FORKS COMMUNITY HOSPITAL
BOARD OF COMMISSIONERS
February 25th, 2014
Present: Commissioners Daisy Anderson, Gerry Lane, Don Lawley, Jim Chaney (Acting CEO/CFO), Dr. Harmon (Chief of Staff), Heidi Anderson (Acting COO/CNO), Dan Whitlow
Guests: Dr. Kirk Cole, Sarah Huling, Debbie Perkins, Pam Brown, Kelly Keys, Sue Keilman & Lynda Benak.
The meeting was called to order at 5:00pm by Daisy Anderson.
Community Communications: Debbie Perkins expressed her thankfulness to Heidi Anderson for all her help during Union Negotiations.
Community Advisory Board: Meeting Minutes from February 11th, 2014 were reviewed.
Medical Staff: Medical Staff Committee Minutes from February 12th, 2014 were reviewed.
ACTION: It was moved, seconded and passed to approve the Medical Staff meeting minutes.
Medical Staff Privileges: Reviewed request for privileges as presented for Laura Kripinski, ARNP, Donna West, ARNP, Anne Rowe, MHS, Juleann Gandara, MD and Tristan McGovern, MD.
ACTION: It was moved, seconded and passed to approve re-appointment of privileges for Laura Kripinski,ARNP.
ACTION: It was moved, seconded and passed to approve appointment of privileges for Donna West, ARNP.
ACTION: It was moved, seconded and passed to approve re-appointment of privileges for Anne Rowe, MHP.
ACTION: It was moved, seconded and passed to approve re-appointment of privileges for Juleann Gandara, MD.
ACTION: It was moved, seconded and passed to approve re-appointment of privileges for Tristan McGovern, MD.
Provider Recruiting: Dan Whitlow presented current provider recruiting. The Board has asked Dan to present the Chief Medical Officer job description at the next Medical Staff Meeting.
Performance/Quality Improvement: Meeting Minutes from February 24nd, 2014 were reviewed. 2013 Quality Dashboard: Clinical Indictors reviewed with one error to be corrected. Clinical Indicators: Surgery, Risk Management & Deaths reported reviewed.
ACTION: It was moved, seconded and passed to approve the PIC meeting minutes.
Minutes: Board of Commissioner’s Meeting Minutes for January 28th, 2014 were reviewed.
ACTION: It was moved, seconded and passed to approve the Board of Commissioners Meeting Minutes for January 28, 2014.
· Managers Forum Meeting Minutes from February 4th, 2014 were reviewed.
· Special Managers Forum Meeting Minutes from February 20th, 2014 were reviewed.
ACTION: It was moved, seconded and passed to approve the January 2014 General A/P vouchers numbered 079441 through 079902 in the amount of $1,441,467.79 and the General P/R vouchers numbered 540799 through 540967 in the amount of $131,486.71.
ACTION: It was moved, seconded and passed to approve the Write Offs for February 2014 in the amount of $99,890.57.
Jim Chaney submitted report topics to include:
COMMUNITY DEVELOPMENT BLOCK GRANT UPDATE: We have had two project design meetings, one in person and one web ex meeting with the architects. We have reviewed the floor plan and made some modifications. We have also reviewed the site plan with discussions around the patient drop off and traffic flow to parking after dropping the patient off. The next meeting is scheduled for March 5th.
There were concerns voiced at the February Community Advisory Meeting regarding moving forward now on the project based on our current financial position.
Two banking institutions: First Federal and Cashmere Valley Bank have provided preliminary financing proposals for the project. Coastal Savings will also be providing a preliminary proposal in the next week.
First Federal: 10 year tax exempt fixed rate 3.5% with $4,500 loan fee.
Cashmere Valley Bank: 10 year tax exempt with the rate fixed for the first 5 years at 3.75%. Reset December 1, 2018 at previous 5 year monthly interest rate swap of Federal Reserve System x 65.01% and increased by 2.75%.
Coastal Savings Bank: Bank called today to express strong interest with a preliminary proposal forthcoming in the next week.
McMILLAN CASE: The termination agreement and release have been signed by both Mr. McMillan and the hospital district and returned to the hospital attorneys for their signature. Jim also sent a letter to B.E. Smith preserving the districts rights with regard to the guarantee for a position search for out-of-pocket expenses only. We will make a formal request for a refund rather than the position search.
PROVIDER RECRUITMENT AND RETENTION: Dr. Reveron, Donna West and Kelly Keys are all practicing with Donna West seeing patients at both Bogachiel and Clallam Bay Medical Clinic. During January, Dr. Reveron cared for 117 clinic patients in 11 days. Donna West cared for 58 patients at Bogachiel Clinic over 7 days and 26 patients in 3 days at Clallam Bay during January. Kelly Keys began seeing patients February 20th.
Dr. John Jackson FP/OB has once again contacted the hospital about interest in practicing here. He is currently doing locums work in Gold Beach, OR. Heidi and Sue Keilman, Nurse/Midwife have had telephone conversation and communication by email with Dr. Jackson. Laci is working with Dr. Jackson to establish a time for an onsite interview.
Heidi and Jim have also been working with Merritt Hawkins on postcard mail out campaigns to 3,100 physician candidates in twelve western states as well as North Dakota and South Dakota.
DNV ACCREDITATION UPDATE : We have requested and been granted a one month extension to our progress report update which will now be due March 28th.
MEDICAL QUALITY REVIEW INVESTIGATION BY DOH: Phone conversations were held in February between our attorney and our providers. The information requested by DOH was submitted via our attorney. We are now awaiting a formal response from the DOH Medical Quality Review Board.
COST SETTLEMENTS AND AUDITS: We received a Nursing Home Pro Share Notice of Recoupment for 2012 for repayment of $30,050 which we paid. We also received a Medicaid CAH 2012 Preliminary Settlement for 2012 of $106,755.35.
The Department of Social and Health Services conducted a Nursing Home Trust Fund and Credit Balance Audit February 5th and 6th with minimal record keeping recommendation and a change to our quarterly AR and credit balance reporting.
The State Audit of 2011 and 2012 should have the field work completed this week. Their management letter recommendations will include: policy and procedures updates needed regarding small works, a policy on architectural firm procurement, recommendations on cash reconciliation in the cafeteria, revised incentive policy at the executive level and filing of audited financial statements by May 31st annually.
QUARTERLY ALL STAFF MEETINGS: The first meetings of the year were held February 6th with good dialogue between senior leadership and staff. There was a small turnout at the first meeting at 7:00am with better attendance at the 11:00am and 4:00pm sessions. The 7:00am session will be moved to 7:30am for future meetings. Total attendees at the February meeting were 29.
Finance: Jim Chaney presented the January 2014 finance report, which was reviewed and
· Renee Reed who is the temporary Customer Service Rep for in-person assisters has helped assist 107 people in the last 5 weeks sign up for the Washington Health Exchange. Our Charity Care numbers should decrease now that more people are covered.
Planning: West End Outreach Services proposed a Special Board of Commissioners Meeting with Beacon Hill Development to present a housing plan. This meeting will be scheduled in early April.
Board Calendar: None
Additional Agenda Items:
o Lynda Benak from Coverys attended and gave a Risk Management presentation.
o Capital Equipment requests for Meditech Meaningful Use Upgrades for 2014 and Capital Equipment requests for Stryker Power Head Equipment were presented.
o 2014 Surplus Auction Equipment List was presented.
ACTION: It was moved, seconded and passed to move forward with the lease purchase of hardware and software for the Meditech Meaningful Use Upgrades of 2014 not to exceed $342,000.
ACTION: It was moved, seconded and passed to approve the Stryker Power Head Equipment not to exceed $20,000.
ACTION: It was moved, seconded and passed to approve the 2014 Surplus Equipment List.
Executive Session: RCW 42.30.110 (1) (f) Time in 7:00pm Time Out 7:15pm
With no further business, the meeting was adjourned at 7:15 pm.
The next Board of Commissioners meeting is scheduled for March 25th, 2014 at 5:00pm.
Minutes recorded by Laci Johnson, Executive Specialist.
Don Lawley, Secretary