Joint WVrhep sc ahec dir minutes November 2007
WV Joint RHEP Site Coordinators and AHEC Directors Committee
November 13, 2007
Days Inn Flatwoods
9:00am -12:30pm
In Attendance:
RHEP/AHEC Kendra Sullivan, Chuck Connor, Crystal Welch, Debbie Curry, Hilda Heady, Lew Holloway, Carla Campbell, Sonnie Strader, Malinda Turner, Dalena Riggs, Sharon Giles, Elizabeth Richmond, Lora Adkins, Penny Asbury, Sandra Pope, Patti Crawford, Haylee Heinsburg, Amber Crist, Kristi Pritt,
Staff: Derrick Day, Carmella Walker, Jacki Novacich
Chairing - Lew Holloway, & Sonnie Strader.
Meeting called to order.
Introductions were made, along with the introduction of guest speaker and brief history on Dr. James Helmkamp.
Approval of Minutes:
8-15-07 Motion made by Patti Crawford, Second by Chuck Connor. All Approved.
Review of next steps:
1.) April’s Report on SOLE: “Statewide SOLE will be expanded – The Faculty Development Committee has scheduled the date for their 2008 Faculty Development Conference - Friday, March 7 and Saturday, March 8, 2008 (location is to be determined). Save the date cards will be going out when the location is finalized which should be in the next couple of weeks. We will be promoting training on the SOLE modules to interested on-site clinical directors and field faculty who are interested in interdisciplinary sessions. This training will be held on Friday, March 7. Once additional field faculty are trained, we will be able to expand the program as planned.” ~April Vestal
2.) Develop/ Enhance AHEC/RHEP education for returning soldiers and vets. – Hilda is hopeful that after the first of the ear we should be able to identify Mental Health Practitioners that would be willing to precept. Site Coordinators and Directors were encouraged to put this on their to do list. Things that we need to know about them would be, are they Licensed, are they willing to take students to precept, their location or locations of practice, and are they specialized or have additional training in PTSD or BDI. We also would need to make sure we are offering Continuing Education for the preceptors and incorporate this into the field faculty curriculum. Chuck Connor asked if there would be a specific rotation that we would be developing that would target this issue. Answer was met with a yes, and that we would need the VA to develop contracts with the Community Health Centers, but we need to focus on what we can offer and that is the training of Mental Health students and providers.
3.) Rose on IDT Tracker –
“1.) At the Canaan retreat issues with IDT were discussed. In some follow-up, it seems much of the issue with IDT rests with functionality that AHEC staff would like to see related to non-RHEP students who participate in IDT or community service. I will be adding the ability for AHEC staff to verify these “AHEC special” rotation rather than confusing Site Coordinators with stray rotations. Should training be required for this added functionality, I will be in touch to schedule.
2.) If there are other issues related to IDT, please email me. If there are other issues related to TRACKER, please make note of problems you’re having or improvements you’d like to see. After “reporting season” is over (March at the latest), I plan to meet with each RHEP/AHEC region to discuss how you use TRACKER, problems you have and how TRACKER can better serve you. Please keep this in the back of your mind as you use TRACKER and make notes for future meeting. Again, I’ll be in touch when I am able to schedule these.
3.) For RHEP Site Coordinators – while R&R is still fresh in your minds, please send me an email with any issues you’ve had & any ideas you have to make it better. I have some plans myself & would like to incorporate your ideas for next year
4.) For AHEC staff – I have heard from various AHEC staff that TRACKER does not reflect the needs of AHEC reporting on the whole. Certain details of AHEC monthly reports are duplicated in TRACKER, but not in full so redundant work is created. I’d like to suggest that all your reporting needs could be managed by TRACKER & the Central AHEC office can access reports online. I’d like to ask AHEC Directors to let me know about data needs and reporting needs so we can implement a solution. I am happy to help in this process. Please contact me if I can assist.” ~ Rose Albert.
Chuck put before the committee they were not able to delete from tracker and the issue was never resolved.
Lew proposed that any tracker issues must be sent to Jodie, Derrick, and Rose, not just one of them but collectively.
4.) April will send quarterly updates:
April will send quarterly updates – This will be an on-going effort at least quarterly. However, if updates/information has already been sent, we will not be repeating this information in the quarterly updates unless deemed necessary by the joint group. Thus far, there has not been a need to send any updates in this fashion. Sandra will be following up during the meeting about this. Sandra put forth to the committee a question of “What do you want provided in the quarterly reports?” The committee discussed it and decided on only the new information if we are not meeting soon or did not meet should be sent to them. Also, put forth was that every group respectively should post their minutes to the list serve.
5.) Student Orientation CD
The CD was put on hold for distribution do to the new logo change. But, will be giving a copy of the CD to Patti Crawford for WVSOM Rural Health Fair Nov. 28, 2007.
6.) Derrick on the Website – Derrick has finalized the website and will be posting a link on the current website so we can view it and send changes to him. The link should be up by weeks end. (11-16-07).
7.) Select a model for decisions as a joint groups and will test it. – Model for decision making was Robert’s Rules of Order, which was tested and worked well. The Joint will use this model for decision making.
A remind was brought forth by April Vestal on Legislative Day: Please remember to be sending in your Legislative 3 X 3 contacts to me as they occur. I have received very few of these in the last several months and visits should already be occurring.
The question was put before the committee on who was on the Legislative day Committee, and if they have met. The question was met with no information and Jacki Novacich put forth that she would call April on Wed. (11-14-07) to get an answer.
Also April Reported: The WVU Rural Fair is scheduled for Tuesday, January 15, 2008. The Faculty Development Committee will again be holding the introduction to RHEP/AHEC for all students in the Main Auditorium from 12:30-1:30PM. The rural fair will be held in the new student area of health sciences from 1:30 – 4:30 PM, so there will be more room for displays and students. More details to come.
Hilda reported that the new logo and title needs to be voted on with in the next ten days. Deadline is November 24, 2007.
Discussion about the WVMSGE funds was brought up because of a conference that we can attend if we have the funding. Elizabeth Richmond motioned to have Chuck Connor and Malinda Turner write on behalf of WVRHEP and AHEC to Dr. Hamm concerning the WVMSGE funding. Motion was seconded by Lora Adkins.
AHEC update:
Sandra updated us on the Appropriation Bill being passed. Amber updated us on the new Central Counties AHEC.
Dalena updated us on the Retreat surveys. A new retreat committee was elected: Lew Hollaway, Chuck Connor, April Vestal, and Amber Crist as the Chari of the committee.
R and R update: The R&R report is done and sent out. Please let Jodie and Rose know of any changes ASAP.
Guest Speaker: Dr. James C. Helmkamp spoke on West Virginia University Injury Control Research Center and Addressing Injury in West Virginia and Appalachia.
NEXT STEPS
- 1. Statewide SOLE site will be expanded (ongoing)
- 2. Please send Rose an email regarding any issues with the R&R report, or ideas to make it better.
- 3. April will send quarterly updates (ongoing)
- 4. Send Legislative 3X3 contacts to April as they occur.
- 5. As an update, each group (AHEC & Coordinator) will post minutes from their meetings to the list serve for review.
- 6. Derrick will finalize the new website, this week, and email it to everyone on a private link. Send comments to Derrick within one week of receiving the link.
- 7. Hilda will provide a paragraph on the information that she needs regarding the recruitment of Mental Health providers/sites that will take students.
- 8. In January begin identifying Mental Health providers/sites that will accept health professional students for rotations that will target veterans. (Identify location, specialty of provider, does the provider cover multiple sites, are they trained in PTSD, etc..
- 9. Send Hilda any additional suggestions regarding the name or logo for the combined group within the next 10 days.
- 10. Chuck and Malinda will write a letter to Richard Ham on behalf of the RHEP/AHEC groups regarding the WVGEC funds.
- 11. Patti Crawford will send out a map of the WVSOM Statewide Campus sites, if she can locate it.
- 12. April will email a RHEP housing inventory survey that will be sent in two phases. Please send any additional suggestions for survey questions to Kristi Pritt.
- 13. The Legislative committee needs to meet and report back to the group on the activities for Legislative Day at the Capitol.
Sequence of meetings will remain quarterly. The next meeting will be March, 2008. Chairing will be Lora Adkins and Haylee Heinsburg
Meeting was adjourned, Motioned by Lew Hollaway, seconded by Sonnie Strader. Approved