Board Meeting October 8, 2018 LOCATION PHONE NUMBER WEBSITE - - PowerPoint PPT Presentation

▶
board meeting
SMART_READER_LITE
LIVE PREVIEW

Board Meeting October 8, 2018 LOCATION PHONE NUMBER WEBSITE - - PowerPoint PPT Presentation

Aug 17, 2022 218 likes •678 views

Board Meeting October 8, 2018 LOCATION PHONE NUMBER WEBSITE FACEBOOK 21 Municipal Drive +1 636 933 2700 www.comtrea.org https://www.facebook.com/COMTREA/ Arnold, M O 63010 OUR MISSION To lead in providing quality, comprehensive

slide-1
SLIDE 1

21 Municipal Drive Arnold, M O 63010

LOCATION

+1 636 933 2700

PHONE NUMBER

www.comtrea.org

WEBSITE

Board Meeting

October 8, 2018

FACEBOOK

https://www.facebook.com/COMTREA/

slide-2
SLIDE 2

OUR MISSION

To lead in providing quality, comprehensive healthcare that is affordable and accessible, and to support the dedicated professionals who make caring for the individuals we serve their number one priority.

slide-3
SLIDE 3

AGENDA

CEO Report Action Items Discussion Items Adjournment 7:30 AM – Meeting Open Approval of Agenda and Minutes CLOSED SESSION Financials Program Highlight

slide-4
SLIDE 4

MOTION:

“I, ______, move that the Board approve the, October 8, 2018 Meeting Agenda.”

APPROVAL OF AGENDA

slide-5
SLIDE 5

MOTION:

“I, ______, move that the Board approve the September 10, 2018 Meeting Minutes.”

APPROVAL OF MEETING MINUTES

slide-6
SLIDE 6

CLOSED SESSION

BOARD MEMBERS ONLY

slide-7
SLIDE 7

CLOSED SESSION

MOTION:

“I, ____________, move that the Board enter into closed session.” (All others must agree by Voice Vote)

slide-8
SLIDE 8

CLOSED SESSION - AGENDA

MOTION:

“ I, __________, move that the Board approve the October 8, 2018 Closed Session Agenda,”

slide-9
SLIDE 9

CLOSED SESSION – MEETING MINUTES

MOTION:

“I, ___________, move that the Board approve the September 10, 2018 Closed Meeting Minutes.”

slide-10
SLIDE 10

CLOSED SESSION – ADJOURNMENT

MOTION:

“I, ___________, move that the Board adjourn from closed session and enter back into Open Session.” (All others must agree by Voice Vote)

slide-11
SLIDE 11

“As a member of the Finance

Committee, I _________, move that the Board approve the financials for the month of August, 2018.” ACCOUNT RECIEVABLES

$3,139,813.11

FINANCIAL REPORT CASH ON HAND

$1,399,180.63

MOTION:

slide-12
SLIDE 12

COMTREA PROGRAM HIGHLIGHT

Population Health presented by Patty Vanek, VP Population Health

Population health has been defined as "the health

  • utcomes of a group of individuals, including the

distribution of such outcomes within the group". It is an approach to health that aims to improve the health of an entire human population.

Wha hat is P t is Popula

  • pulation He

tion Health? alth?

slide-13
SLIDE 13
  • FINANCIAL FOCUS UPDATE
  • Financial Alignment Plan
  • Growth Report
  • STATE ASSOCIATIONS
  • DIVISIONAL UPDATES
  • HRSA
  • VOLUNTEERS

CEO REPORT

slide-14
SLIDE 14

FINANICAL ALIGNMENT PLAN

September Updates – Performance Monitoring

September Updates

  • A. Performance Monitoring

9/27/2018

1 MORS

a. Monthly for Primary Care, Oral Health & Behavioral Health August financial review at MORs completed on 9/24/18 with Leadership of the three divisions. Primary Care: Results as expected with month Aug. production at 68%. Contribution margin/Income of $(11,365) was facilitated with the one time annual payment of $42,500 for Meaningful Use. The removal of this 1x payment to assess the true impact of

  • perational/clinical/financial performance is a loss of $(53,865). Focus and expectations on scheduling, access and

provider location flexibility based on patient needs. Oral Health: Positive contribution margin with $3,860 and attainment

  • f FY Q.1 2019 goals to breakeven. September performance has forecast of continued improvement based on the

Growth Report. The plan that Dr. Garland developed back in April is unfolding as written. Behavioral Health (Psychiatry): Strong performance and CM above budget. b. Quarterly for all programs Scheduled each quarter - 10/22/18

2 C-Team Review (Weekly Review)

Ongoing. a. Laser focus on top 3 contributing factors (direct, indirect, no control) Primary Care Continued Focus: (1) Focus on clinical need with monitoring of chronic care conditions; (2) scheduled appointments at 3 or 6 mos. Intervals for prescription refills; and (3) scheduling. b. Coordinated intervention and accountability Oversight and accountability with the Primary Care Medical Director. Oral Health and Behavioral Plan delivering per plan. c. Tighter timeframe for low performance and change Continued per the A-B-C Alignment Plan.

3 Corrective Action Plans

a. Essential components include 3-5 interventions, time referenced and measurable, and monthly written updates with weekly phone/in-person check- ins Continued weekly calls with Primary Care Operations Manager, Weekly distribution of the Growth Report, 1:1 monthly meeting with CEO and Medical Director and CEO on-sight presence. b. Primary Care Plan A-B-C 30-day updates provided at 9/24/18 MORs. i. Performance review time frame is Q.1 2019 FY (9/30/18) ii. Next Steps in process c. Oral Health Plan A-B-C 30-day updates provided at 9/24/18 MORs. i. Performance review time frame is Q.1 2019 FY (9/30/18) ii. Next Steps in process d. Weekly update and monthly updated report Current on reporting back to CEO and C-Team with updates to the Finance Subcommittee of the Board and Executive Subcommittee of the Board.

slide-15
SLIDE 15

FINANICAL ALIGNMENT PLAN

September Updates

B Data Review, Trends and Analysis

1 Enhanced Data Reporting

Need for each Operations Manager to provide the total units of service (visits/encounters) to Amy for inclusion in the financials to obtain these additional performance indicators. Behavioral Health will be added to the Growth Report for October Reporting and this information will then be readily available. a. Monthly Income Statement for revenue producing departments: b. Units of Service (Visit) c. Revenue/Visit d. Cost/Visit 2 Monthly Financials - Inclusion of 12 Months Trending with move from manual to automated reporting. Completed manually for August financial update with other priorities needing resources.

C Billing and Accounts Receivable

1 Claim Audits to review documentation support for claims billed Done monthly; no atypical trends identified. a. External: RMC with quarterly reports Training call with Psychiatry held on 9/21/18. b. Internal: Ongoing 2 A/R Billing Specialist (in the FY 2019 Budget) a. Identify what reports are available in the EMR Re-organization of this role in process. b. Dashboard design for reporting performance on key financial indicators Timeframe to be scheduled. 3 Credentialing Redesign a. Assess ROI for credentialing software and range of options The prior individual over Credentialing is no longer with COMTREA. We are in the process of hiring for this position and have an excellent candidate. b. Dashboard design to track credentialing days for the top 5 payers To be developed.

slide-16
SLIDE 16

GROWTH REPORT – PRIMARY CARE

SEPT # of Work Days 19.00 Net Rev Per Visit PC 162.00 Weekly GOALS # DAYS MTD 19 Net Patient Rev/Visit 110.00 101

Schedule 86 Actual Actual THRU 9/28

MONTH END FORECAST - PRIMARY CARE REVENUE & BUDGET PRIMARY CARE VISITS >

Schedul e 10-Hr Day Actual 10-Hr Day 8-Hr Day

ACT MTD

PROJ VISITS

GOAL % GOAL PROJ REV BUD REV VAR REV % VAR

  • Dr. Turner

0.38 38.4 9.6 32.7 8.2 6.5 87 87 124 70% 14,094

  • Dr. Helton

1.00 101.0 25.3 86.0 21.5 17.2 199 199 327 61% 32,238 Ashley Whitley 0.90 90.9 22.7 77.4 19.4 15.5 172 172 294 58% 27,864 Ashleigh McGrath 1.00 101.0 25.3 86.0 21.5 17.2 288 288 327 88% 46,656 Amanda Sherwood 0.75 75.8 18.9 64.5 16.1 12.9 141 141 245 58% 22,842

  • Dr. Hampton

0.50 50.5 12.6 43.0 10.8 8.6 138 138 163 84% 22,356 0.0 0.0 0.0 0.0 0.0 #DIV/0! TOTALS 4.53 457.5 114.4 389.6 97.4 77.9 1,025 1,025 1,480 69% 166,050 249,227 -83,177 -33.37% 85%

Patient Revenue $112,750

slide-17
SLIDE 17

GROWTH REPORT – ORAL HEALTH / DENTIST

Net Rev Per OH Visit 169.00 Weekly GOALS Net Patient Rev/Visit 150.00 75

Schedule 62 Actual Actual THRU 9/28

MONTH END FORECAST ORAL HEALTH VISITS FTE

Schedule 10 Hr Day Actual 10 Hr Day 8-Hr Day

ACT MTD

PROJ VISITS

GOAL % GOAL PROJ REV Dr Suter 0.00 0.0 0.0 0.0 0.0 0.0 #DIV/0!

  • Dr. Garland

0.50 37.5 9.4 31.0 7.8 6.2 89 89 118 76% 15,041

  • Dr. Empkey

0.50 37.5 9.4 31.0 7.8 6.2 83 83 118 70% 14,027

  • Dr. Garrity

1.00 75.0 18.8 62.0 15.5 12.4 107 107 236 45% 18,083 Dr Blattel 0.25 18.8 4.7 15.5 3.9 3.1 33 33 59 56% 5,577

  • Dr. Landsford

1.00 75.0 18.8 62.0 15.5 12.4 133 133 236 56% 22,477

  • Dr. Mazuranic - PRN

0.00 0.0 0.0 0.0 0.0 0.0 10 10 #DIV/0! 1,690

  • Dr. Puisis

0.10 7.5 1.9 6.2 1.6 1.2 17 17 24 72% 2,873

  • Dr. Greaves - PRN

0.00 0.0 0.0 0.0 0.0 0.0 6 6 #DIV/0! 1,014

  • Dr. Emily

1.00 75.0 18.8 62.0 15.5 12.4 133 133 236 56% 22,477

  • Dr. Taylor

1.00 75.0 18.8 62.0 15.5 12.4 137 137 236 58% 23,153

  • Dr. Lorenz

0.75 56.3 14.1 46.5 11.6 9.3 114 114 177 65% 19,266

  • Dr. Darling

0.75 56.3 14.1 46.5 11.6 9.3 167 167 177 95% 28,223

  • Dr. Mazoli

0.75 56.3 14.1 46.5 11.6 9.3 130 130 177 74% 21,970

  • Dr. Shakhnovich

0.75 56.3 14.1 46.5 11.6 9.3 224 224 177 127% 37,856

  • Dr. Cook [8/13 1.0 FTE]

0.50 37.5 9.4 31.0 7.8 6.2 169 169 118 143% 28,561 TOTALS 8.85 663.8 165.9 548.7 137.2 109.7 1,552 1,552 2,085 74% 262,288 83%

Patient Revenue

$232,800

slide-18
SLIDE 18

GROWTH REPORT – ORAL HEALTH / HYGENISTS

Weekly GOALS # Pts 42

Schedule

33

Schedule

THRU 9/28

MONTH END FORECAST OH - HYGIENISTS FTE

Schedule 10 Hr Day Actual 10 Hr Day

ACT MTD

PROJ VISITS

GOAL % GOAL PROJ REV Sandy Holifield 0.00 0.00 0.0 0.0 0.0 #DIV/0! Suzanne Seawel 0.80 33.60 8.4 26.4 6.6 71 71 100 71% 11,999 Anna Kloeppel 0.00 0.00 0.0 0.0 0.0 #DIV/0! Amanda Govreau 0.80 33.60 8.4 26.4 6.6 63 63 100 63% 10,647 Renee Blanken 0.40 16.80 4.2 13.2 3.3 53 53 50 106% 8,957 Ashley Wegener 0.50 21.00 5.3 16.5 4.1 45 45 63 72% 7,605 Angelica Miller 1.00 42.00 10.5 33.0 8.3 64 64 125 51% 10,816 Tiffany Grant 0.50 21.00 5.3 16.5 4.1 80 80 63 128% 13,520 Kate Poleos 1.00 42.00 10.5 33.0 8.3 64 64 125 51% 10,816 0.00 0.0 0.0 0.0 #DIV/0! 0.00 0.0 0.0 0.0 #DIV/0! TOTALS 5.00 210.0 52.5 165.0 41.3 440 440 627 70% 74,360 79% Patient Revenue $66,000

DENTAL REVENUE TOTALS

THRU 9/28

MONTH END FORECAST - DENTAL REVENUE & BUDGET ACT MTD

PROJ VISITS

GOAL REV/VIS IT PROJ REV BUD REV VAR REV % VAR Dentists 1,552 1,552 2,085 74% 262,288 Hygienists 440 440 627 70% 74,360 Total 1,992 1,992 2,712 73% 336,648 573,270 -236,622 -41.28%

Patient Revenue $298,800

slide-19
SLIDE 19

STATE ASSOCIATIONS

CEO REPORT

slide-20
SLIDE 20

PRIMARY CARE ORAL HEALTH

DIVISIONAL UPDATES

BEHAVIORAL HEALTH

PSYCHIATRY

slide-21
SLIDE 21

CEO REPORT

  • HRSA MONTHLY

ANNUAL REVIEW

BOARD COMPOSITION

BOARD COMPOSITION GOVERNAN CE/ADMIN

Sue Curfman; Lisa Wigger

October YES NO NA

  • a. Board Member Selection and Removal

Process 1

  • b. Required Board Composition

1

  • c. Current Board Composition

1

  • d. Prohibited Board Members

1

  • e. Waiver Requests

1

  • f. Utilization of Special Population Input

1 TOTAL 5 1 % 100%

slide-22
SLIDE 22

BOARD MEMBERS USING FQHC SERVICES

2018

51%

Of Board Members are using FQHC Services

49%

Board Members NOT utilizing FQHC Services

HRSA REQUIRES

51%

51% 49%

OCTOBER IN IN COMPLIANCE

Note – We will drop below the

required 51 51% in November

slide-23
SLIDE 23

CEO REPORT

  • NoA – SUD – MI

Grant Award - $304,250

slide-24
SLIDE 24

VOLUNTEER REPORT

Location JULY AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL HOURS A Safe Place 56 12 22 90 CAC 24 172 33 229 Employees 14 46 47 107 Board Members 76 66 81 223 Adult and C&Y Div. Tails with Tales 46 36 138 220 Community Events 47 198 93 338 Job Shadowing 33 63 96 TOTAL Hours:

263 563 477 1303

slide-25
SLIDE 25

ACTION ITEMS

REQUIRES A VOTE

slide-26
SLIDE 26

MOTION:

“I, ______, move that the Board approve the September 2018 Leadership Reports to the Board.”

APPROVAL

Leadership Council Reports

Emailed to Board

slide-27
SLIDE 27

MOTION:

“I, ______, move that the Board approve the Budget Justification for the Quality Award Supplement.”

APPROVAL

Budget Justification – Quality Supplement

slide-28
SLIDE 28

MOTION:

“I, ______, move that the Board approve to continue the rental of 109 Mill Street after its renovation.”

APPROVAL

Continued Rental of 109 Mill Street

slide-29
SLIDE 29

MOTION:

“I, ______, move that the Board approve the PSA agreement once the feasibility study is complete.”

APPROVAL

PSA

slide-30
SLIDE 30

MOTION:

“I, ______, move that the Board approve the addition of the unbudgeted temporary position of APN for maternity coverage.”

APPROVAL

New Position Approvals

Temporary APN for Maternity Coverage

slide-31
SLIDE 31

MOTION:

“I, ______, move that the Board approve the revised Attendance Policy 10.2 as presented.

APPROVAL

Policy Approvals Revision – Attendance Policy 10.2

slide-32
SLIDE 32

MOTION:

“I, ______, move that the Board approve the revised Outside Employment Policy 6.12.1 as presented.

APPROVAL

Policy Approvals Revision – Outside Employment Policy 6.12.1

slide-33
SLIDE 33

MOTION:

“I, ______, move that the Board approve the revised Code of Conduct 10.1.3 as presented.

APPROVAL

Policy Approvals Revision – Code of Conduct 10.1.3

slide-34
SLIDE 34

CREDENTIALING & PRIVILEGING

New Staff / Interns Requiring Privileging (during the month of September 2018) Current Staff Re-Privileged (during the month of September 2018)

MOTION:

“I, ______, move that the Board accept the September 2018 Credentialing & Privileging Report as presented.”

Jennifer Mitchell

Youth Therapist BH

Claire Wroblewski

Case Manager - Therapist BH

Colleen Weiser

Behavioral Health Medical Assistant BH

Kristina Williams

Dental Assistant I OH

Miranda Jones

Behavioral Health Medical Assistant BH

Angelica Miller Dental Hygienist II OH

Jhansi Vasireddy

Psychiatrist BH

Rachel Beasley

Dental Patient Care Coordinator OH

slide-35
SLIDE 35

QIQA REPORT

  • BH is pulling CCBHC measures to officially report to the state

the results for Year 1 (July 2017 – June 2018)

  • COMTREA scored above the goal on most measures
  • Currently we are averaging approximately 2 DAYS for

patients to be seen for a screening! This is well below the 10 day goal, and has been driven by the advent of open access and the welcome center.

  • For Primary Health, there are only 2 measures still not met (A1c

> 9mg/dl and Cervical Cancer screenings) that continue to be a focus. .

As board members, I encourage you to utilize COMTREA services. This shows confidence in our providers, as well as being a HRSA requirement

slide-36
SLIDE 36

QIQA REPORT - MPCA QUALITY MEASURES

“I, ___, move that the Board approve the September 2018 QIQA Coordinating Council Report.”

MOTION:

TEAL color indicates quality measure target achieved Name Target Result Trailing Year August 2018 Result Trailing Year September 2018 Hypertension Controlling High Blood Pressure (NQF 0018) 55.0% 77.3% 79.0% Child Weight Screening / BMI (NQF 0024) 50.0% 95.5% 95.9% Child Weight Screening / Nutritional Counseling (NQF 0024) 15.0% 61.6% 54.4% Child Weight Screening / Physical Activity (NQF 0024) 8.0% 41.7% 37.2% Tobacco Use: Screening and Cessation (NQF 0028) 80.0% 96.3% 95.5% Cervical Cancer Screening (NQF 0032) 60.0% 38.9% 39.8% Colorectal Cancer Screening (NQF 0034) 40.0% 44.5% 44.9% Use of Appropriate Medications for Asthma (NQF 0036) 75.0% 88.6% 94.4% Diabetes A1c > 9 or Untested (NQF 0059) 25.0% 39.4% 36.0% Screening for Clinical Depression and Follow-Up Plan 12-17 yrs (NQF 0418) 2.3% 48.5% 39.1% Screening for Clinical Depression and Follow-Up Plan 18+ yrs (NQF 0418) 2.4% 72.8% 70.7% BMI Screening and Follow-Up 18+ Years – 2 BMI Ranges (NQF 0421 – CMS69v4) 75.0% 90.0% 88.8%

slide-37
SLIDE 37

DISCUSSION ITEMS

INFORMATIONAL

slide-38
SLIDE 38

MONTHLY REPORT TO THE BOARD

Bu Build ildin ing and Grounds Ca Capital l Ca Campaig ign

slide-39
SLIDE 39

Event Name Date Where Benefitting Contact Info Murder Mystery Dinner “Dead in Deadwood”

Friday October, 12th TBC Venue Pevely, MO Mary’s House of Hope at A Safe Place Kim Elbl kelbl@comtrea.org 636-232-2330

Mardi Gras

Saturday February, 2 (2019) Quality Inn A Safe Place Kim Elbl kelbl@comtrea.org 636-232-2330

Champions for Children Masquerade Ball

February, 23 (2019) KC Hall – Washington, MO CAC Kathy Carr kcarr@comtrea.org

On the Red Carpet

April, 27 (2019) Twin Oaks Winery CAC Kathy Carr kcarr@comtrea.org

slide-40
SLIDE 40

BOARD MEMBER

RECRUITMENT

slide-41
SLIDE 41

OLD BUSINESS

FOR DISCUSSION

slide-42
SLIDE 42

NEXT SCHEDULED BOARD MEETING

MONDAY, NOVEMBER 12, 2018

slide-43
SLIDE 43

ADJOURNMENT

“With no further business to discuss, I, ______, move that the Board adjourn.”

MOTION:

slide-44
SLIDE 44

21 Municipal Drive Arnold, M O 63010

LOCATION

+1 636 933 2700

PHONE NUMBER

www.comtrea.org

WEBSITE FACEBOOK

https://www.facebook.com/COMTREA/