RHEP Site Coordinator Meeting

Days Inn, Flatwoods

Approved December 13, 2004

November 16, 2004

 

Present:  Robert Blake, Parr Thacker, Lora Adkins, Carla Campbell, Sonnie Strader, Judy Koehler, Kathryn Greenlief, Anna Reno, Dalena Riggs, Jamie Bland, Kim Reichard; and from the ORH, Hilda Heady, April Vestal and Derrick Day.

 

Absent: Elizabeth Richmond, Penny Asbury, Georgianna Tillis, and Shannon Bell.

 

Kathryn called the meeting to order at 9:15 a.m. 

 

The July and September minutes were approved by a fist or five, called by Kathryn.

 

Next Steps were reviewed from September.  They were:

  1. Review Fund Balance Sub-Committee Reports and send any comments to Chuck and Parr, with a copy to Hilda and Elizabeth by October 1. (Done)
  2. April will send out a list of Field Faculty that have signed up for the conference and reserved rooms. (Done)
  3. Site Coordinators have been asked to donate a basket for giveaways at the Faculty Development Conference. (Done)
  4. Send April any comments you have on the Draft Finance Policy #2002-01R by October 1. (Done)
  5. Hilda will check with AHEC to see if December 13th will work for a combined Christmas party. (Done)
  6. Lora will talk to Sarah Jane at MSGEC about scheduling a conference for December 2 & 3 at Stonewall and email Site Coordinators. (Done)
  7. Site Coordinators to send Derrick any positive student quotes or placements including their name, for Legislative lunch boxes. (Ongoing)
  8. Send Hilda any suggestions you may have for a speaker at our Annual Awards Banquet. (Done)
  9. Anyone needing to order butterfly kits for CARDIAC FLP’s should let Paula know as soon as possible.  Georgianna will check on cost responsibility. (Done)

 

Committee Reports: 

 

Evaluation Committee report was given by Judy.  SERFE award winners were announced. Ken Shannon did a presentation regarding SERFE evaluation data.  Ken’s presentation suggested that a good or excellent rural rotation experience had a positive influence on the students desire to practice in a rural area. 

 

The Joint Outreach-Curriculum Committee report was given by Kathryn.  Dr. Henry Taylor prepared a power point presentation on the Vision’s report, which may be placed on the RHEP website for viewing.

The Joint Outreach and Curriculum Committee will partner with the Schools Committee, Site Coordinators group and Jodi Jackson to review community service data and try to develop some guidelines on service learning projects, which would provide better outcomes on future student evaluations. Discussion included the need to pinpoint where community service issues are coming from.  Are the issues confined to a specific area, discipline, specific consortia and/or a particular university?

 

Hilda stated that we need to improve reporting accuracy and feedback from students relevant to what they learned from the community service learning projects.  She said that she feels that the students are not making the link between service and learning.  Also, in order to put a dollar amount on the service provided, coordinators and/or staff need to be more consistent in reporting service learning projects.

 

Discussion followed regarding a “service learning training session” to be held in Charleston the day after the Legislative Awards Banquet.

 

Finance Committee report was presented by Parr.  The Finance Committee reviewed and approved 5 first quarter report received by the ORH.  The reports were from: LKA, MHC, ROVER, Southeastern, and Cabwaylingo.  The other 7 reports will be sent to the committee, for approval as they come in.

 

Parr briefly discussed the review of the field faculty payment policy, establishing payment benchmarks for the Baker-Brody-Jackson Levels plan. The task force recommendation is that all sites should review their site levels and decide how they can use funds as an incentive to get preceptors to take students at Level III sites.  The site levels will be posted on the RHEP website. 

 

Parr reported that the proposal by Northern WV RHEC/LKA fund balance to be used to further develop the HSTA program and offset expenses for the Director of Continuing Education was approved.  Also the Northern WV RHEC/MHC request for fund balance to be used to fund a Development Director position, with the remaining funds to be used for equipment, travel and general expenses related to the position was approved.  The Kanawha Valley/Winding Roads Fund Balance/Merger Report was tabled for lack of information.  A conference call to review and vote on the proposal will be scheduled after the information is completed and verified. 

 

The finance meeting included a presentation of an In-Kind Contribution/Cost Share Documentation Report, which will include a line added for “Other”.  This report will be completed annually by each Consortium and will be submitted to the RHEP Administration along with the Annual Report.  Each consortium will be responsible for retention of proper documentation for report.

 

Parr and Hilda reminded everyone that The Fund Balance Usage Guidelines require requests must be sent to the committee 10 days prior to the meeting so they may be adequately reviewed.  Also, the request for fund balance use has to be “new” and not to support something cut from the consortia budget due to the 15% cut. Requests will be considered in the order in which they arrive at the WVRHEP Offices and must be received by March 1st, 2005 to be considered.

 

The next Finance Committee meeting will be held March of 2005. 

IT Committee: Derrick said there was no meeting.  However, he briefly discussed the Brody, Baker, Jackson site levels.  He is working to create a map, or maps, which will be coded to show levels I, II and III, in text format.  Parr suggested an alphabetically list, within each county.  Another suggestion was 3 different maps, one for each level.  Coordinators should send any ideas/suggestions on presenting graphic information on the levels to Derrick.

 

Level designations of sites will apply only to rotations that begin July 1, 2005, or on rotations that are requested or selected after January 1, 2005. Level designations DO NOT apply to student rotations that have already been scheduled for 2005.  Student rotations currently scheduled will be grandfathered in.  Info will be on the RHEP website as of January 1, 2005.

 

Hilda reported that the policy states will review sites annually.  First review period is 7/1/05-6/30/06.  Following the review period any chances will be posted in January, 2007 and the next review period will be 7/1/07-6/30/08.

  

Recruitment and Retention Committee:  Anna reported that Alicia Tyler gave a report on student loans and paybacks.  Alicia reported that most Family Practice doctors are not defaulting on loans, over ½ medical loans are being paid back, rather than applicant doing service.  They are receiving fewer FM applications through the WVU scholar program.  She said that Jodi Jackson reported 670 alumni were verified compared to 488 from last year. 

 

Monroe County has a critical shortage of physicians due to a mass exit of doctors. Anyone knowing of any physician’s who are seeking employment, please send information to Monroe County.

 

School Committee:  Carla reported the Needle Stick policy revisions were completed.  Policy was presented and approved by Advisory Panel.  Front line payer is student’s health insurance.  Carla also supported Kathryn’s report regarding a committee to review student evaluation of community/service learning activities and developing guidelines for service learning projects.

 

AHEC Report:  Hilda reported that the AHEC budget was cut 12%.  However they recently learned they are eligible to apply for HETC funding now, rather than having to wait six years, until the initial funding ends.

 

Office of Rural Health:  Hilda reported the WVU Fair is Tuesday, January 18.  The Site Coordinator meeting will be from 10-noon, IDS presentation will be 12-1, fair will be in the Pylons Lobby from 2pm-5pm.

 

December 13:  AHEC/RHEP quarterly meeting and annual Christmas Party, in Lewisburg.   Judy said rooms are available at the Hampton Inn.  Cost is $84.00 + tax.  

 

February 21 is Legislative Day/Awards Banquet at the Embassy Suites, in Charleston.  Bring students for the student meeting!

 

February 22 is: AHEC training, also in the planning is a Service Learning Training for Site Coordinators.

 

Site Coordinators are to discuss with their consortia boards the Governor-Elect question of what are the top five things his administration can do to help us meet our missions, and what we can do as a program to help the state and report back to Hilda by December 15.   Ideas were discussed.  Hilda will send list to coordinators by tomorrow, November 17.

 

Volunteers to plan for “Annual Seminar” (SC Retreat) are: Carla, Kathryn, Lora, Penny, April and Robert.  One suggestion for location is the Good Evening Ranch, in Nicholas County.

 

Helpful Hints and Other concerns:

Carla (and Lora) has dental story/coloring books in their cars for anyone who wants them.  Carla will pick up more coloring books for anyone who would like to have them.

 

Robert was voted in as the 2nd alternate for the Finance Committee.

 

Legislative teams were reviewed:  2004 Legislative Committees.

CD - Hilda, Derrick and Robert

CARDIAC - Georgianna, Penny, Anna

RHEP Display - April, Judy, Sonnie, Dalena

AHEC Display - Sandra, Sharon

Food/Delivery - Georgianna, Anna, Carla

MSGEC - Shannon, Malinda, Lora

PR - Robert, Kathryn, Kim Reichard

 

The next meeting date is December 13, at Lewisburg.

 

 

NEXT STEPS- November SC Meeting

 

1.                  Site Coordinators to send consortium fund balance to Margaret.

 

2.                  Site Coordinators to send Derrick any positive student quotes or placements including their name, for Legislative lunch boxes.

 

3.                  Send Hilda any suggestions you may have for a speaker at the Annual Awards Banquet.

 

4.                  Replace Steve Thomas positions with Carla Campbell on the committees and add Robert as the 2nd alternate to the Finance Committee.

 

5.                  Site Coordinators to report to Parr what and how you pay your preceptors (if you do) by Tuesday Feb. 1, 2004.

 

6.                  Site Coordinators need to take Bio-Terrorism course 1 and 2 by the end of year.

 

7.                  Site Coordinators to discuss with their boards the Governor-Elect question of what are the top five things his administration can do to help us meet our missions, and what we can do as a program to help the state. Please report back to Hilda.

 

Meeting adjourned at 12:15

 

Submitted by:  Sonnie Strader

 

 

 

Site Coordinator Team Positions as of November, 2004

 

Facilitator (August 1, 2004-December 31, 2004):         Kathryn Greenlief

Facilitator (January 1, 2005-June 30, 2005):                 Judy Koehler

Agenda Maker:                                                            Lora Adkins

Minute Taker:                                                               Georgianna Tillis

Next Steps:                                                                  Penny Asbury

Group Agreements/Phone List/Secretary:                      Carla Campbell

Critique:                                                                       Anna Reno

GASP:                                                                         Robert Blake/Chuck Conner

 

Committees: (August 1, 2004 – June 30, 2005)

 

Advisory Panel *:                                                         Elizabeth Richmond (Judy Koehler)

Curriculum:                                                                   Shannon Bell/Kathryn Greenlief (Dalena Riggs)

R & R:                                                                         Anna Reno/Penny Asbury (Judy Koehler)

Faculty Development:                                                   Parr Thacker/Robert Blake (Kathryn Greenlief)

IT:                                                                                Chuck Conner/Lora Adkins

Evaluation:                                                                    Judy Koehler (Dalena Riggs)

School:                                                             Sonnie Strader/Elizabeth Richmond

Finance:                                                                        Malinda Turner/Parr Thacker (Chuck Conner & Robert Blake)

Student Advisory:                                                         Chuck Conner

 

*elected position

(name) signifies the alternate for that position