BEAVER ISLAND RURAL HEALTH CENTER

Board of Directors Approved Minutes

Saturday, March 22, 2008

BIRHC Community Room

 

Present– Board Members – Denny Cook, Larry Hansz, Pete LoDico, Sarah McCafferty, Jean McDonough, (via speaker phone), Rick Speck, Don Spencer, Connie Wojan

Staff – Donna Kubic, Managing Director

 

Absent: Sandra Birdsall, Anne Glendon, and Dr. Brad Grassmick

 

I.    Call to Order & Welcome

Connie Wojan called the meeting to order at 2:00 PM, welcoming all board members present; and on the speakerphone; and guest.  

II.  Review revisions to agenda

No revisions to the agenda.

III. Review and approval of minutes

Motion to approve minutes of January 19, 2008 as presented (LoDico/Speck) approved.   

IV. Financial & Utilization Reports   

A.                 Financial reports presentation and discussion

Rick Speck gave the financial report.  Financials are running where they should be after 5 months of this fiscal year.  Snow removal charges are good despite the amount of snow we have had this year.  Rick pointed out that patient service revenue was down.  Donna Kubic explained that, for the time being Medicare A, Riverbend, is not paying claims for billable office visits.  Form 855 has been re filed by Health Service Associates.  2,000 Rural Health Services have been targeted to refile paper work as discrepancies have been found with the beginning of the use of National Provider Identification numbers.  This delay in reimbursement would be a much more serious problem if it had not occurred at this time of year when we have millage money to provide cash flow.  Motion to accept financial report (Spencer/Hansz) approved.

B.           Reports on Earned revenue for services

Donna Kubic presented a new practice profile report from Health Service Associates that shows the accounts receivable for 30,60,90,120 and 150 days.  Patient balances due and all outstanding amounts for all insurances are listed on the report.  The Board felt the report would be useful as a handout for accounts receivable.  Accounts receivable are higher than normal as 40% of the A/R is Medicare.

C.      Utilization Reports

January continued to be a slow month with $6,000 less billed than in January of 2007. In February 2008 the encounters were about the same as last February. $12,334 was billed in February 2008. Encounters continue to be behind last year: Down 7% in January and 6% in February.  After hours and weekend calls are minimal with only 2 in January and 4 in February.  Insurance stats indicate 38 percent of the insurance being billed is Medicare.

V. Resource Development Report

A.     Quarterly Summary Endowment Fund/Special Projects

         Connie Wojan announced that during the period from November 1, 2007 through February 29, 2008,  $35,080.28 was donated to our Endowment Fund. About $2000 of that total was in response to the Annual Appeal letter. The rest was payments on Legacy Tree pledges. 

B.     Annual Appeal

During the same period $29,504.00 was donated to the Special Projects Fund…a record. 173 individuals donated to the Annual Appeal, also a record.

 

 

 

 

C.     SUV Raffle   

The option of awarding cash instead of the SUV was discussed.  It was agreed by all present that there would be no option of offering cash instead of the SUV.  Ticket sellers would be informed of this decision.  Motion not to allow a cash prize instead of the truck (Spencer/Wojan approved.)

 

VI. Operations Report          

A.     Summary of Activities, Statistics

(copy attached)

B.  Hospice Update

Sue and I met with the Di Gilroy, the Director of Hospice on February 8th and visited Hospice house in Traverse City.  We will become employees of Munson hospital in order to offer Hospice Services to island residents if the need is ever here. The liability insurance we both carry at the Medical Center covers the home visits.  Thursday, Sue and I will attend a team meeting with several members of the Hospice Team at Munson Hospital, and then accompany a hospice nurse on some home visits.  Paul and Angel have accommodated Sue and I by adding a special plane on at 6:45 Thursday morning so we can fly off and be in Traverse City by 8:30 AM.  There is no extra charge for chartering the plane at 6:45.   Dr. Newcomb is here all day Thursday. Motion to allow Sue Solle and Donna Kubic to become employees of Munson Health Care when they make Hospice visits. (LoDico/Speck) approved.

C.  NP update

Donna Kubic reported Larry Hansz, Jean McDonough, Sandra Birdsall and Sarah McCafferty have had two Nurse Recruiting Committee meetings. To date, Donna has had only one email inquiry. Statistics from Health Careers is 9,846 summary views, 113 detail view, and 37 web responses which means the searcher opened up the ad to view the details  Ads have been listed with Advance practice jobs.com, and AANP.  Monster .com has had 137 views and 11 clicks.  The job is also listed on the www.michigan.gov state loan repayment site and www.npworld.  Donna will renew the posting for Health Career.com and also Medical Opportunities in Michigan that  was recommended by one of Munson Hospital recruiters.

VIII.   Old Business

A.     Strategic Planning

Connie Wojan informed the board that Pete Plastrik has talked to all the board members individually as well as Mary Cook and the township supervisors. Pete recommends a three-hour planning session.  Connie suggested the strategic planning session take the place of the regular meeting on May 17th.  It was decided to meet from 11:00 AM - 12:30 PM on May 17th with lunch at 12:30 PM and resume from 1:00 PM to 2:30 PM.  Donna will pass out financials and any other regular pertinent reports at the meeting. 

 

IX. Committee Reports

A.  Research Development

Connie reported about her phone conversation with Jeff Traudt and Anne Glendon regarding resource development.  Connie brought up linking the BIRHC website to Charlevoix County Foundation website so that people might pledge or donate over the Internet.  The BIRHC will be going through some changes with Central Solutions taking over the hosting of the site.  It was suggested a database of email addresses be started.  This would be a free way to increase donations without a lot of trouble.  Sending out postcards in early spring welcoming back islanders and informing them of what the upcoming fundraisers was also discussed.  Jeff Traudt suggested cottage owners might rent one extra week a year and donate the proceedings to BIRHC. 

 

B.  Quality Improvement

Donna Kubic stated Denny Cook completed chart reviews for 2007. Denny Cook spent an entire day at the Health Center reviewing charts.  Sue will compile results for the next QA meeting in late April or early May.  Barb Murphy has volunteered to do statistical analysis of required data collection for 2007 for our quality improvement program and we are awaiting her data.  No recent quality improvement issues have been identified.  A meeting will be called when all data is collected in late April or early May.

C.  Building Maintenance

Denny Cook announced that Don Spencer gave him a tour of the Health Center   Denny indicated there were two issues, the generator and taking care of the solenoid that fail to reset after a power failure. Thanks to Jim Wojan for helping with the generator and buying the battery it needed.  Mike Deur is looking into the cost of adding automatic contactors.  The generator will now run for 20 minutes every Friday at 4:32.  Jim Wojan indicated the Health Center needs a much larger generator and Connie Wojan suggested this could be brought up as part of the strategic plan.  Larry Hansz mentioned he knows a retired engineering person from Munson Hospital who might be willing to visit and Health Center and help with long range maintenance planning.

     D.  Nurse Recruiting

Larry Hansz reported two meetings took place for the Nurse Recruiting Committee.  Larry e-mailed over 60 universities personal regarding the NP position.  The initial posting on Monster.com was revised to indicate this was a shared practice rather than a full or part time position.

X. Next Meeting

May 17, 2008

XI. Public Comment

No public comment

XII. Adjournment –

Motion to adjourn at 3:30p.m. (Wojan/Spencer) approved. 

 

Respectfully submitted,

 

Connie Wojan, President

Donna Kubic, Managing Director