DRAFT
November 12, 2020The regular virtual meeting of the Board of Commissioners of the Whidbey Island Public Hospital District was called to order at 12:00pm by Board President, Commissioner Wallin. Present were Commissioner 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 Quality Officer, Jon Scallan; Chief Legal Officer, Jake Kempton and several other hospital staff. Points of Order The meeting will be audio and video recorded today. Commissioner Wallin stated Chief Legal Officer Jake Kempton would be monitoring the chat function to share public questions and/or comments. The board will dismiss to Executive Session and resume the regular meeting afterwards for adjournment.Consent Agenda Commissioner Fey made a motion to approve the Consent Agenda and the vouchers as presented, seconded by Commissioner Blankenship. 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. #253267-254235 and #11923-11948 total amount of $10,465,512.60 with Capital equipment vouchers in the amount of $178,593.09 motion carries therefore the vouchers are approved for payment in the amount of $10,644,105.69 12th day November of 2020.General Public Comments: NoneOperations ReportChief Operations Officer Colleen Clark stated the Walk-In Clinic at the Goldie location in Oak Harbor opened this week. Ms. Clark shared background information on the two providers working at the clinic, David Carnes, PA-C and Heather Bivens, ARNP. Ms. Clark gave an update on the status of the project work underway for 2020. Remaining work includes 20% patient satisfaction, 23% regulatory, 17% profitability, 14% system security, 13% vendor replacement, 13% provider and staff satisfaction. Ms. Clark noted further work continues on the opening of the retail pharmacy. Milestones of completion for Centricity Enterprise wide access and automated Phytel patient recall reminders, VPN firewall update, and Biofire were also reviewed. Year to date, 66 projects have been completed.Nursing UpdateChief Nursing Officer Erin Wooley gave an update on notable work including a partnership with ICPH to plan for COVID-19 vaccination, successful labor relations meetings with WSNA representatives, a remodel of the ED nursing break room, an update of the endoscope cleaning space in surgical services and restraint use including monitoring and documentation education. Ms. Wooley also stated work is underway on streamlining processes around the care of post-operative patients. Ms. Wooley is working with the Quality department to complete a second round of internal audits in preparation for a DNV survey. Task force updates were given including the progress of the Blood Transfusion Task Force, ED Medication Reconciliation Task Force, Fall Assessment/Prevention Task Force and Sepsis Committee. Quality UpdateChief Quality Officer Jon Scallan gave an update on the Just Culture initiative. He stated progress continues with instances of staff self-reporting increasing. Additional training regarding Just Culture has been rolled out to staff. Mr. Scallan gave a report on falls in the organization stating year to date there have been 24 patient falls and 5 staff/visitor falls. A Fall Prevention Task Force has been implemented to standardize a policy including interventions and review opportunities with alerts such as visual cues. Mr. Scallan gave an additional report regarding restraints. Year to date there have been 43 restraint applications. Auditing began in the month of July with opportunities identified to align with CMS/DNV guidelines. Medication Events were also reviewed. Year to date, 76 medication errors were reported. The medication error event rate remains low at 0.05%. Only one of these events resulted in harm which was temporary and minimal. Complaint and Grievance statistics were reviewed as part of the patient experience work underway. Year to date, there have been 34 safety intelligence incidents reported from the clinics, 6 from the medical center. The primary complaints have been related to the challenges with the phone system at the Cabot clinic.IT related implementations were reviewed including changes to the event reporting system, the build of a Power BI workspace, engagement of Light Analytics to develop a curated data set, and training of WhidbeyHealth staff on report writing for future builds. Medical Staff Report Dr. Nick Perera presented the following initial appointments on behalf of the Medical Staff:?Mimi Lee, MD, Neurology, Provisional?Tarvinder Singh, Neurology, Provisional?Jongwoo Song, MD, Internal Medicine, Hospitalist, Provisional?Martin Watterson, MD, Emergency Medicine, Provisional ?Elizabeth Waring, MD, Emergency Medicine, Provisional?Miriam Talley, CRNA, Anesthesia, Provisional ? Kyle Ogami, MD, Neurology, Provisional ?Oluwatobiloba Odunsi, MD, Psychiatry, Provisional?Shannon Tumblin, ARNP, Wound Care, Provisional?Oleg Ravitsky, MD, Emergency Medicine, Provisional ?Alfred Roschmann, MD, Radioloy, Provisional ?Christopher Richards, MD, Psychiatry, Provisional?Stephen Burton, MD, Neurology, Provisional ?Heather Bivens, ARNP, Walk in Clinic, Provisional ?David McKinney, MD, Internal Medicine, Cabot, ProvisionalCommissioner Fey made a motion to approve the initial appointments, seconded by Commissioner Cammermeyer. Motion Carried. Dr. Nick Perera presented the following advancement on behalf of the Medical Staff:?Andrew Yang, MD, Oncology, Provisional to CourtesyCommissioner Fey made a motion to approve the advancement, seconded by Commissioner Cammermeyer. Motion Carried. Dr. Nick Perera presented the following reappointments on behalf of the Medical Staff:?Alfonso Masangkay, MD, Pathology, Courtesy ?Valerie McWhorter, MD, Pathology, Courtesy ?Sheila Smith, MD, Neurology, Telemedicine?Grant Cochran, MD, Orthopedic, Navy, Active?Brian Sheufelt, CRNA, Anesthesia, Courtesy ?Amy Garrett, MD, Pediatric, Active?Zina Hajduczok, MD, Internal MedicineCommissioner Fey made a motion to approve the reappointments, seconded by Commissioner Cammermeyer. Motion Carried. Dr. Nick Perera presented the following additional privileges on behalf of the Medical Staff:?Douglas Langrock, MD, Family Practice, Walk in Clinic?Freddy Chavez, MD, Family Practice, Walk in Clinic ?Zina Hajduczok, MD, Internal Medicine, Cardiology Commissioner Fey made a motion to approve the additional privileges, seconded by Commissioner Cammermeyer. Motion Carried. Dr. Perera presented ED NP PA with Special Privileges on behalf of the Medical Staff. Commissioner Fey made a motion to approve the privileges, seconded by Commissioner Cammermeyer. Motion Carried. Dr. Perera presented Hospice Medical Director Privileges and ED NP PA with Special Privileges on behalf of the Medical Staff. Commissioner Cammermeyer made a motion to approve the privileges, seconded by Commissioner Fey. Motion Carried. Facilities UpdateExecutive Director of Facilities and Plant Engineering, Tim Waldner thanked the Engineering team for their hard work in preparing the Goldie Walk-In Clinic for an on time opening. Mr. Waldner stated construction is now completed on the retail pharmacy with next steps including installation of cabinetry and electrical work. The anticipated opening is March 2021. Freezers have been installed in the pharmacy in preparation of a COVID-19 vaccine.Mr. Waldner shared work is underway on the former Life Center space with plans to expand the pediatric rehab area. This month, the five-year fire inspection will be completed along with the annual gas inspection. The overhead paging system has also been updated with increased clarity in the sound quality. Financial UpdateDirector of Finance, Jennifer Reed gave an update on the September financials. Ms. Reed stated admissions were up over 2019 but overall, down 6% from the projection. Patient days were also down 11% with the average daily census down by 6%. Clinic activity was reviewed with specialty clinic visits rising. The walk-in clinic continues to increase in visits month over month with 305 visits in October. Overall, the month ended at an $800,000 loss. Year to date, the loss is approximately $4,000,000. It was noted that patient revenue exceeded the budget in September. The month of September closed at 16.16 days cash on hand.Strategic PlanningConsultant Kevin Arrington gave an update on the work underway on improving staff satisfaction based on the results of the Gallup survey. Mr. Arrington also gave an update on the status of the strategic cadence implementation with most areas near 50% completion. Work being done on the Cabot Clinic Patient Experience was reviewed. Mr. Arrington has spent time at the Cabot clinic collecting data and discussing barriers with staff as well as making mitigation plans to improve workflows. Administrator’s ReportChief Executive Officer Ron Telles stated the Executive Team had a meeting yesterday evening with the Medical Staff Leadership on improving collaborative efforts between the two groups. Mr. Telles credited the executive team for the great work they are doing and announced the hiring of a new Chief Information Officer, Brett Mello who will join the team next month. Mr. Telles shared a recent experience he had job shadowing an environmental services staff member. Mr. Telles worked alongside the staff to decontaminate and sanitize the room of a highly contagious patient. He stated it brought a new appreciation for the passion the staff exhibits in keeping the community safe. Mr. Telles thanked the Rotary club for the generous amount of personal protective equipment they donated to WhidbeyHealth this month. Mr. Telles spoke to the changing season and the upcoming challenges with the pandemic and the affect on mental health. He urged the community to practice self-care and demonstrate an awareness of the status of the mental health of their loved ones. He shared a confidential number 800-584-3578 available for those struggling with their mental health.Mr. Telles closed with a reminder to wear a mask, wash hands, get a flu shot and cooperate with Island County in contact tracing as necessary.Board Items:President Wallin states the board will now be excused into Executive Session at 1:54pm, under RCW 42.30.110 (1)(i) and RCW 42.30.110(1)(a)(ii), no voting will take place.Regular session resumed at 2:42pm. President Wallin confirmed nothing was voted on. Chief Legal Officer Jake Kempton presented Resolution 407 – Amending CEO Compensation. A motion was made by Commissioner Fey, seconded by Commissioner Anderson. Motion carried.Director of Finance, Jennifer Reed presented Resolution 408 – Legal Budget. A motion was made by Commissioner Fey, seconded by Commissioner Anderson. Motion carried. Director of Finance, Jennifer Reed presented Resolution 409 – Regular M&O Levy. Commissioner Cammermeyer noted a typo on the resolution. A motion was made by Commissioner Blankenship to approve the resolution with correction of the typo, seconded by Commissioner Cammermeyer. Motion carried. Director of Finance, Jennifer Reed presented Resolution 410 – M&O Substantial Need. A motion was made by Commissioner Cammermeyer, seconded by Commissioner Blankenship. Motion carried. Director of Finance, Jennifer Reed presented Resolution 411 – EMS Levy. A motion was made by Commissioner Fey, seconded by Commissioner Cammermeyer. Motion carried. Director of Finance, Jennifer Reed presented Resolution 412 – EMS Substantial Need. A motion was made by Commissioner Cammermeyer, seconded by Commissioner Fey. Motion carried. Director of Finance, Jennifer Reed presented Resolution 413 – Regular Bond. A motion was made by Commissioner Fey, seconded by Commissioner Blankenship. Motion carried. Chief Legal Officer Jake Kempton presented Resolution 414 – 2021 Board Meeting Dates. A motion was made by Commissioner Fey, seconded by Commissioner Cammermeyer. Motion carried.Agenda Items for Next Board MeetingThe next Board meeting will be held Wednesday, December 9th, 2020 at 12:00pm.Adjournment There being no further business, Commissioner Blankenship made a motion to adjourn the meeting, seconded by Commissioner Cammermeyer. Board meeting adjourned at 2:55pm.______________________________________________President of the Commission______________________________________________Secretary of the Commission______________________________________________Commissioner______________________________________________Commissioner______________________________________________Commissioner ................
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