Services manager has been on board for a month, and has put together a good action plan to improve collections and decrease days in AR via old Medicaid, VA accounts, and self pay. Plan to repay Medicaid another $1,000,000 over the course of a year. Shared comparative financial ratios with Finance Committee, particularly managing costs, our charges compared to other facilities in the Alaska market, and improved charge capture Report of accomplishments achieved in the last 2 months. There were no questions. Mr. McCormick will be on site for the Finance Committee next month. There were no comments or questions. F. Patient Care Services Ms. Sutherland s written report was provided in the meeting packet. She summarized ongoing work and mentioned the following: Lab: CLIA Lab inspection, done every 2 years, was August 17, and went flawlessly. Lab was commended on quality control. Inspectors were amazed at how many tests SPH does here. Pharmacy: 340B program is on track. Rehabilitation: There continue to be no waiting lists for appointments. One part-time therapist has been requested to fill in for therapists who will be out for leave. Recruitment to fill in for traveling therapist continues. LTC Services: Gavin Carmichael, CEO of AK Psychiatric Institute, will be at SPH on Friday, August 26 to meet with LTC team about TelePsych, with idea of reinstating psychiatric resource there. Kenny Rogers, ED Manager, will meet with him for relationship building as well. Dori Rodman, new LTC director, has arrived and is hard at work. PointClickCare: go live date goal is Nov. 1. Acute Care-OP Services Ms. Sutherlin thanked Dr. Ostrom for her work on bringing nitrous oxide to labor and delivery. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 4 of 10
E-Stroke cart is coming. Since March 10 SPH has seen 11 EICU patients. Education opportunities are increasing. Surgical Services Third Balloon Kyphoplasty has been done. Community: Recognition and thanks to the Forensic Nursing Team, Chris Fontaine and Colleen James. Living our Values Commitment:/Stay Interview Comments Ms. Sutherlin summarized useful tools implemented and ways for departments to work within and together as a team to foster critical thinking. There were no questions. G. Quality Improvement/Utilization Review Ms. Haynes written report was provided in the meeting packet. She mentioned the following: Thank you to the Board for being a good steward of resources, supporting QI with the tools it needs to do its job. Thank you to Susan Drathman for joining the Patient Centered Care Quality Committee, and invited all board members to attend. Bernadette Wilson, Tom Van Dewark, Bob Letson and Leslie Haynes will speak nationally representing SPH at Annual Rural Health Clinic Conference in Kansas City. Enterprise Risk Management Plan is huge. There were no questions or comments. H. Marketing Report Ms. Ferraro s written report was provided in the packet. She mentioned: SPH representatives at the State Fair in Ninilchik received no questions on the borough boundary issue. Dr. Downey, Functional Medicine, will be featured Chef at Farmer s Market Saturday, August 27. Community Education is sponsoring workshops on Mindfulness in September. 14 Department teams took part in Produce Palooza. MAPP team coalition is hiring a new manager. Community Health Fair mid October to November 5. Employees and volunteers are invited to have annual health fair labs drawn in September. September dedicated to ballot measure education regarding general bond for funding for Operating Room HVAC project and HMC expansion. Ms. Wilson and Ms. Woodworth commended briefly. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 5 of 10
I. Human Resources Ms. Allain s written report was in the packet. She mentioned the following: Focusing at things that add to the bottom line, getting recruitment efforts in line, developing Health and Wellness programs to increase employee engagement decisions that affect their health and assessing employee satisfaction and engagement. There were no comments. J. Support Services Mr. Radeke s written report was included in the packet. He mentioned the following: In FY 2016, there were 4,662 work requests, average completion time 6 days. OR HVAC proposal meeting was held, proposals should come back in the following week. Parking lot improvements will start September 1. Applied and approved for 2017 Hospital Preparedness Program grant of $17,750. Completed several upgrading projects. Mr. Hambrick asked for a briefing on the smell. Mr. Radeke explained the occasional fumes from the helipad. K. Strategic Initiatives and Planning Ms. Hansen s written report was attached to the packet. She mentioned the following: Ms. Hansen reported she presented a report for executive session on HR and CFO searches, saying SPH was not hiring any of the candidates interviewed so far. She thanked everyone involved. Insurance renewal application is being worked on. Doctor s dinner moved to November. There were no comments. L. Board President President Hambrick had no report. M. Mayoral Task Force Update Ms. Woodworth reported the task force has not met. Next meeting September 21. With a tentative goal to come up with recommendations from the task force. N. Board Committees: Finance Mr. Groesbeck reported primary initiatives are the OR HVAC remodeling, HMC expansion, and the financial report. They are pleased with the progress the hospital is making. There were no questions. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 6 of 10
Governance Ms. Drathman had no report. Education Ms. Wilson reported the Education Committee met and discussed iprotean. They discussed options and their final recommendation is to recommend the requirement of Board members to complete the IProtean Level I certification within one year. Action item addressing this appears on tonight s agenda under New Business. Ms. Woodworth asked about time commitment for Level 1 completion, and Ms. Wilson answered in full. Pension Plan Mr. Letson provided a report for the July 28 meeting. 403b defined contributions, 457 plan were reviewed. Current level of funding will be continued. Will put out competitive bids for investment management function of the plan. Ms. Woodworth asked for clarification on regulations. Mr. Letson said the hospital was in the middle of an audit that will supply more information. BOD Representative to Service Area Board Meeting Ms. Drathman attended the meeting. SAB approved the funds for OR HVAC and HMC expansion, and were very supportive of what the BOD is doing. Unfinished Business No items. New Business A. Consideration to Approve Education Committee Request Groesbeck/Woodworth moved/seconded: Approve Education Committee s recommendation to require that board members complete the iprotean on-line Board of Education Program Level 1 Certification within one year; and to amend SPH Board policy #SM-10 Board Orientation and Continuing Education Program to include that requirement. Discussion: Ms. Woodworth requested a provision for an extension process, and mentioned a 30-minute presentation in a full board meeting is long. Mr. Clark noted the program takes 10 hours in a year. Mr. Clark proposed motion be sent back to committee for further discussion. Ms. Wilson explained the choice of the up-todate program, and Mr. Groesbeck agreed, but felt it should be sent back to committee. Primary motion was voted on. Motion failed: 2 for, 7 against. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 7 of 10
Failed motion will be taken up by the Education Committee. Ms. Wilson requested that board members start to look over the iprotean program as it is paid for. B. Review of SPH Resolution 2016-12 in Support of KPB Ordinance 2016-19-02. Voted on at August 16, 2016 Special Session SPH Board Meeting. C. Review Possible Agenda Items for SPH/CPH Collective Board gathering. D. Review Patient Centered Care Quality Minutes E. Review Provider Credentialing Communication For review only. Discussion: A. ASHNHA Annual Conference August 31 September 2, 2016 Ms. Sutherlin and Mr. Letson will be attending in Soldotna. B. Rural Health Clinic/Critical Access Hospital Conference Sept 20 23, 2016 No comments. Comments from the Audience Ms. Ferraro discussed the possibility of talking to CPH about collaborating on taking over Health Needs Assessment from MAPP, which is going to focus only on Health Improvement Plan, given both hospitals have requirements for both studies. She also discussed changes in transportation grants. Ms. Coffey mentioned there is a difference between saying we are living our values and actually. living our values. Mr. McCormick thanked the Board and senior leadership for the opportunity to be a part of the organization, and appreciated helping the Board achieve its vision. Comments from the Chief of Staff Dr. Sarah Spencer was not present. Comments from the CEO Mr. Letson said he was very proud of HMC for the certification status achieved. Cindy McMorris, Patient Financial Services Manager, is doing a good job. He thanked Ms. Allain for all her work with HR issues. He said he was glad to see physician representation tonight. I was glad to introduce Christy Martinez, Teresa Johnson and Katie Ostrom. He stated appreciation for all visitors. He felt as long as the hospital stays patient focused, things would be OK. Comments from the Recording Secretary No comments. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 8 of 10
Comments from Board Members Ms. Drathman congratulated everyone for different awards achieved. Mr. Chesley reported receiving positive comments about hospital staff. Ms. Woodworth welcomed Dr. Martinez, and also everyone who attended the meeting. Congrats to the lab with the good inspection. She was very impressed with physical therapy having achieved no waiting list. She complimented Ms. Sutherlin for her Living Our Values document. She appreciated comments from the audience, and the ongoing process of staying on track. She quoted the newsletter about looking at the positive. She was excited about new pain relief treatment in OB. Ms. Wilson welcomed Dr. Martinez and Dori Rodman. She expressed appreciation to Von Kilpatrick. She said she would be out of town until September 26. Mr. Groesbeck thanked dietary staff for their hard work. He asked all to drive carefully with schools open and with darker evenings. Mr. North thanked all who attended, saying we all are here to do good. Dr. Hodnik commented on the variety of people who attended. She felt that having a full audience is a sign of success. She stated she was pleased and proud of all the people she saw at the meeting, and extended her thanks. Announcements as a Result of the Executive Session After review of the applicants files in Executive Session, Ms. Woodworth moved to approve the following positions in the medical staff as requested and recommended by the Medical Executive Committee: Appointment of: Cadoff, Robert MD Urology Courtesy Staff Godfrey, Paula DO Emergency Med Active Staff Krauss, Seth, MD Cardiology Telemedicine Privileges Martinez, Christy MD Family Med Active Staff McDonell, Rena LPC Mental Health Allied Staff, Category B Romman, Danny DPM Podiatry Courtesy Staff Peterson, Paul MD Cardiology Telemedicine Privileges Mr. North seconded the motion to approve. Discussion: None further. Motion carried unanimously. Adjournment: Groesbeck/North moved/seconded: To Adjourn. Discussion: None further. Motion carried unanimously. South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 9 of 10
Meeting Adjourned at 8:35 p.m. Respectfully Submitted, Accepted: Nancy M. Chastain Recording Secretary Minutes Approved: Matt Hambrick, President Bernadette Wilson, Secretary South Peninsula Hospital, Inc., Regular Board Meeting, August 24, 2016 Page 10 of 10