DRAFT
 

DRAFT
 
MERCER COUNTY HOSPITAL

GOVERNING BOARD MEETING

 

November 19, 2007

Mercer County Hospital

Conference Room A

7:00 P.M.

 

 

Members Present:                    Mr. Kevin Conway          Dr. Dennis Palmer

                                                Ms. Sue Ewing              Ms. Suzanne Ramer

                                                Mr. Don Johnson            Dr. Cristina Rosca

Mr. Rex Johnson            Ms. Sharon Sims

                                                Mr. Bill Joseph               Mr. Dick Stone                                                 

                                                                                                                                   

 

Members Excused /                                        

Absent:                                   

                                               

           

Others Present:                        Mr. Tim Putnam             Ms. Shelley Wiborg

                                                Ms. Jodie Criswell          Mr. Dave Relander

Mr. Myron Higgins         

                                               

 

Call to Order:  

 

The November 19, 2007 meeting of the Mercer County Hospital Governing Board was called to order by Mr. Don Johnson, presiding Chair at 7:00 P.M.                                                                                           

 

Minutes:

 

Minutes of the October 15, 2007 meeting were included in packets for review.

 

Motion was made, seconded and unanimously passed to approve the October 15, 2007 minutes as amended.

           

Closed Minutes:

 

Minutes of the October 15, 2007 meeting were distributed for review.

 

A motion was made by Mr. Dick Stone, seconded by Ms. Sharon Sims to go into Closed session.  Roll call vote: Dr. Dennis Palmer, yes; Don Johnson, yes; Sharon Sims, yes; Suzanne Ramer, yes; Susan Ewing, yes; Rex Johnson, yes; Dick Stone, yes; Kevin Conway, yes; Bill Joseph, yes; Dr. Cristina Rosca.

 

A motion was made by Mr. Dick Stone, seconded by Mr. Bill Joseph to return to Open session.  Roll call vote: Dr. Dennis Palmer, yes; Don Johnson, yes; Sharon Sims, yes; Suzanne Ramer, yes; Susan Ewing, yes; Rex Johnson, yes; Dick Stone, yes; Kevin Conway, yes; Bill Joseph, yes; Dr. Cristina Rosca.

 

Motion was made, seconded and unanimously passed to approve the minutes and to keep closed.

 

Financial Report:

 

§         Accounts Receivable Update:

 

Ms. Jodie Criswell reviewed and discussed the following information with the Board:

-          Current A/R as of November 19th (Days outstanding – 137, Receivables - $6.4 million)

-          HMS began working on accounts October 31st; it is anticipated by the end of November the hospital will see results from HMS billings.  As part of the contract for billing services, HMS will provide additional training for staff and provide a separate trainer for the Home Care office.

-          Home Care’s open billing position has been filled.

-          CFO has revised the Bad Debt Policy, Charity Care Policy and is looking into options for up-front collections.

-          Finance and Audit Committee discussed extending the term for the $1.2 million Line of Credit.  A recommendation was made by the Committee to extend the line for up to one year if approved by the bank, with the notion that we would not use the LOC unless absolutely needed.  In addition, if short-term finances incurred due to the CON or IT the LOC may be used as an option rather than obtaining more loans.

 

§         Financials:

 

Ms. Jodie Criswell and Mr. Rex Johnson reviewed the financial report with the Board. 

 

-          Gross Patient Revenue for October was $1,362,509; Other Operating Revenue for October was $48,370.  Gross Operating Revenue for October was $1,410,879; Net Operating Revenue for October was $952,635.  Total Operating Expenses for October were $1,081,567.  Fiscal Year 2008 loss from Operations was ($256,249) and Net Loss of ($114,609).  Gross AR Days are at 137.9.  Discussion ensued.

 

-          Mr. Tim Putnam informed the Board about the RAC Medicare Recovery Program which currently exists in “test” states and will expand nationwide.  Independent contractors come to facilities for review of coding and billing accuracy; their reports show both overpayments and underpayments.

 

Motion was made, seconded and unanimously passed to approve the financial report as submitted.

 

§         Audit Report:

 

Mr. Rex Johnson, Finance and Audit Committee Chair reported copies of the audit were available.  The Cost Report has been finalized with no major audit adjustments.  Mr. Don Johnson added the Finance and Audit Committee has reviewed the audit extensively.  Discussion ensued.  A recommendation was made to table approval of the Audit Report until December to allow other Board members to review the audit.

 

Planning/Operations:

 

§         Hospital Renovation Update – Mr. Tim Putnam reported the latest exterior facility drawings were available for review.   

-          CON – Foley & Associates of Springfield will prepare and submit the CON application on behalf of the hospital.  Currently we anticipate review by the IHFPB in July however; if the process is delayed the Board review will most likely be in September.  The CON letter has been submitted with a $13 million figure to allow for enough “cushion” for unexpected project costs.  IHFPB allows up to a five percent increase on the project over the reported amount, anything above five percent will result in stopping the project.  The projected amount is $10.5 million. 

 

§         IT Update – Mr. Myron Higgins reported during the next few weeks file building will begin for patient care documentation; with an anticipated implementation date of February.  Medical Records is continuing to experience problems with scanning.  With the addition of Dr. Rattananont to the clinic we will need an additional user license (approximately $5,300) for the system; the same will occur if more providers are added to the clinic.

 

§         Psychiatric Update – Ms. Shelley Wiborg reported Dr. A. Randy Doyle spoke at the November Medical Staff meeting regarding psychiatric patients and transfer issues.  Dr. Doyle will work with staff on these issues.  The hospital is researching costs associated with converting a patient room into a “safe” room.

 

Management Report:

 

§         Administrative Update – Mr. Tim Putnam reported the hospital has implemented a Freedom of Information Act policy.  All correspondence will be directed to Administration to the Chief Operating Officer’s attention.  Appeals will then be directed to the CEO, and then the Governing Board if necessary.

 

Mr. Putnam reported Dr. Cristina Rosca will host a Memory Clinic Open house on November 30th.

 

Mr. Putnam reported on the Medical Liability Reform.  The recent Cook County Court Case declaring malpractice reform unconstitutional will require a review by the Illinois Supreme Court.  The hearing should take place near the end of 2008.

 

Mr. Putnam reported he attended a Critical Access meeting at the University of Iowa and has been invited to attend their Critical Access Hospital’s meetings.  Unity Healthcare in Muscatine has an interim CEO employed by the University of Iowa.

 

Mr. Putnam reported the hospital will schedule a presentation by Dr. Matt Hunsaker from the University of Illinois, School of Medicine at Rockford, on the Rural Medicine Program for Medical Staff and the Board. 

 

Mr. Putnam reported the hospital will begin its Strategic Planning process; employee sessions will be scheduled for December 13th and 14th, followed by management and stakeholder meetings, then the Board will meet in January or February to finalize the next Strategic Plan.  Discussion ensued.

 

Mr. Putnam reported the hospital has purchased a power monitor to monitor interruption in power.  A meeting has been scheduled for December 10th with representatives from Ameren IP along with local city and county agencies to follow-up on the previous problems.

 

§         Mercer Foundation for Health – The Foundation has hired their new Executive Director.  An announcement will be made in the near future.

 

Quality Improvement Report:

 

Ms. Shelley Wiborg reported the hospital has implemented a committee to review regulations for MRSA and develop and implement policies for screening, control, etc.

 

Motion was made, seconded and unanimously passed to approve the Quality Reports as submitted.

 

Medical Staff Report:

 

A motion was made by Mr. Dick Stone, seconded by Mr. Rex Johnson to go into Closed session.  Roll call vote: Dr. Dennis Palmer, yes; Don Johnson, yes; Sharon Sims, yes; Suzanne Ramer, yes; Susan Ewing, yes; Rex Johnson, yes; Dick Stone, yes; Kevin Conway, yes; Bill Joseph, yes; Dr. Cristina Rosca.

 

A motion was made by Mr. Dick Stone, seconded by Ms. Sharon Sims to return to Open session.  Roll call vote: Dr. Dennis Palmer, yes; Don Johnson, yes; Sharon Sims, yes; Suzanne Ramer, yes; Susan Ewing, yes; Rex Johnson, yes; Dick Stone, yes; Kevin Conway, yes; Bill Joseph, yes; Dr. Cristina Rosca.

 

Motion was made, seconded and unanimously passed to approve Gary Olson, DDS for reappointment to Consulting Staff in the Department of Dentistry.

 

Personnel:

 

Mr. Myron Higgins reported he and Jodie have been working on options for a PTO program, and will have a recommendation for the Board in the near future.

 

A motion was made by Mr. Bill Joseph, seconded by Ms. Sharon Sims to go into Closed session.  Roll call vote: Dr. Dennis Palmer, yes; Don Johnson, yes; Sharon Sims, yes; Suzanne Ramer, yes; Susan Ewing, yes; Rex Johnson, yes; Dick Stone, yes; Kevin Conway, yes; Bill Joseph, yes; Dr. Cristina Rosca.

 

A motion was made by Sharon Sims, seconded by Ms. Suzanne Ramer to return to Open session.  Roll call vote: Dr. Dennis Palmer, yes; Don Johnson, yes; Sharon Sims, yes; Suzanne Ramer, yes; Susan Ewing, yes; Rex Johnson, yes; Dick Stone, yes; Kevin Conway, yes; Bill Joseph, yes; Dr. Cristina Rosca.

 

Motion was made, seconded and unanimously passed to support option #1 in providing a Christmas bonus for employees.

 

Governance and Nominating Committee Update:

 

Mr. Don Johnson reported several members of the Board attended the ICAHN Governance Workshop in Springfield on November 9th and 10th.

 

Motion was made by Kevin Conway, seconded by Dick Stone and unanimously passed to nominate Dave Relander to become a member of the Board effective January 2008.

 

Ms. Ewing reported the combined Medical Staff/Board Dinner will be moved to 5:30 p.m. in December as a holiday celebration.  The Executive Committee Charter has been reviewed and edited – the committee would have the authority of the full Board, will convene once annually, and then only in emergency situations or when the full Board cannot be convened within 48 hours.  The New Member Orientation policy has been revised to include an orientation timeline.  The annual GAP survey was sent out with Board packets and should be returned to Administration by the December Board meeting.  The hospital will host an Employee Holiday Dinner on December 14th, the Board expressed interest in serving at the meal. 

 

Motion was made, seconded and unanimously passed to accept the Executive Committee Charter.

 

Motion was made, seconded and unanimously passed to accept revisions as presented.  (New Member Orientation policy)

 

A recommendation was made to table the annual committee recommendations until December.

 

New Business:

 

Mr. Myron Higgins discussed he would have Christmas cards for Board member signatures available on December 14th.

 

Adjournment:

 

Motion was made, seconded and unanimously passed to adjourn the Board meeting.  With no further business, the meeting was adjourned at 9:11 P.M.

 

 

Respectfully submitted,

Shannon Ziegenhorn, Administrative Assistant

 

 

 

_____________________________________

Susan D. Ewing

Secretary/Treasurer