SPARTA COMMUNITY HOSPITAL DISTRICT
BOARD MEETING MINUTES
Date: January 21, 2014
Members Present: Dennis Ernsting, Gary Stephens, Alene Holloway, Kay Hapke, and Chris Haury
Members Absent: Leroy Trost, Nathan Lee, Vanessa Tinsley, Claudia Kerens
Others Present: Joann Emge, Paul Mueller, Ruth Holloway and Debbie Pickering
Meeting called to order at 7:00 p.m. by Mr. Ernsting.
Item
Discussion
Mr. Ernsting presented Board minutes from December 17, 2013 for
Approval of Minutes
review.
Treasurer’s Report
Mr. Stephens presented the Treasurer’s Report.
Financials
Paul Mueller reported for the month of December, cash decreased
by $290,000. Revenue for inpatient, outpatient and emergency
department services increased during the month. Total system-wide
revenues increased by approximately $93,000 and expenses were
kept below budget. For the month, there was a net profit of $83,000
and year-to-date profit totaling $420,000. Paul pointed out that the 5
year comparative report was also included for review.
Dr. Coulter was not present.
Approval of Expenditures
Joann said she is bringing the following expenditures before the
Board for consideration:
Barracuda Firewall - $12,375.65. ICAHN staff will provide
configuration for a cost of $1,000.00 resulting in total cost
of $13,375.65. Joann explained we currently pay $625
monthly for our firewall. By purchasing this, will eliminate
the monthly fee. It will also increase our ability to detect a
breach in our system or irregular activity.
Analysis of Rehab Services – Joann said that a review of
documentation, coding and services will help prepare us for
future changes. The cost, however, is below Board approval
threshold.
Property Insurance Renewal – Joann informed the Board that
Physician’s Report
CEO Report
Action, Resolution, or Follow-up
Ms. Holloway made a motion with Mr.
Haury seconding to approve minutes as
presented. Motion carried.
Ms. Hapke made a motion to approve the
Treasurer’s Report as presented and file
subject to audit. Ms. Holloway seconded.
Motion carried.
CEO Report (Cont’d)
currently, only one comparison of rates is available. A
spreadsheet with limits and premium was reviewed from
Hartford. We currently have $14 million of coverage for
hospital building with $25 million in earthquake coverage.
Last year’s premium totaled $45,505. This year for the
same coverage, premium will increase to $55,005. Joann
said in review of values, felt the hospital’s value should be
increased to $20 million and North Campus increased by
$50,000. For this coverage along with the same earthquake
coverage will result in premium of $62,005. Joann added
she would like the Board to approve her binding coverage
with increased limit with the lowest bidding company and
bring back next month for ratification.
Wall cabinets to house computers for ED EMR - $11,000.
Joann said these are necessary to provide infection barrier
along with keeping computers away from public contact.
She added they need to be ordered now so they arrive in
time for EMR install.
Future Expenses
Joann said that vendors were contacted in an effort to determine best
option for the MRI building since our current vendor contract will
expire in September. We continue to work with Steven Feeler for
design plan and GRS Construction estimates cost at approximately
$430,000. Joann added she plans to bring engineering cost and
construction design cost next month for approval. These plans
would then be submitted to IDPH and then could request bids.
Large UPS units for diagnostic imaging. Joann said our current
UPS unit was purchased 10-12 years ago and at that time, was not
mission critical to have generator powered CT and MRI. We are
currently evaluating options for UPS/generator power for CT and
RF room in power outage and possibly MRI.
Computer update. Joann explained that after April, Windows XP
will no longer be supported. We currently have 140 computers that
will either need replaced or will need upgrades. We plan to
determine the best option at the lowest cost.
CEO Report (Cont’d)
Marissa project – there is no news at this time.
Access
Dr. Barkoviak began seeing patients at North Town campus this
month.
Call Center
We are currently in the planning stages but plan to go live March1st.
Dr. Chung has served as the Physician Campion and we have been
working to identify staff and develop policies and procedures. We
are also evaluating bandwidth to determine if it needs to be
increased.
EMR Install
Joann gave an update about EMR install by saying training was
provided two weeks ago for Sparta Medical Office and Family
Health Centre. It is planned to go live the week of January 27th.
Physician documentation install is planned to go live February 17th
and ED electronic record is planned to go live April 29h.
Town Hall Meetings
Joann told Members that she has scheduled several Town Hall
Meetings to meet with employees for sharing of information (both
ways) and to determine the things that are going well and those that
need to be improved.
The next Joint Conference Meeting is scheduled for January 28th at 8
a.m.
Our annual Health Fair is being provided January 25th at the World
Shooting Complex. Flu shots along with blood draws will be
offered.
There were approximately 250 people in attendance at the Employee
Appreciation Dinner.
Joann shared that red line copies of the proposed changes to the
Medical Staff Bylaws and Rules and Regulations were included in
CEO Report (Cont’d)
their packets for review. These proposed changes address regulatory
requirements and call schedule.
Monitoring of ED times continue with the average length of time to
triage being 2 minutes and average time that physician evaluation is
done being 15 minutes this month.
Our ED Director, Dr. Vandover, prepares a monthly Newsletter for
physicians each month. Joann added this was included for the
Board’s review.
Executive Session
Paul Mueller left the meeting at 7:25 p.m.
Ms. Holloway made a motion to go into
Executive Session at 7:25 p.m. for the
purpose of discussing Litigation and
Personnel Issues. Mr. Stephens seconded.
Motion carried.
Ruth Holloway left the meeting at 7:32 p.m.
Regular Session
Minutes
Mr. Ernsting said that Executive Session minutes from December
17, 2013, July 15, 2013 and January 15, 2013 were reviewed in
Executive Session.
Mr. Stephens moved to return to Regular
Session at 7:40 p.m. Ms. Hapke seconded.
Motion carried.
Mr. Haury made a motion approving
Executive Session minutes from December
17, 2013. Ms. Holloway seconded. Motion
carried.
Ms. Hapke made a motion to defer Executive
Session minutes from July 15, 2013 and
January 15, 2013. Mr. Haury seconded.
Motion carried.
Committee Reports
Mr. Stephens reported that the Finance Committee met earlier and
discussed financials, and expenses.
Ms. Holloway announced the Quality Council met and the following
were discussed:
Physician clinics- Clinic management is meeting with Health
Information Management to determine a method for tracking
of wellness measures and auditing records so results can be
added to quarterly scorecards.
New Business
Home health – Stoplight information and patient education is
provided to each patient. Readmission rate is down to 16.6%
ED- Trauma protocol was revised to expedite patient
assessment and transfers. Ultrasound machine has been
received for point of care use and competencies are being
developed for the staff. Chest pain EKG’s within 10
minutes- 7/8; Stroke CT results within 45 minutes- 3/4. Each
case will be reviewed to identify ways to obtain more timely
reports. ED average length of stay- 103 min. Time to be
seen by provider – 16 min.
Med/Surg – Home med lists will be obtained from
physicians’ clinics to verify that all home meds are
addressed. Physicians are instructed to use CPOE for
admission and discharge orders.
Surgery – Whiteboards instituted to track patients through
medical clearance process. Clearance appointments prior to
pre-op teaching session- 86% (6/7); Medical clearance
received prior to pre-op session- 71% (5/7).
Infection control- Hospital Acquired Infection rate- 0.67%
Laboratory – Reportable cases are now being submitted to
the state by computer to meet meaningful use criteria.
Rehab Services- No show audits for 3Q2013 – 368
cancellations/no shows/ rescheduled. Patients with 3 no
shows will be terminated from therapy.
Wound clinic- Percentage of wounds resolved- chronic 67%,
Diabetic- 71%, others- 100%. Average number of weeks to
resolve- Diabetic- 1, Trauma- 7, Pressure- 8.1, Chronic- 8.
Grievance log –7 complaints were received during
November. Complaints were investigated and addressed with
patients.
On behalf of the Finance Committee, Mr.
Approval of Expenditures
Stephens moved to approve the following
expenditures:
Barracuda Firewall at a cost of $12,375.65
plus $1,000 for configuration for a total cost
of $13,375.65.
Property insurance renewal to be bound with
company with values of $20 million for
hospital and $25 million for earthquake at
the lowest cost and bring back next month
for ratification.
ED wall cabinets to house computers for ED
EMR at a cost of $11,000.
Ms. Holloway seconded. On Roll Call:
YEA: Holloway, Hapke, Stephens, Haury,
Ernsting. NAY: None. ABSENT: Kerens,
Tinsley, Trost, Lee. Motion carried.
New Business (Cont’d)
Approval of Contract
Ms. Hapke moved to approve Employment
Agreement with Elizabeth Kraus as outlined
in Executive Session. Mr. Haury seconded.
Motion carried.
Approval of Proposed Changes to Medical Staff Bylaws and
Rules and Regulations.
Adjournment
_____________________________________
Dennis Ernsting, Chairman
Mr. Stephens made a motion approving
Proposed Change to Medical Staff Bylaws as
presented. Ms. Holloway seconded. Motion
carried.
Ms. Holloway moved to approve Proposed
Change to Medical Staff Rules and
Regulations as presented. Mr. Stephens
seconded. Motion carried.
A motion was made by Mr. Stephens to
adjourn at 7:53 p.m. Ms. Hapke seconded.
Motion carried.
__________________________________________
Chris Haury, Secretary