West Virginia Rural health Education Partnerships State Advisory Panel Meeting Minutes Monday March 9, 1998 Attendees: Dennis McCutcheon, Hilda Heady, Amy Reasinger, Lynne Welch, Jim Stookey, Tom Steele, William McCutcheon, E. Jane Martin, Sharon Boni, Tom Whittier, Jim Welshonce, Elizabeth Degges, Norman Ferrari, George Spratto, Janet S. Frye, Sarah Lee Neal, Malinda Turner, Sherri Payette, Anna Reno, Patti Crawford, Ralph Utzman, Richard L. Marshall, Chuck Conner, Alicia Tyler, Nancy Johnson, Georgianna Tillis, Kelly Blake, Penny Rose Asbury, Heather Krugman, Jim Nemitz, Parr Thacker, Robert L. Blake, Richard Meckstroth, Jon Duffy, Elizabeth Richmond, JoAnn Raines, April Vestal, Randy Paul Lowe. Dennis McCutcheon opened the meeting with a call to approve the Consent Agenda. Same was approved (Ferrari/Welch). Consortia/Site Reports: The Eastern Panhandle report was given by Malinda Turner and Sherri Payette. They discussed local board issues, Consortium accomplishments and goals to date and discussed a recent decision to support the family medicine residents with the Harper’s Ferry Family Medicine residency training program to do one-month rotations in more rural areas of the consortium. The consortium board decided to cover the salaries of the residents while on these rotations. The Little Kanawha report was given by Anna Reno. She shared photos of housing available in the consortium. She also discussed the community board members involved in the consortium, the community service projects available, and the IDS sessions. In addition, she highlighted consortia’s increase in available learning opportunities and the increase in students over the past few months and covered her six-month goals. Committee Reviews Community Outreach: Dick Meckstroth reported that the committee has developed a manual for use in student orientation at schools and sites. In addition, Jerry Speigler and Cecil Pollard have volunteered to provide technical assistance to the consortia for research questions. The committee has also identified a community service initiative that will focus on the support of caregivers for the elderly and disabled. Dennis McCutcheon discussed the potential for recycling health care equipment as a community-based service. Next meeting is scheduled for April 13th. Medical School Sub-Committee of the School Committee: Hilda reported that the minutes of the November and February meetings are in the packets that were mailed to members. The recent focus of the committee has been on developing a student advisory function to the State Panel and ways to bring students in as partners within this partnership. She drew the panel’s attention to the Resolution statement resulting from this work that is on the agenda. Medical School sub-committee met today regarding the April 1st joint scheduling date, the TRACKER program, and other issues related to the distribution policy statement. Hilda asked the Panel if they would be interested in a presentation at the May 11 meeting. There will also be a trouble shooting session with school schedules and site coordinators to discuss TRACKER. With the medical schools agreeing to joint scheduling date, the site coordinators have been instructed not to approve (until after April 1, 1998) any rotation requests that would start after July 1, 1998. The sub-committee and site coordinator representatives will hold a conference call to discuss the criteria that the site coordinators will use to approve rotation requests. The nest meeting of the full School committee will be on May 11. Finance Committee: Hilda reported that the Finance committee has been meeting via mail or by conference call. Dr. Meckstroth’s tobacco initiative surveying the school coaches is state was funded and is ready to be implemented. Medical Student Distribution Policy (97-01): This policy was mailed in its original format and was pulled from today’s vote. Hilda opened the discussion around the strategy statement document that was circulated by mail in December, 1997. A consolidated policy was discussed. Dean Jim Stookey pointed out that Hilda had been directed by Dr. Weston to combine the policy into one policy statement. Hilda responded that the strategy statement that was sent out in December was an attempt to do this. Tom Whittier suggested that each of the schools be required to participate in RHEP 2 out of the 3 months required as opposed to 1 of 3 as stated in draft policy. He also commended Marshall’s description of how to handle geographic issues for students; he suggested other schools do the same. Hilda discussed the strategy document that she drafted as a result of the November, 197 meeting. It was clear that the strategy document needed to be re-circulated. Hilda agreed to work further on the policy statement and the strategy document and re-circulate it for comment. Policy 97-02 Comments: Janet Frye asked why psychology was not considered primary care. Dean Stookey noted federal definitions of primary care do not include psychology. The policy provides a core definition of primary care and also allows latitude for communities to have other such rotations. Hilda pointed out that the policy calls for the schools and site coordinators to notify the School Committee and the Executive Director in writing of those rotations, such as psychology, psychiatry emergency medicine, etc. that are considered needed specialties in the consortium area. Approval of the policy (Welch/W. McCutcheon) was done on the call of the question by E. Jane Martin. Policy 96-06 Comments: Ralph Utzman from WV Physical Therapy asked why Allied health was not included in the list of disciplines from which the Faculty Development Coordinator could come? Hilda commented that existing salaried preceptors are from those disciplines, however, if a consortium had a preceptor from another discipline who would perform these duties this would be acceptable. Lynn Welch suggested adding “from but not limited to” to the wording. Also a change was suggested to item A. to read “Providing leadership to develop a Faculty Development plan for the Consortium,” by deleting the work clinical. The policy was approved as amended (Welch/W. McCutcheon). Executive Director’s Report: Panel Resolution 98-01 Hilda discussed the history of this resolution as an outcome of the many discussions concerning the distribution of medical students, pointing out that the need for student involvement is for all disciplines of students, and asked for comments. Whittier/W. McCutcheon placed the resolution up for vote and discussion. Dean Stookey questioned the number of students as fair and stated that there should be more than four. Kelly Blake suggested representation from all schools. Hilda reiterated that the resolution as stated calls for “at least” four students and that more would be acceptable and preferred. The resolution calls for a steering committee to review and provide suggestions for implementation of a permanent student advisory function to the State pane. Concern over the time line was brought up. Hilda provided background as to why this is a timely issue. The need for a permanent structure for student input was discussed and encouraged by Dennis McCutcheon. If work of the steering committee goes past May, then we will need to ask current Junior students to be on the steering committee. This may cause an issue regarding past rural rotation experience. Tom Whittier suggested a change in wording to be as follows: the “steering committee shall consist of one student who has completed at least one rotation from Medicine, Nursing, Dentistry and Pharmacy, and University Systems representatives from each of the Health Sciences schools.” The amended language was approved (Whittier/Stookey). Lynne Welch called the question on the original motion. The resolution was passed as amended. Continuing her report, Hilda updated the panel on the RHEP Day at the legislature and annual Recognition Dinner. There were 310 responded to the invitation. Student presentations were well received and something that will be continued in the future. She reminded the members of the Community-Campus Partnership for health Conference, April 25-28 in Pittsburgh. RHEP is sponsoring an exhibit reception and the Coal Camp Memories performance by Karen Vuranch. RHEP is also covering the travel expenses for those consortia members who do not have available funds in their budgets. The State Rural Health Conference is planned of October 28-30 at the Charleston House Holiday inn. The Robert Wood Johnson Foundation has announced an initiated entitled the Southern Rural Access Project and WV has been targeted for this project and grant. An open informational stakeholders meeting will be held March 31st, 10:00 AM 1:00 PM at the Charleston Marriott. All are welcome to attend. Hilda invited all members who were unable to attend, to send comments to her and she will bring these to the meeting. The Robert Wood Johnson Foundation has asked her to discuss the RHEP program at this meeting.