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Sullivan County Memorial Hospital Board of Trustees June Meeting Minutes
June 23, 2022 – A regular Sullivan County Memorial Hospital (SCMH) Board of Trustees meeting was called to order on June 23, 2022, by Chairperson Melba Fordyce at 11:30 AM. Trustees present were Jim Heaton, Angie Curtis, Gary Drummond and Bill Lewis. Also present were Jason Chrisman, Chief Executive Officer; Becky Thomas, Director of Patient Care Services; Tina Sears-Hamilton, Director of Rural Health Clinics; and Amy Michael, Chief Operating Officer.
MINUTES: Chairperson Fordyce called for a motion to approve the regular meeting minutes from the May 19, 2022, Board of Trustees meeting. Trustee Drummond made a motion to approve the minutes. Trustee Heaton seconded the motion. Trustees Heaton, Lewis, Curtis, and Fordyce voted yes. Motion carried.
CEO, Dr. Chrisman, requested to add to the agenda the review and approval of a bid from Mainline Fire Protection for additional smoke detectors.
CEO REPORT: Dr. Chrisman thanked the Board Trustees for coming to the Study Session Special Meeting on June 22, 2022. The hospital’s licensure process and history were reviewed at the Study Session as well as K-Tags being worked on, after which discussion ensued.
The employee of the month was Larry Fox, IT Technician. A short bio was submitted to the Milan Standard.
SCMH is participating in the Area Health Education Center (AHEC) Missouri AHEC Science and Health (MASH) Camp this year. The activities on July 15th will be held at SCMH. MASH Camp is a science and health summer day camp for students entering 9th through 12th grade; aimed to spark an interest and understanding about healthcare.
Dr. Chrisman met with Steve Warchol with the Hospital Industrial Data Institute (HIDI) and discussed their new platform. HIDI is a great resource for gathering information related to market share data and inpatient/ outpatient information.
Notification was received that SCMH had been approved for a U.S. Health Resources and Services Administration (HRSA) Rural Health Network Development Planning Grant in the amount of $100,000. This is a significant step that allows SCMH and our partners to identify healthcare gaps and needs in Sullivan County as well as create a Strategic Plan for how to meet those needs.
ATSU representatives including Adam Moore, Dr. Bruning and Dr. Lesh were on-site June 13th to tour the hospital and further define the structure of a residency rotation at SCMH for ATSU’s family medicine program.
Dr. Chrisman attended Missouri Hospital Association’s (MHA) conference on June 13th. The topic was on the importance of CMS concerning hospital procedures. On June 14th Dr. Chrisman was able to participate in a conference call hosted by MHA on common life safety code deficiencies and a webinar on the Sunshine Law and Roberts Rules.
Dr. Chrisman informed the Board in case they did not see the Letter to the Editor in the Milan Standard concerning the article written by the Missouri Columbian about the limited healthcare options in Sullivan County, specifically Milan. The Letter to the Editor discussed and pointed out the many different options for healthcare in Milan and Sullivan County.
The Sullivan County Memorial Hospital Foundation met recently to discuss the Foundation’s role with upcoming facility projects and take care of some other business. The Foundation Board voted to donate $200,000 towards the sprinkler system for the hospital unless other outside funding is identified. At the meeting it was requested the signature cards for the accounts at the banks be updated to be Jason Chrisman, Amy Michael, and Martha Gragg. Currently there are a couple open positions on the Foundation Board. The Foundation Board is recommending Sandy Smith be appointed to their Board.
A virtual meeting was held with representatives from the Heartland Health Alliance (HHA) about becoming a member. This would allow SCMH to take advantage of their many resources including peer review process.
Many supplies and pharmaceutical items are still on allocation or not available to purchase. SCMH staff continue to work with fellow hospitals, organizations, and companies to work through the shortages.
Dr. Chrisman informed the Board the hospital’s new website is up and running and asked them to check it out and give their opinion of it.
A call was held with Sarah Wilson, MHA’s Vice President of Clinical and Regulatory Affairs on May 24, 2022. The purpose of the call was to discuss masking in hospitals and current guidelines. Policies are being updated for masking at SCMH.
Dr. Chrisman presented a bid from Questec Mechanical in the amount of $23,950 for the hot water recirculation upgrade needed for the isolation bay to ensure timely hot water is received in the bay. Questec Mechanical was the only bidder.
Dr. Chrisman presented a bid from the Mainline Fire Protection to add twenty-five smoke detectors for $11,955. Mainline was the only bidder. The additional smoke detectors are being added based on the walk through done with the State Inspector, Mr. Howren on June 8, 2022. The smoke detector plan is being submitted to the State’s Engineering Consultant Unit (ECU) for final approval before any work will be done.
Dr. Chrisman presented Professional Engineering Consultants (PEC) Supplemental Agreement Number 7 to evaluate receptacle counts in all areas of the hospital where receptacle counts are governed by FGI and provide a report with findings in the amount of $4,800.
Dr. Chrisman presented PEC’s Supplemental Agreement Number 8 to provide drawings to add a dedicated Life Safety Emergency Branch Panel for the medical gas loads. Also, PEC will provide drawings to separate the emergency circuits into the panels dedicated to each of the three emergency branches (equipment, critical, life safety) in the amount of $9,500.
FINANCIAL REPORT: The May 2022 financial report was presented to the Board. The hospital had a gain of $105,873 for May 2022. Ms. Michael informed the Board the hospital was awarded by the Small Rural Hospital Improvement Program (SHIP) with supplemental funding from the American Rescue Plan of 2021 the SHIP COVID Mitigation and Testing Grant in the amount of $230,000. Eligible expenses for this grant can be incurred from July 1, 2021 through December 31, 2022. The funds are not received until the expenditures have been paid for and documentation submitted.
PATIENT CARE REPORT: The Board reviewed the May hospital patient care report. Ms. Thomas reported Dr. Chrisman and her met with the Kirksville LPN Vo-Tech Instructors and class on June 6th. An agreement is being worked on to be a part of their nurse rotation and have clinicals at SCMH. Also, an agreement is being worked on with another nursing school for a LPN nursing clinical rotation.
Test training on the T-System electronic medical record system for the emergency department is scheduled for next week. The go live date for the system is scheduled for July.
Progress is being made on the processes for hospital’s swing bed program. Interdisciplinary team rounding with the patients has been developed and initiated. To improve the discharge process for swing bed patients the process is being started at admission to ensure everything the patient needs at discharge has been completed.
The Cardiac Rehab Program is doing well. One patient has recently graduated the program. There are five patients that are in the program now or getting ready to start.
RURAL HEALTH CLINICS REPORT: The Board reviewed the May rural health clinics patient care report. Ms. Sears-Hamilton informed the Board the days and hours of the Green City clinic is going to be changing. The change is necessary since the hospital’s wound care program has grown that a second day a week is needed. This pulls a provider out of the Physician Clinic that needs to be replaced. The days and hours starting in July will be 8am to noon Monday and Wednesday for the Green City Clinic. The times of day appointments have been requested has been monitored and mornings are requested more often.
The Physicians’ Clinic is going to do a trial run and extend the hours on Wednesday and be open until 6 pm. If there is enough patient volume during the extra hour, the extended hour will be permanent.
The Custom Learning System Company is going to be providing onsite education and training for SCMH Board, administration and staff in September on “Ignite the Patient Experience”. This opportunity is available with funds from the Missouri Office of Rural Health and Primary Care.
The Certified Nursing Aide (CNA) Class is going well with four students in it. Three of the four students are new hires and will be CNAs at SCMH. The students are preparing for their test and hopefully can test in August.
EXECUTIVE COMMITTEE OF THE STAFF REPORT: The Board reviewed the June meeting minutes. Dr. Chrisman presented the July 1, 2022 thru June 30, 2022 slate of officers for Medical Staff with Dr. Essmyer as Chief of Medical Staff and Dr. Thomas Williams as Vice President/Secretary.
Dr. Chrisman presented Dr. Joshua Cook credentialing file for reappointment on Medical Staff with consulting privileges. Dr. Cook is a pathologist and the hospital’s laboratory medical director.
OTHER REPORTS: There was no meeting in June for Quality Assurance/Improvement, Infection Control, Risk Management and Safety meeting. The Board reviewed the Environment of Care Safety Meeting Minutes.
The Utilization Review Plan for July 2022 thru June 2023 was presented to the Board for review and approval. The Plan was approved at the June Executive Committee of the Staff meeting. The Plan has been updated to reflect current processes at SCMH.
OLD BUSINESS: Work continues on the facility deficiencies sited during the last State inspection. The State Inspector. Mr. Howlen was at SCMH to review the K-Tag progress on June 8, 2022. The life safety project field work was conducted by PEC on June 16, 2022. Projects being worked on include the generator, life safety, sprinkler and electrical. An email has been sent to Mr. Grindstaff and Mr. Howlen to request for the reason why the extension was denied. Meanwhile information being requested from the State Inspector continues to be submitted.
NEW BUSINESS: Trustee Lewis made a motion to approve the bid from Questec Mechanical in the amount of $23,950 for the hot water recirculation upgrade for the isolation bay pending approval of the project from the State’s ECU. Trustee Curtis seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Drummond made a motion to approve the bid from Mainline Fire Protection for additional smoke detectors in the amount of $11,955 pending approval of the project from the State’s ECU. Trustee Lewis seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Curtis made a motion to approve the supplemental agreement #7 from Professional Engineering Consults to evaluate receptacle counts governed by FGI and provide a report with findings for $4,800. Trustee Lewis seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Lewis made a motion to approve the supplemental agreement #8 from Professional Engineering Consults to provide drawings to add a dedicated life safety emergency branch panel for the medical gas and provide a separate drawing for the emergency circuits into the panels dedicated to each of the three emergency branches for $9,500. Trustee Curtis seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Heaton made a motion to appoint the Medical Staff Officers for the upcoming Medical Staff year with Dr. Essmyer as Chief of Medical Staff and Dr. Thomas Williams as Vice President/Secretary. Trustee Drummond seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Lewis made a motion authorizing Jason Chrisman, Amy Michael, and Martha Gragg as check signers on the Sullivan County Memorial Hospital Foundation bank accounts at Farmers’ Bank of Green City- Milan Branch and First Missouri Bank. Trustee Curtis seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Heaton made a motion to appoint Sandy Williams to the Sullivan County Memorial Hospital Foundation Board effective immediately. Trustee Curtis seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Curtis made a motion to approve the 2023 Utilization Review Plan as presented to the Board. Trustee Heaton seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Trustee Drummond made a motion to approve the reappointment of Dr. Joshua Cook to Medical Staff with Consulting Staff privileges. Trustee Lewis seconded the motion. Trustees Lewis, Curtis, Heaton, and Drummond voted yes. Motion carried.
Being no further business, Trustee Lewis made a motion, seconded by Trustee Heaton to adjourn the meeting. Trustees Lewis, Heaton, Drummond, and Curtis voted yes. Motion carried. Chairperson Fordyce adjourned the meeting.
Next regular scheduled meeting will be July 28, 2022.
Meeting adjourned at 12:55 PM.