Board Meeting September 10, 2018 LOCATION PHONE NUMBER WEBSITE - - PowerPoint PPT Presentation
Board Meeting September 10, 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
21 Municipal Drive Arnold, M O 63010
LOCATION
+1 636 933 2700
PHONE NUMBER
www.comtrea.org
WEBSITE
September 10, 2018
https://www.facebook.com/COMTREA/
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.
AGENDA
CEO Report Action Items Discussion Items Adjournment 7:30 AM – Meeting Open Approval of Agenda and Minutes CLOSED SESSION Financials Program Highlight
MOTION:
“I, ______, move that the Board approve the, September 10, 2018 Meeting Agenda.”
MOTION:
“I, ______, move that the Board approve the August 13, 2018 Meeting Minutes.”
BOARD MEMBERS ONLY
“As a member of the Finance
Committee, I _________, move that the Board approve the financials for the month of July, 2018.” ACCOUNT RECIEVABLES
$2,818,869.82
FINANCIAL REPORT CASH ON HAND
$1,346,759.67
MOTION:
COMTREA PROGRAM HIGHLIGHT
Zero SUICIDE presented by Laura Bilsland, AVP Adult BH
IN HEALTH AND BEHAVIORAL HEALTH CARE
CEO REPORT
FINANICAL ALIGNMENT PLAN
August Updates – Performance Monitoring
8/29/2018
1 MORS a. Monthly for Primary Care, Oral Health & Behavioral Health MORs were held with each of these 3 service lines Mon. 8/27/18. Darlene Herrell presented in the absence of Dr. Turner who was on PTO. PC Alignment Plan A-B-C written updates provided. Stated request to focus on these three items: (1) Look at the provider schedules and move as needed to support patient access needs. For example, more provider hours are needed at Emerson; (2) Focus on production with Open Access, adherence to time slots per patient type (15 min/30 min), (3) Reminder call process to decrease cancellations and allow reschedule options; (4) double-booking as appropriate.
b. Quarterly for all programs Scheduled per plan. 2 C-Team Review (Weekly Review) a. Laser focus on top 3 contributing factors (direct, indirect, no control) C-Team discussion on Mon. 8/27 with extended discussion on the Primary Care Alignment plan, additional support for dental assistants recruitment, and cash flow forecast. b. Coordinated intervention and accountability Per Plan c. Tighter timeframe for low performance and change Adherence to the timeframes as detailed in the A-B-C Alignment Work Plans. 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 Weekly Friday call with Primary Care Operations Manager and Oral Health Director. b. Primary Care Plan A-B-C 30-day updates provided at 8/27 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 8/27 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.
FINANICAL ALIGNMENT PLAN
August Updates
B Data Review, Trends and Analysis
1 Enhanced Data Reporting Will discuss with Amy on the opportunity to include on the monthly financial statements. 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 July financial update with other priorities needing resources.
C Billing and Accounts Receivable
1 Claim Audits to review documentation support for claims billed a. External: RMC with quarterly reports b. Internal: Ongoing 2 A/R Billing Specialist (in the FY 2019 Budget) a. Identify what reports are available in the EMR Separation to 2 distinct roles including (1) Billing Manager and A/R Manager following CEO and CFO discussion on 8/28/18. Each position will have a daily dashboard reporting on outcomes achieved per key (critical) job role
b. Dashboard design for reporting performance on key financial indicators 3 Credentialing Redesign a. Assess ROI for credentialing software and range of options Credentialing software purchased at cost of $7,000 and covers up to 100 providers. If we relied on MHP to do this, it would cost $25,000 and only cover 35 providers. It was not a good investment. b. Dashboard design to track credentialing days for the top 5 payers
GROWTH REPORT – PRIMARY CARE
AUG # of Work Days 23.00 Net Rev Per Visit PC 162.00 Weekly GOALS # DAYS MTD 23 Net Patient Rev/Visit 110.00 101
Schedule 86 Actual Actual THRU 8/30
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
0.38 38.4 9.6 32.7 8.2 6.5 91 91 150 61% 14,742
1.00 101.0 25.3 86.0 21.5 17.2 263 263 396 66% 42,606 Ashley Whitley 0.90 90.9 22.7 77.4 19.4 15.5 203 203 356 57% 32,886 Ashleigh McGrath 1.00 101.0 25.3 86.0 21.5 17.2 293 293 396 74% 47,466 Amanda Sherwood 0.75 75.8 18.9 64.5 16.1 12.9 216 216 297 73% 34,992
0.50 50.5 12.6 43.0 10.8 8.6 152 152 198 77% 24,624 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 1,218 1,218 1,792 68% 197,316 249,227
85%
Patient Revenue $133,980
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 8/30 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 0.10 7.5 1.9 6.2 1.6 1.2 7 7 29 25% 1,183
0.50 37.5 9.4 31.0 7.8 6.2 60 60 143 42% 10,140
0.50 37.5 9.4 31.0 7.8 6.2 135 135 143 95% 22,815
1.00 75.0 18.8 62.0 15.5 12.4 196 196 285 69% 33,124 Dr Blattel - Maternity 0.00 0.0 0.0 0.0 0.0 0.0 #DIV/0!
1.00 75.0 18.8 62.0 15.5 12.4 208 208 285 73% 35,152
0.00 0.0 0.0 0.0 0.0 0.0 #DIV/0!
0.00 0.0 0.0 0.0 0.0 0.0 #DIV/0!
0.10 7.5 1.9 6.2 1.6 1.2 9 9 29 32% 1,521
1.00 75.0 18.8 62.0 15.5 12.4 138 138 285 48% 23,322
1.00 75.0 18.8 62.0 15.5 12.4 159 159 285 56% 26,871
0.50 37.5 9.4 31.0 7.8 6.2 108 108 143 76% 18,252
0.50 37.5 9.4 31.0 7.8 6.2 102 102 143 72% 17,238
0.50 37.5 9.4 31.0 7.8 6.2 123 123 143 86% 20,787
FTE] 0.50 37.5 9.4 31.0 7.8 6.2 158 158 143 111% 26,702
0.25 starting 8.13] 0.25 18.8 4.7 15.5 3.9 3.1 41 41 71 58% 6,929
TOTALS 7.45 558.8 139.7 461.9 115.5 92.4 1,444 1,444 2,125 68% 244,036
83%
Patient Revenue $216,600
GROWTH REPORT – ORAL HEALTH / HYGENISTS
Weekly GOALS # Pts 42
Schedule
33
Schedule
THRU 8/30 MONTH END FORECAST OH - HYGIENISTS FTE
Schedule 10 Hr Day Actual 10 Hr Day
ACT MTD PROJ VISITS GOAL % GOAL PROJ REV Sandy Holified 0.00 0.00 0.0 0.0 0.0 #DIV/0! Suzanne Seawel 0.80 33.60 8.4 26.4 6.6 83 83 121 68% 14,027 Anna Kloeppel - PRN 0.00 0.00 0.0 0.0 0.0 #DIV/0! Amanda Govreau 0.80 33.60 8.4 26.4 6.6 50 50 121 41% 8,450 Renee Blanken 0.75 31.50 7.9 24.8 6.2 20 20 114 18% 3,380 Ashley Wegener 0.25 10.50 2.6 8.3 2.1 38 38 38 100% 6,422 Angelica Miller 1.00 42.00 10.5 33.0 8.3 62 62 152 41% 10,478 Tiffany Grant 0.25 10.50 2.6 8.3 2.1 35 35 38 92% 5,915 Kate Poleos (.75 Sept) 0.50 21.00 5.3 16.5 4.1 28 28 76 37% 4,732 TOTALS 4.35 182.7 45.7 143.6 35.9 316 316 660 48% 53,404 DENTAL REVENUE TOTALS GOAL THRU 8/30 MONTH END FORECAST - DENTAL REVENUE & BUDGET #/WK ACT MTD PROJ VISITS GOAL REV/VIS IT PROJ REV BUD REV VAR REV % VAR Dentists 1,444 1,444 2,125 68% 244,036 Hygienists 316 316 660 48% 53,404 Total 1,760 1,760 2,785 63% 297,440 573,270
Production w/o VA 79%
Patient Revenue $47,400 Patient Revenue $264,000
FINANCIAL STATUS OF HEALTH CENTER
CEO REPORT
STATE ASSOCIATIONS
CEO REPORT
PRIMARY CARE ORAL HEALTH
BEHAVIORAL HEALTH
PSYCHIATRY
CEO REPORT
ANNUAL REVIEW
BOARD AUTHORITY
BOARD AUTHORITY
GOVERNAN CE/ ADMIN Sue Curfman September YES NO NA
Project 1
1
1
Policies 1
Personnel Policies 1 TOTAL 5
100%
CEO REPORT
ANNUAL REVIEW
HOURS OF OPERATION BY LOCATIONS
Hours of Operation by COMTREA Location
Arnold Monday-Thursday 8:30a-6:30p, Friday 8:30a-5p Festus Monday-Thursday 8:30a-7:30p, Friday 8:30a-5p Northwest Monday-Thursday 8:30-7, Friday 8:30-5p Valley Monday-Friday 7:30am-6pm Fox Monday- Friday 7:30a-6:00p MAP clinic Monday-Friday 7:30a-6p (subject to change) Treatment Court Monday-Thursday 8am-7pm Central Admissions Monday-Friday 8:30am-5:00pm Twin City Dental Monday-Friday 7:30am-4pm currently. September change to Mon 7:30a-6p, Tues-Thurs 7:30-4p, Fri 7:30-2:00pm) Hickory Monday-Friday 7:30am-6:00 pm High Ridge Family Medical Mon & Tues 7:30am- 7:00pm, Wed Thurs and Friday 7:30am-5:00pm
BOARD MEMBERS USING FQHC SERVICES
2018
53%
Of Board Members are using FQHC Services
47%
Board Members NOT utilizing FQHC Services
HRSA REQUIRES
51%
53% 47%
SEPTEMBER IN C COMPLIANCE CE
CEO REPORT
Quality Award
VOLUNTEER REPORT
Location JULY AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL HOURS A Safe Place
56 12 68
CAC
24 172 196
Employees
14 46 60
Board Members
76 66 142
Adult and C&Y Div. Tails with Tales
46 36 82
Community Events
47 198 245
Job Shadowing
33 33
TOTAL Hours:
263 563 826
REQUIRES A VOTE
MOTION:
“I, ______, move that the Board approve the August 2018 Leadership Reports to the Board.”
Leadership Council Reports
Emailed to Board
MOTION:
“I, ______, move that the Board approve the addition of the unbudgeted position of Clinical IT.”
New Position Approvals
Clinical IT Position
MOTION:
“I, ______, move that the Board approve the addition of the unbudgeted 0.50 position of IT Help Desk.”
New Position Approvals
IT Help Desk Position (0.50)
MOTION:
“I, ______, move that the Board approve the addition of the unbudgeted position of IT Billing Support.”
New Position Approvals
IT Billing Support
MOTION:
“I, ______, move that the Board approve the addition of the unbudgeted position of an Adult General Psychiatrist.”
New Position Approvals
Adult General Psychiatrist
MOTION:
“I, ______, move that the Board approve the revised S6 Adolescent CSTAR Program Manual.”
Manual Approvals Revision of “S6 Adolescent CSTAR Program Manual”
MOTION:
“I, ______, move that the Board approve the nomination of Dr. Caron Daughtery to the COMTREA Board.
COMTREA Board Member Nomination
QIQA REPORT
ranked 13th, falling well above the 50th percentile.
Annual Meeting. COMTREA also won 1 free admission to the MPCA conference in Branson
for Staff and Clients have been completed.
positive trend for clients
improvement initiatives
QIQA REPORT - MPCA QUALITY MEASURES
“I, ___, move that the Board approve the August 2018 QIQA Coordinating Council Report.”
MOTION:
Name Target Result July 2018 Result August 2018 Result Trailing Year July 2018 Result Trailing Year August 2018 Hypertension Controlling High Blood Pressure (NQF 0018) 55.0% 77% 80% 78.1% 77.3% Child Weight Screening / BMI (NQF 0024) 50.0% 94.4% 96.2% 95.7% 95.5% Child Weight Screening / Nutritional Counseling (NQF 0024) 15.0% 66.2% 59.1% 61.1% 61.6% Child Weight Screening / Physical Activity (NQF 0024) 8.0% 57.7% 41.7% 40.5% 41.7% Tobacco Use: Screening and Cessation (NQF 0028) 80.0% 95.7% 95.8% 96.3% 96.3% Cervical Cancer Screening (NQF 0032) 60.0% 47.4% 49.2% 38.4% 38.9% Colorectal Cancer Screening (NQF 0034) 40.0% 43% 51.0% 41.8% 44.5% Use of Appropriate Medications for Asthma (NQF 0036) 75.0% 100.0% 100.0% 88.2% 88.6% Diabetes A1c > 9 or Untested (NQF 0059) 25.0% 26.3% 31.9% 38.3% 39.4% Screening for Clinical Depression and Follow-Up Plan 12-17 yrs (NQF 0418) 2.3% 48.4% 53.0% 49.1% 48.5% Screening for Clinical Depression and Follow-Up Plan 18+ yrs (NQF 0418) 2.4% 82.1% 83.0% 72.4% 72.8% BMI Screening and Follow-Up 18+ Years – 2 BMI Ranges (NQF 0421 – CMS69v4) 75.0% 91.3% 90.9% 90.1% 90.0%
TEAL color indicates quality measure target achieved
INFORMATIONAL
MONTHLY REPORT TO THE BOARD
Build lding and nd Ground nds Capital al C Campai aign
UPCOMING EVENTS
Event Name Date Where Benefitting 5K Fun Run/Walk Purple for a Purpose Saturday September, 22 Crystal City Park Mary’s House of Hope at A Safe Place Murder Mystery Dinner “Dead in Deadwood” Friday October, 12th TBC Venue Pevely, MO Mary’s House of Hope at A Safe Place Mardi Gras Saturday February, 2 (2019) Quality Inn A Safe Place
RECRUITMENT
FOR DISCUSSION
MONDAY, OCTOBER 8, 2018
“With no further business to discuss, I, ______, move that the Board adjourn.”
MOTION:
JCCMHFB
21 Municipal Drive Arnold, M O 63010
LOCATION
+1 636 933 2700
PHONE NUMBER
www.comtrea.org
WEBSITE FACEBOOK
https://www.facebook.com/COMTREA/