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Washington County Hospital
Board of Directors Meeting Minutes
Tuesday, June 25, 2013
Conference Rooms A and B

 

Members Present:
Dale Blohm, Chair
Matt Bierman
Dan Bronke
Greg Engele
Audrey Finke
Victor Lopez
Bill Manier
J. W. Metcalf
Diane Nottmeyer

 

Others Present:
Nancy Newby, CEO
Tammy Amizich (exited 8:07 p.m.)
Dave Davenport, HR Director (exited 8:07 p.m.)
Kim Larkin, CIO (exited 8:34 p.m.)
Elaine Matzenbacher, CFO
Ruth Kellerman, QA Coordinator (exited 8:07 p.m.)

 

Other Not Present:
Alfonso Urdaneta, Medical Staff President, excused

 

Called to Order:         7:17 p.m.
Adjourned:                 8:39 p.m.

 

Meeting Agenda
The agenda of the June 25, 2013, meeting of the Washington County Hospital Board of Directors was presented for review and approval. 

The following amendment was made:

  • Correction              Change meeting time to 7:15 p.m. from 7:00 p.m.

On a motion by Diane Nottmeyer and second by Victor Lopez, the Board unanimously voted to approve the June 25, 2013, meeting agenda with the aforementioned amendment.

 

Board of Directors Meeting Minutes
Board Education Strategic Planning Retreat Minutes


Finance Committee Meeting Minutes
The following meeting minutes were presented for review and approval:

  • Board of Directors, May 28, 2013.
  • Board Education Strategic Planning Retreat, June 11, 2013.
  • Finance Committee, April 17, 2013.

On a motion by Greg Engele and second by Audrey Finke, the Board unanimously voted to approve the aforementioned meeting minutes.

 

Financial and Statistical Report
Elaine Matzenbacher, CFO, presented the Financial and Statistical Report for May 2013.  Highlights of the report were:

Total Patient Revenue was $1,937,782.  Total Provisions were $816,223.  Total Net Operating Revenue was $1,134,497.  Total Operating Expenses were $1,158,065.  Income/(Loss) from Operations was ($23,568), with YTD Income/(Loss) ($23,568).  Total Non-Operating Revenue was $34,538, with YTD Total Non-Operating Revenue of $34,538.  Total Income was $10,970, with YTD Income $10,970.

Additional noted items:

  • Other Operating Revenue was $13,780 as the hospital received no Medicaid assessment monies.   
  • Salaries were 2.6% under budget in May. 
  • Employee benefits were 39.9% over budget.  This was due to high health insurance claims.

On a motion by Bill Manier and second by Matt Bierman, the Board unanimously voted to approve the May 2013 Financial and Statistical Report.

 

IS/CT Update
Kim Larkin, CIO, provided the following IS and CT updates:

  • PACS Upgrade
    • Upgrade was completed this morning.
    • This enables telerads to provide final reports; subsequently, eliminates preliminary reports.
  • CT Scanner
    • Installation by Siemens is on schedule for mid-September.
    • Two technicians will receive training in July.
  • Mammography Screening Reporting Process Change
    • To reduce the standard reporting timeframe of 48-72 hours , a patient may elect to be contacted via phone as soon as results are available by completing a newly implemented authorization form.  To date, it has been well received.  Response rate will be monitored.
    • In accordance with standard practice, results will continue to be sent to the patient via letter (currently within two to three days of reading, depending if timeframe includes weekend), and the primary care physician will receive via fax (upon receipt, WCH immediately forwards).
    • Victor suggested promoting the new process.
    • Bill Manier noted that it was an improvement, but he would still like results available to the patient before leaving the appointment.

REDOC
Kim Larkin, CIO, reviewed previous and new information:

  • REDOC is an electronic health record niche product for therapy services and will allow physical therapy and occupational therapy and speech therapy to chart their clinical record electronically and will interface with NextGen (NG).  Currently, the therapy departments are still charting on paper and this is the only vendor found which provides for documentation for all three therapies.
  • With the new Medicare requirements regarding G-codes and modifiers, the documentation requirements for therapy billing have escalated to the point that it will be very difficult if not impossible to complete the documentation manually and to get the correct codes on the bills. 
  • Per the Board’s request at the previous meeting, a financial analysis regarding the required monthly subscription expense and its impact on physical therapy, occupational therapy and speech therapy revenue and profitability was reviewed.
  • WCH will submit upfront costs to Meaningful Use for reimbursement.

On a motion by Diane Nottmeyer and second by Audrey Finke, the Board unanimously voted to approve the purchase of REDOC software for $29,695.00, which will be offset by ICAHN grant award of $7,500.00 and by NG site visit credits of $12,000.00; resulting in a final purchase price of $10,195.00, in addition to a monthly subscription expense (license users fee) of $2,100.00.

 

Prevailing Wage Rates Resolution Annual Review
As a district hospital, WCH is required to annually review and approve A Resolution Determining the Prevailing Rate of Wages and publishing a Notice regarding the adoption of same. 

On a motion by Bill Manier and second by Greg Engele, the Board voted to approve A Resolution Determining the Prevailing Rate of Wages for Washington County Hospital District pursuant to 820 ILCS 130/1 et seq.

Motion carried with an opposing vote by J. W. Metcalf.

 

IHA Small & Rural Hospital Annual Meeting Report

  • Dale Blohm, Victor Lopez, Diane Nottmeyer, Audrey Finke and Nancy Newby attended the IHA Small & Rural Hospital Annual Meeting in Springfield on June 18-20. 
  • Members elaborated on this year’s theme “Path to Transformation” which included topics on the impact of transformation of future health care regarding population health, delivery system, rural leader and governance roles.
  • Meeting materials are available upon request.  Members were encouraged to attend future meetings.

WCH Medical Staff Bylaws Review
During review, Nancy noted that minor revisions were made for consistency and in compliance with The Joint Commission standards.

On a motion by Audrey Finke and second by Victor Lopez, the Board voted to approve the revised WCH Medical Staff Bylaws as presented.

 

Emergency Power – Electrical Study
The Buildings and Grounds Committee reported the following:

  • During the current patient room renovation, the need for emergency power was questioned.
  • Rather than “piece-meal” additional emergency power over time, it was suggested that installation of emergency power for the entire hospital would be desirable and may be less costly.
  • At this time, only 25% of the hospital has emergency power.
  • Currently, during power outages the hospital is at risk, in particular, regarding:
    • Patient safety issues
    • Equipment issues related to heat intolerance
  • The present generator plans originally included a medical office building and assisted living facility,

so load capability is available.

  • The Committee recommended that an electrical engineering survey be completed in accordance with Swim, Schuchat & Cornett Engineering, Inc., proposal at a cost of $15,500.  Results may be used for project RFPs.

On a motion by Victor Lopez and second by J. W. Metcalf, the Board voted unanimously to approve that an electrical engineering survey be completed in accordance with Swim, Schuchat & Cornett Engineering, Inc., proposal at a cost of $15,500.

 

Community Assessment/Strategic Plan FY2013-14

  • Illinois mandates that healthcare facilities conduct community assessments every three years with results submitted to the State’s Attorney and published for community.  District hospitals are exempt, but WCH elected to complete and use findings for strategic planning.
  • Nancy reviewed the Community Assessment Report’s statistics and focus groups’ responses.
  • Information will be incorporated into WCH Strategic Plan FY 2013-14.
  • The report will be available on the WCH website in the near future.

Community Questions and Answers
There were no questions from community members.

 

Closed Meeting
At 8:07 p.m. on a motion by Audrey Finke and second by Greg Engele, the Board unanimously approved to enter closed session under Open Meetings Public Act 88-621 Sections 2(C)(1)(17)(21).  Bierman AYE, Blohm AYE, Bronke AYE, Engele AYE, Finke AYE, Lopez AYE, Manier AYE, Metcalf AYE, Nottmeyer AYE.  Motion carried.

At 8:35 p.m. on a motion by Diane Nottmeyer and second by Victor Lopez, the Board unanimously approved to leave closed session and re-enter open session.  Bierman AYE, Blohm AYE, Bronke AYE, Engele AYE, Finke AYE, Lopez AYE, Manier AYE, Metcalf AYE, Nottmeyer AYE.  Motion carried.

 

Board of Directors Closed Meeting Minutes
Board Education Strategic Planning Retreat Closed Minutes
Medical Staff Meeting Minutes


QA/CQI Meetings Minutes
The following meeting minutes were presented for review and approval:

  • Board of Directors closed, May 28, 2013.
  • Board Education Strategic Planning Retreat closed, June 11, 2013.
  • Medical Staff, April 3, 2013.
  • QA/CQI, March 21 and April 18, 2013.

On a motion by Audrey Finke and second by Diane Nottmeyer, the Board unanimously voted to approve the aforementioned meeting minutes.

 

Medical Staff Membership Status, Credentials and Clinical Privileges
Board members reviewed the Medical Executive Committee’s recommendations and information received during the credentialing and probationary processes.  Based on this review, it was the Board’s opinion that the applicant(s) have met the requirements for Medical Staff appointment and clinical privileges as recommended, and member(s) have met the requirements for Medical Staff change of status as recommended. 

On a motion by J. W. Metcalf and second by Bill Manier, the Board unanimously voted to approve the following Medical Staff changes of status and approve the following Medical Staff appointments and clinical privileges:

  • Matthew Donaldson, M.D. – Provisional Staff, Teleradiology Services
  • Chester Harrison, Jr., M.D. – Provisional Staff, Teleradiology Services
  • Melissa McGettigan, M.D. – Provisional Staff, Teleradiology Services
  • Stephanie Swope, M.D. – Provisional Staff, Teleradiology Services
  • Alexander Ryan, M.D. – Change of Status from Provisional Staff to Courtesy Staff, Teleradiology Services

 

Automated Phone System

  • Board members reported community complaints regarding the newly implemented automated phone system in the physician office area.
  • Nancy reported that the system has been modified with fewer options resulting in less confusion.
  • The system continues to be monitored for customer satisfaction.

Adjournment
On a motion by J. W. Metcalf and second by Bill Manier, the Board unanimously voted to adjourn the meeting at 8:39 p.m.

 

Respectfully submitted,


Victor Lopez, Secretary
Board of Directors
Washington County Hospital

 

 

 

WCH Board

Dale Blohm, Board Chairman
J.W. Metcalf, 1st Vice Chairman
Diane Nottmeyer, 2nd Vice Chairman
Victor Lopez, Secretary
Greg Engele, Treasurer

Bill Manier, Member

Audrey Finke, Member

Matt Bierman, Member

 





Administrative Team

Nancy Newby, Chief Executive Officer

Tammy Amizich, Chief Nurse Executive
Kim Larkin, Chief Information Officer
Elaine Matzenbacher, Chief Financial Officer

Dave Davenport, Human Resources Director
Ruth Kellerman, Quality Coordinator


 

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