DRAFT - WhidbeyHealth



July 8, 2020The virtual meeting of the Board of Commissioners of the Whidbey Island Public Hospital District was called to order 12:00pm by Board President, Commissioner Wallin. Present were President Wallin; Commissioner Fey; Commissioner Cammermeyer; Commissioner Anderson; Commissioner Blankenship; Chief Executive Officer, Ron Telles; Chief Operations Officer, Colleen Clark; Chief Nursing Officer, Erin Wooley; Chief Legal Officer, Jake Kempton; Chief Quality Officer, Jon Scallan; Executive Director of Facilities and Plant Engineering, Tim Waldner; and other hospital staff. Consent AgendaCommissioner Blankenship made a motion for approval of consent agenda with correction to minutes, seconded by Commissioner Cammermeyer. Motion Carried. Vouchers audited and certified by the auditing officer as required by RCW 42.24.080, and those expense and reimbursement claims certified as required by RCW 42.24.090, and have been recorded on a listing which has been made available to the Board. #249731-250606 and #11740-11777 total amount of $9,088,569.27 with Capital equipment vouchers in the amount of $217,777.31; motion carries therefore the vouchers are approved for payment in the amount of $9,306,346.58 8th of July 2020.Points of Order None.General Public Comments: Commissioner Wallin stated public comments will be accepted at the end of the meeting during the Q&A period. Statement from the CEOChief Executive Officer Ron Telles made a statement to the public regarding the relocation of the Coupeville Primary Care Clinic to Oak Harbor. Mr. Telles stated he has received some letters from the community regarding this change and would like to address concerns. When the COVID outbreak began in March, the decision was made to consolidate the clinics to the Oak Harbor location in an effort to increase the safety of the staff and patients. Mr. Telles stated the COVID crisis is not over and mitigation tactics are still being used to minimize the impact of COVID in our state. The executive leadership team is aware of the challenges the move to Oak Harbor brings to the community and Mr. Telles apologized for the hardship created. Mr. Telles stated minimizing the use of the clinics is being evaluated. Mr. Telles stated at this time, clinic consolidation is the right choice in the interest of safety. Service lines will continue to be reviewed with the input from the community taken into consideration. Medical Staff Report Chief of Staff, Dr. Doug Langrock gave an update on COVID. Dr. Langrock stated there has been an increase of positive tests on Whidbey Island. He stated while social distancing has been effective, we are still at risk being in proximity to metropolitan areas. Dr. Langrock stated WhidbeyHealth staff is taking extra precautions and the hospital and clinics have remained nearly COVID-free. There have been no recent admissions or patients requiring ventilation. Masking policies are still being followed, 3 testing centers have been established at the hospital, Cabot clinic and Clinton clinic. Appropriate PPE is being used with appropriate follow up measures taken. At this time the Medical Staff feels WhidbeyHealth is proceeding appropriately. Commissioner Fey presented the following initial appointments on behalf of the Medical Staff and Dr. Doug Langrock:?Jeannette Miller, ARNP, Emergency Department, Provisional?Robert Rookstool, MD, Walk in Clinic, Provisional?Timothy Brooks, MD, Family Practice, Navy, Provisional?Jong Liu, MD, Radiology, Provisional?Diane Tremain, ARNP, Family Practice, Provisional?Jacqueline Clerc, MD, Internal Medicine, Navy, Provisional ?Jason Rogers, MD, Radiology, Provisional ?Jamie Wong, MD, Radiology, Provisional?Feiyu Xue, MD, Radiology, Provisional?Mary Fahrmeier, MD, Psychiatry, Provisional ?Shannon Calhoun, DO, Radiology, Provisional ?Timothy Conner, MD, Radiology, Provisional ?Caren Ellington, ARNP, Sleep Care, Provisional ?Jason Grennan, MD, Radiology Provisional ?David Henley, MD, Radiology, Provisional ?Lee Holder, MD, Radiology, Provisional ?Jonathan Jaksha, MD, Radiology, Provisional?Waheed Jalalzai, MD, Radiology, Provisional?Frederic Joseph, MD, Radiology, Provisional ?Jared Kirkland, MD, Radiology, Provisional ?Jarret Kuo, MD, Radiology, Provisional ?Steven McCormack, MD, Radiology, Provisional?Tyler Neitlich, MD, Radiology, Provisional ?Mohammed Quraishi, MD, Radiology, Provisional ?Veronica Ruvo, DO, Radiology, Provisional?Alexander Serra, MD, Radiology, Provisional?Shannon St. Clair, MD, Radiology, Provisional ?Shawn Stone, MD, Radiology, Provisional?Frank Welte, MD, Radiology, Provisional ?George Angelos, MD, General Surgery, Long Term Locum?Amir Mehrvarz Sarshekeh, MD, Oncology, Provisional?Hallie Granville, ARNP, Women’s Health, Additional Privileges A motion was made by Commissioner Cammermeyer to approve the presented initial appointments; seconded by Commissioner Blankenship. Motion carried. Dr. Doug Langrock presented the following advancements on behalf of the Medical Staff:?Tammy Muller, PA-C, Oncology, Provisional to Courtesy ?Aaron Stayman, MD, Neurology, Provisional to CourtesyA motion was made by Commissioner Cammermeyer to approve the presented advancements; seconded by Commissioner Blankenship . Motion carried. Dr. Doug Langrock presented the following reappointments on behalf of the Medical Staff:?Mark Alter, MD, Psychiatry, Telemedicine ?Todd Czartoski, MD, Cardiology, Telemedicine ?Jakdej Nikomborirak, MD, Sleep Medicine, Courtesy ?Nelly Norrell, MD, Psychiatry, Telemedicine ?John Sherman, MD, Emergency Medicine, Active ?Debra Callahan, MD, Pathology, ActiveA motion was made by Commissioner Cammermeyer to approve the presented reappointments; seconded by Commissioner Blankenship. Motion carried. Dr. Douglas Langrock presented Privilege Request Form Advanced Registered Nurse Practitioner, Family Practice. Commissioner Blankenship made a motion to approve, seconded by Commissioner Fey. Motion carried. Nursing Update Chief Nursing Officer, Erin Wooley shared a presentation on CNO Action Items including the formation of a Rapid Response/Code Blue Task Force, Sepsis Task Force, Medication Overrides Task Force, Utilization Management Review/Training, Emergency Department Performance Improvement Team, New ED RN Preceptor Training Program, Antimicrobial Stewardship Committee, and the Interdisciplinary Huddle Re-work Task Force. Ms. Wooley welcomed new leaders including Derek Fisher, Employee Health/Occupational Health Coordinator, Dawn Tyrrell, Surgical Services Director, and Tabitha Sierra, Manager of Utilization Management and Social Work. Ms. Wooley stated efforts are underway to improve COVID-19 swabbing on the island. Ms. Wooley announced that as of Monday, any community member interested in COVID testing can call 360-240-4055 to be registered to be swabbed. Drive up swabbing will be available Monday through Friday. Patients with a provider’s order may fax their order to 360-678-7691. Ms. Wooley stated testing for travel purposes are typically not reimbursed by insurance. Test results are taking 24-72 hours and can be accessed through the WhidbeyHealth patient portal. Operations ReportChief Operations Officer, Colleen Clark gave an update on the status of provider recruitment. Ms. Clark stated several positions have been filled. Upcoming onsite interviews were reviewed and provider start dates between July and October were announced. Ms. Clark gave a review of the status of the Project Management Office. Work is underway on strategic initiatives and incentives – 48% regulatory and system security, 27% provider, staff and patient satisfaction, 20% replacing systems or adding and 5% profitability. Ms. Clark stated 58 projects are currently being tracked with 11 completed and 13 on time. Commissioner Fey requested a list of completed projects to be included in future reports. Ms. Clark stated of the 99 furloughed employees, 24 staff members have chosen not to return due to retirement or personal reasons, 14 staff members are still out on furlough and 61 have returned to work. Quality ReportChief Quality Officer, Jon Scallan gave an update on the work being done on the DNV accreditation readiness. Mr. Scallan stated DNV was chosen as it reflects the values in focusing on quality care and operating with as much efficiency as possible. The first survey date will take place no sooner than May 25th 2021. Work is being done on policies and workflows in preparation for the survey. Mr. Scallan welcomed new leader, Kristi Stevens, Education Manager. Mr. Scallan addressed a community question regarding the state risk assessment dashboard and the impact on the Whidbey community. Mr. Scallan stated social factors where large congregations of people have not followed safety protocols have had an impact on the spike of COVID spreading. A second question was addressed regarding WhidbeyHealth’s ability to care for patients. Mr. Scallan stated WhidbeyHealth is able to accommodate patients as service lines are reopening. Mr. Scallan stated it is difficult to make accurate predictions, but the executive leadership team has taken lessons from the first wave of COVID to implement in the future in the event of a second wave. IT UpdateChief Information Officer, Jeff Kennelly gave an update on the status of the IT department. Mr. Kennelly stated CynergisTEK will be onsite next week to do a full audit of WhidbeyHealth’s IT and Security. This visit will generate a report of the findings that will be received in September to be reviewed by the board. Mr. Kennelly stated this report will determine the project map for the next two years in the IT department. Facilities UpdateExecutive Director of Facilities and Plant Engineering, Tim Waldner shared an update on the work being done in Facilities. Master planning has begun with medical equipment having been reviewed and assessed. A facility assessment has also been completed. David Johnson from JJCA will be onsite as of July 27th to meet with department leaders, mayors, engineering team from the city of Coupeville and the historical society. An exit review with the board will be scheduled for early August. Mr. Waldner also shared that electronic temperature readers have been installed for hands free temperature checking at the clinics.Financial UpdateDirector of Finance, Jennifer Reed gave a presentation on the status of May financials. Ms. Reed stated utilization was down overall with the exception of the family birth center. Ms. Reed shared figures on the Clinton Walk-In Clinic. The clinic is averaging at 6.25 patients per day with a goal of 7.9 patients per day. Ms. Reed also gave a review of Power BI, a new system being used to provide extensive data by department on hospital charges, patient counts, cost, and profit and loss. An overview was also completed of hospital denials. Denials are currently at 13.19% with a goal of 6%. Work is underway to improve denials in partnership with HIM and Patient Financial Services. Ms. Reed also gave an overview of the financial impact of the COVID crisis. To date, $2.6M has been spent in direct expenses related to the COVID response. The organization presently has 39.70 days cash on hand. Community Relations UpdateMarketing Consultant, Nic Wildeman gave an overview of social media engagement status. Mr. Wildeman shared this morning he received a notice from the National Hospice and Palliative Care Organization congratulating WhidbeyHealth’s hospice team for achieving We Honor Veterans Partner Level Two. Mr. Wildeman stated a plan for community awareness around the Clinton Walk In Clinic is underway with objectives to encourage walk in utilization, identify most effective channels, and replicate for future initiatives. The strategy will include display advertising, email outreach, direct mail, print collateral, websites, social media and print advertising. Strategic Planning UpdateConsultant, Kevin Arrington shared an update on the Cultural and Performance Change work being completed. A daily management system has been put in place by the Executive Team in response to COVID that has continued with a focus on operations while continuing to monitor COVID activity. Mr. Arrington stated work is being done on the patient experience, the authorization process, documentation, denials, and a strategic meeting cadence. Administrator’s ReportChief Executive Officer, Ron Telles, spoke to the importance of wearing a mask and wearing it properly with both mouth and nose completely covered. Mr. Telles stated the employee engagement survey will be going out in the coming weeks with a goal of 80-90% employee participation. Mr. Telles stated WhidbeyHealth is working in partnership with Island County Public Health regarding the lack of childcare on the island. Mr. Telles shared Congressman Larsen will be touring the Clinton Walk In clinic next week. Mr. Telles gave a statement reiterating the zero tolerance policy at WhidbeyHealth for racism and impressing the importance of celebrating differences in the community and at the organization. WhidbeyHealth’s Diversity Committee will begin meeting within the next two weeks. Agenda Items for Next Board MeetingThe next Board meeting will be held Wednesday, August 12th at 12:00pm. President Wallin states the board will now be excused into Executive Session, under RCW 42.30.110 (1)(i), no voting will take place.Adjournment There being no further business, Commissioner Cammermeyer made a motion to adjourn the meeting, seconded by Commissioner Anderson. Board meeting adjourned at 2:30pm.______________________________________________President of the Commission______________________________________________Secretary of the Commission______________________________________________Commissioner______________________________________________Commissioner______________________________________________Commissioner ................
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