WVRHEP Advisory Panel Minutes November 15, 1999 Attendees: Kathryn Greeenlief, Tom Hefner, Dan Brody, Parr Thacker, Patti Crawford, Tommy Mullins, Elizabeth Degges, Norman Ferrari, Richard Meckstroth, E. Jane Martin, William McCutcheon, Bill Shires, Don Weston, Hilda R. Heady, Dennis McCutcheon, Annie McIntosh, Malinda Turner, Gaye Mitchell, Tom Whittier, Jim Welshonce, Jo Ann Raines, Peg Callaghan, Georgianna Tillis, Chuck Conner, Sherri Payette, Robert L. Blake, Elizabeth Richmond, Kelly Blake, Jennifer Allen, Joan Hypes, April Vestal, Penny Asbury, Carla Campbell, Amy Thomas, Nancy Johnson, Alicia Tyler, Margaret Novacich, Elaine Mason, Caryl Kramer, Ken Shannon and Sandra Baker Dennis McCutcheon called the meeting to order at 2:35 PM. Introduction of all in attendance was made. A motion was made to approve the consent calendar with the following corrections to the minutes of the September meeting: 1. $40,000 was encumbered in the Special Projects Funding. 2. Committee reviewing RFP submission for all schools to be stricken from the minutes. Motion was unanimously accepted as amended. Dr. Ferrari/Dr. McCutcheon. Policy 98-04, “Revision of Field Faculty Member Position Description”, was presented for approval by the panel. Motion to approve was made by E. Jane Martin, second by Bill Shires and unanimously approved by the panel. Recruitable Community Project (RCP): Dr. Ken Shannon and Caryl Kramer gave a report on the Recruitable Community Project. The six Recruitable communities are Grantsville, Spencer, Cabin Creek, Hinton, Richwood and West Union. One more county will be added in January. Panel members were encouraged to contact Dr. Shannon or Caryl to recommend a community that should be considered. The RCP focuses on the role of the community in the recruitment and retention of health professionals. Each community receives community development assistance provided by the First Impression visit, the Community Design Team visit, and the skill-building of an active Recruitment and Retention Board. The communities have been very receptive to these programs. The WVU Extension Service, Family Resource Network, RCP and Health Department have joined to host a series of three community meetings, taking the capacity-building approach to strengthening the ability of Doddridge County to meet the challenges it faces. Newsletters and presentations to the training programs in the state provide information about communities that are recruiting at this time. The Community Showcase during the Rural Health Conference October 20-22, provided an opportunity for 14 people, including residents and mid-level providers, to speak with community representatives or the program manager. Some encouraging connections were made for elective rotations as well as interviews. The RCP works closely with Elaine mason from WVU Health Sciences Placement Service, Alicia Tyler from the University System Office of Health Projects and Linda Atkins from the Bureau of Public Health Division of Recruitment. Every effort is made to assist health care providers in exploring practice opportunities and financial incentive programs available in the state. There is definitely an interest in practicing in rural communities. Loan repayment is the greatest concern. Finance: The committee met on November 15, 1999 in Room K. A quorum was met and the committee was able to take action on the following items: Approved Special Projects Request to Rivers & Bridges Consortium of $1,965 to send one person to the Institute for HealthCare Improvement’s 11th Annual Conference on Quality Improvement in Health Care in New Orleans on December 8-10, 1999. The Executive Director received two Bids for program audits. Due to wide variances in the amounts of the proposals, we must clarify these bids further. The chair will gather more information of these bids and contact the Finance Committee who will vote via conference call after Thanksgiving. Dr. Weston will deliver his report and the reports from the three schools. Dr. Weston stated that he has submitted to the Governor’s office a request for $500,000 to be put in the Governor’s budget for community support for the program. This includes $300,000 for salaries for site personnel (site coordinators, secretaries, field faculty) $150,000 for program expansion for those sites who have expanded beyond there original coverage areas and/or greatly increased the number of student rotations and $50, 000 for faculty and staff development. He is not seeking to make allocations for specific sites. Some sites may have to scale back. Redistribution of overages could be discussed but at this time is not being considered. Distribution of the $150,000 for program expansion may not be an equal distribution. If passed by the Governor and Legislature, distributions will take effect as of July 1, 2000. A motion to ask the governor and legislature for $500,000 for the program was presented by Tom Whittier and second by Betsy Degges. The panel approved unanimously. The year of 2001 is the re-appropriation year and we hope to strategically split a $1,000,000 over a two year period (2000 and 2001). However, we cannot be sure of the funding. Please make sure that your legislators along with the leadership of the House and Senate support the Governor’s budget. Please let administration know of any and all contacts that have been made regarding this issue. Dr. Weston passed out WVRHEP budgets for Marshall University, WV School of Osteopathic Medicine (WVSOM) and West Virginia University (WVU) (hard copies available upon request). The difference in 98-99 and 99-2000 budgets from all schools was due to the 3.25 increase required by the state. (See Senate Bill 547). WVU’s budget covers all schools and programs and includes the portions which are to restore base budget as well as that specifically to support the program. The majority of Marshall’s budget was to reestablish their OB/GYN program; while WVSOM used the majority of the funds to establish the Office of Physician Underserved and Rural Retention (PURR) and to support Mountain State Osteopathic Postdoctoral Training Institutions, Inc. (MSOPTI). Dr. Weston offered to show anyone any budget upon request. All budgets will be looked at within the next year. This process will not be started until April and it will be a fair and open process. July 1, 2000 budget is subject to change. Budgets can be amended at any time if necessary. School/Faculty Development: The joint School Committee and Faculty Development Committee met October 18, 1999 at the Braxton LRC. Patti Crawford, Kathryn Greenlief and Dan Brody gave a presentation regarding issues discussed and their recommendations. These issues and recommendations are as follows: RECOMMENDATION FOR ON SITE CLINICAL DIRECTOR 1) Preceptor of record responsible for grade/evaluation would be determined via TRACKER request by school scheduler and confirmed by sitecoordinator prior to beginning of rotation so OSCD would NOT have to resolve disparities in grading with the use of multiple preceptors during the rotation. 2) OSCD will work with site coordinator to review community service activities and confer with schools or preceptor of record if any question arises as to clinical "skills" of student to perform. Participation in research which has undergone IRB review would be encouraged. A team approach would be used by site coordinators to determine community service activities. 3) OSCD would encourage the use of MDTV as an adjunct to curricular aspects of the educational program unique to WVRHEP but could not mandate its requirement because of its lack of availability and/or accessibility in some consortiums or sites. 4) Ongoing quality assurance monitoring of field preceptors teaching skills is an issue which cannot solely be resolved by OSCD but must also involve input from WVRHEP leadership and the respective schools. 5) Ongoing quality assurance monitoring of field preceptors role modeling behavior is an issue which cannot solely be resolved by OSCD but must also involve input from WVRHEP leadership and the respectiveschools. 6) OSCD shall be responsible to work with the site coordinator to ensure that necessary disciplines are present to meet at least the minimum interdisciplinary requirements for IDS. The Faculty Development Committee will meet December 2, 1999 from 8:00 AM to 12:00PM at WVU. Recruitment and Retention: Alicia Tyler reported that there were 25 applications for Fall Scholarship awards. The awards were approved for four at Marshall University, four at WV School of Osteopathic Medicine and two at West Virginia University. There were approximately 11 Nurse Practitioner applications, four Physician Assistant applications from Alderson-Broaddus College , one application from MU, one from the College of West Virginia and nine from WVU Charleston with one mid-level application which will be deferred until January 2000. Alicia reported that she will get more applications in the Spring. Since sending out a survey of opportunities, there seems to be getting a handle on actual need. Executive Director’ Report: Hilda Heady reported that the Tilden training for Site Coordinators, Community Leaders and Administrators was very successful. There were 63 people trained. A strong recommendation to replicate this training experience for others was made. In an effort for a joint sponsorship from Bureau of Primary Care, hospitals, etc., there may be a possibility for the Tilden’s to return to conduct another session. Georgianna Tillis stated that on behalf of herself and the recruiter at her local hospital this was an excellent program and that they learned more in this session than in any other program attended in the past. Georgianna now feel that she can help in recruiting efforts. She would like to see this program duplicated again this year. Hilda conveyed that the Annual Awards Day is February 28, 2000, at the Charleston House Holiday Inn in Charleston with the reception at 6:00 PM and dinner at 7:00 PM. Nomination forms were passed out. Nominations will be accepted by mail, FAX or E-mail. All must be dated or post marked on January 14, 2000. Any forms dated after January 14, 2000, will not be accepted. Community Partner means anyone within the consortia acting in any community representation capacity (i.e. community member, site coordinator, administrator, etc.). There will also be a student forum on the 28th from approximately 3:00 PM to 5:00 PM at the Charleston House Holiday Inn. Robert Blake reported that the Student Advisory Panel is on the right track. The Student Advisory Panel would like to have representatives on the Advisory Panel. Denzil Hawkinberry will represent them on the Advisory Panel for the first three meetings and Marcus Speaker to represent them on the Advisory Panel for the next three meetings. Reflective Discussion, “Why are we here?”: Betsy Degges feels that the educational system has us in their grasp and as a community member she is here to say that everyone agrees. This is a great program. Dennis McCutcheon says that we are here because there is great need for health care in rural West Virginia. Gaye Mitchell states that joint effort between the school and communities working together, gives us help in recruitment and retention. Dan Brody saw a need in Fort Gay to help educate health care professionals a lot more is learned in local communities settings than just what is learned in school. Being a member of a community and participating in community and on committees doing leg work kind of give a community the stamp of approval. Hilda was interested to hear what need to be done to make meetings more meaningful and productive. Suggestions follow: 1. Betsy Degges would like explanation of acronyms 2. Dr. Ferrari suggested that community members on committees as all committees are open committees. 3. Bill Shires preferred the two day meetings knowing more of what was going on and networking makes everything easier to understand. 4. Tom Whittier having issues to deal with and a little bit about the issues. 5. We are here to govern and make decisions regarding issues and policies; to get more involved in controversy and debate. 6. Bill Shires state that we do not hear issues from local board meetings. Each board takes care of their own issues and we are losing contact. 7. Dennis McCutcheon suggested that community members attend a different committee meeting each time they come to the Panel Meeting, whether they are a voting member or not. 8. Chuck Conner - dealing with issues and learning different ways to deal with these issues 9. E. Jane Martin suggested Trust and more team work 10. Evaluations give us more statistics than a trouble list Hilda suggested that the Panel devote two meetings a year to expect or require talk about issues in local consortia by local board members. Normal agendas will be dispensed with and meeting times changed. This will be a time to become aware of issues not a time for solving them. Hilda passed out a sign up sheet for interested parties in interested committees. Betsy Degges Community Outreach and Recruitment and Retention Committees Gaye Mitchell School (Policy) and Finance A challenge for the evaluation is that students should enter evaluations on the web, with preceptors doing likewise as well as general evaluations by discipline. Kelly Blake reported that this is in the works. Meeting adjourned at 4:45 PM