Joint WVrhep sc ahec dir minute june 2008
West Virginia Area
Health Education Centers
Joint RHEP Coordinator
and AHEC Director Committee
Tuesday, June 10, 2008
Days Inn,
In attendance: Debbie Curry, Anna Reno, Dalena Riggs, Kendra Sullivan,
Amber Crist, Kathryn Greenlief, Carla Campbell, Georgianna S. Tillis, Chuck
Conner, Lora Adkins, Malinda Turner, Penny Asbury, Lew Holloway, Patricia
Crawford
Staff: Derrick Day, Hilda R. Heady, April
L. Vestal, Sandra Y. Pope, Sharon Giles, Jacki Novacich
Guests:
Richard Meckstroth
Meeting Facilitated by:
Debbie Curry
Anna Reno
Meeting was
called to order by Debbie Curry
Review of
Meeting Rules
Motion to
Approve Minutes from March 11, 2008: (Chuck Conner/ Carla Campbell) Motion
approved.
Next Steps from 3-11-08:
1. Statewide SOLE site will be expanded
(ongoing) and a follow-up with faculty development participants that may want
to serve as facilitators for SOLE will be done by April.
2. April will send quarterly updates
(ongoing)
3. Send Legislative 3X3 contacts to
April as they occur.
4. As an update, each group (AHEC &
Coordinator) will post minutes from their meetings to the list serve for
review.
5. Once specific data is collected,
Hilda will provide information that she needs regarding the recruitment of
Mental Health providers/sites that will take students and she will advise on
identifying Mental Health providers/sites that will accept health professions
students for rotations that will target veterans. (Identify location, specialty
of provider, does the provider cover multiple sites, are they trained in PTSD,
etc.)
6. The Legislative Awards Committee
will need to develop criteria for the Legislative Award and provide that
information to Hilda.
7. Sandra will investigate federal
guidelines for the GEC reporting vs. AHEC reporting, and advise the group.
8. Sandra will email the GEC Survey to
the list serve.
9. As Derrick continues to work on the
joint website, please send suggestions to him. (ongoing)
10. The group voted to have the next
joint meeting during the retreat instead of on June 10th as
previously scheduled.
Guest Speaker: Dr. Richard Meckstroth,
Dr, Meckstroth met with some of the Coordinators and Directors
on June 9, 2008 to present material on Child Oral Healthcare, National Smile
Month, and "Save Face" mini grants.
Dr. Meckstroth would like the sites to promote Child Oral
Health. There is some funding available
from the March of Dimes to sponsor the promotion. They would like to build relationships with
OB-GYNs and pediatric physicians in the area to help them understand the
importance of referring children to their dentist early for preventive
care. This will also help educate the
providers on talking with the families to educate and encourage them to take
their children. There are CEU's available
for most disciplines as well. Please let
Dr. Meckstroth or Gina Sharps know if you are interest in participating. Send a letter or e-mail of intention to them
as soon as you can.
Dr. Richard Meckstroth Gina
Sharps
1 Med Center Dr.
Fax: 304-293-8561 gsharps@hsc.wvu.edu
Phone: 304-293-5912
Email:
Once Dr. Meckstroth and Gina determine who is interested,
funds will be reserved.
Another project discussed was National Smile Month. Please encourage dental students to get in
touch with the different facilities participating to provide educational outreach. For example, letters and materials are being
distributed to local food banks for parents on Child Oral Health. It would be great if we could have students
there to give an educational component as well.
The last project discussed was mini grants with the tobacco
groups called "Save Face." The deadline for grant applications is August 1,
2008. Dr. Meckstroth is trying to work
out that the money for the grant is given in advance to the grant
recipients. He will e-mail art work
options for the pop-up displays that are incorporated into the grant, later
this week.
If you have any questions regarding any of the information
Dr. Meckstroth discussed, please contact him at the address above.
Update from WVRHEP
Hilda reported that the Legislative Post Audit Division is
still conducting their audit on fiscal records.
Consortia should expect them to possibly visit their sites. They are planning to do a sampling of the
sites and not visit them all, but we do not have information on which sites and
when at this time.
The Legislature voted this year that they will no longer
conduct performance reviews for reauthorization. Performance reviews will be done only if the
President of the Senate and/or the Speaker of the House feel there is a need
for a performance audit of a program. At
this time there has not been a request for our program to undergo a performance
audit.
Suttle and Stalnaker, a company from
The Chancellor has asked Dr. Mike Friedland to review the
parameters of RHEP/AHEC and other issues related with the schools. Dr Friedland has already met with most of the
Health Science Vice Presidents, and will be meeting with various people within
the partnership and those that work with the program for an administrative overview from HEPC.
Effective August 1, 2008, Dr. Robert Walker will be the Vice
Chancellor for Health Sciences. He will
be retiring as the Executive Vice Dean of the John C. Edwards School of
Medicine at
April reported that the Schools Committee would like to know
if surveying field faculty members could be accomplished through the sites or
if we need to look at another way to survey them. What the Committee is trying to do is plan
for the large influx of students. They
would like to know:
·
How
many students field faculty will accept?
·
Are
there months they will not accept?
·
Will
they only accept certain disciplines?
·
Are
there disciplines they will not accept?
Most of this information we can see in historical data as a
trend, but it is not certain that is what the field faculty want or are willing
to do.
Anna Reno reported that Northern West Virginia Rural Health
Education Centers (NWVRHEC) use a preference sheet for their field faculty
members. She said that some of the data
from her sheets have been placed in TRACKER.
There were questions on just having done a site capacity
survey. Derrick reminded everyone that
it was done almost 2 years ago. April will discuss the site capacity update
further with Rose and Derrick, and will let the sites know the outcome.
April discussed the DRAFT Policy
2008-03 "Guidelines for Service-Learning Projects for Health Profession
Students." The purpose of the policy is
stated in the Policy Statement, which states; "This policy shall serve as guidance for development and implementation
of service-learning projects conducted during rotation experiences of the
Several
suggestions were made at the June 9, 2008 Joint Community Outreach and
Curriculum Committee and Schools Committee meetings, but were not incorporated
yet in the DRAFT viewed during this meeting.
April will incorporate these changes and will e-mail them to the
committee.
There will
also be an online form that will be created for submitting Service-Learning
Projects. April will send out 5 projects
used on SOLE for everyone to review. This
is what the format will look like for the online form. Once a project is submitted it will go to one
central person that will review it and send it to the Joint Community Outreach
and Curriculum Committee for review for appropriateness of the project and to
ensure the project is linked to clinical learning objectives. Projects will then be posted to an online
link. It was suggested by that committee
that Site Coordinators and Center directors submit at least 3 projects that
they use into this format per year.
April also
reported that Carla See received some complaints last year from people who did
not want IPPE rotations for Pharmacy students placed into tracker as IN or
other rural. As of this year, she was
not placing them in TRACKER and has received comments on why they were not in
TRACKER. Is there an issue?
After
discussion, it appeared that there was not an issue and the preference was to
have them placed in TRACKER. April will
inform Carla about this discussion and outcome.
AHEC Update:
Sandra Pope
reported that half of the $200,000 that WVU received will be going to the
Sandra is
asking that if you receive an NAO action alert to please respond to them.
GEC has a
new person working with them. Her name
is Nancy Daugherty from the WVU Charleston Division. Sandra is working closely
with her on the GEC projects.
The NAO
annual conference is June 28, 2008 through July 1, 2008 in
Sharon
Giles and Amber Crist reported on Grants they are currently looking into. Please contact them for further information
or questions regarding the grants.
Sharon
Giles can be reached at sgiles@hsc.wvu.edu
or by phone at 304-347-3504.
Amber Crist
can be reached at acrist@cchcwv.com or
by phone at 304-734-2040 ext 106.
Website Update:
Derrick
demonstrated the new website at the June 9, 2008 West Virginia Rural Health
Advisory Panel meeting. He will be
sending the link to everyone. Please send
ideas on the Community Service Section, and any other feedback and ideas to
Derrick at dday@hsc.wvu.edu.
Derrick
will also be deleting the old Site Coordinator list serve, and will let the
Site Coordinators know when this has been completed.
Fiscal Update:
Kristi
Pritt reported that there was still one consortia audit foutstanding. She asked that for next year, dates of the audits
be placed on your calendar, and to work with your accountants directly to
double check RHEP requirements.
If you will
be switching auditors or lead agencies next year, please remind them of the
audit requirements prior to the actual audit.
Everyone
should have received their 09 Grants.
She will be sending the lead agency a hard copy to sign and return, and
she will send by e-mail a PDF copy to the Coordinators.
Kristi had
comments on this year's budgets. She
stated that the purpose of the CARDIAC income and CARDIAC expenses was to see
total revenue and expenses. Most sites
submitted the same amount in their budgets.
Also, remember that the numbers do not have to balance.
Make sure
to bill your CARDIAC in a timely manner.
The Quarterly
Report Policy is going to be amended.
Please contact Kristi at kristi.pritt@hepc.wvnet.edu
or Margaret Novacich at mnovacich@hsc.wvu.edu
with any questions regarding the quarterly reports.
Retreat Update:
Amber Crist
reported that the retreat had been canceled due to many conflicting issues.
As a group
it was decided to hold the retreat in Spring 2009. The retreat committee will meet and pick
dates for rescheduling the retreat. They
will send these out along with two possible locations and the group will be
asked to vote. The committee will be
discussing whether or not to choose new topics and agenda items for the
retreat.
Consortia/Center Updates:
Malinda Turner
reported that she has been busy with students.
She has 20 in the
Gorge Connection Consortium:
Lora Adkins
reported that the consortium will be going to summer camps and around the area
with the rafters as well educating on Skin Cancer Awareness.
Amber
reported AHEC had just created a Rural Family Medicine Residency Program
Elective that would be working with
Region 1
Dalena Riggs reported that she is working to recruit more
dental preceptors and has already added some medical preceptors. They had to turn down some students for the
summer due to WVSOM Family I students and many medical preceptors did not want
to accept students for the summer. CARDIAC is already scheduled for the
year. She is meeting with her Statewide
Campus Coordinator and has planned events with those students already. They are working with the Extension Agency
for IDS. Once the students receive their
training they will do a Senior Health Fair as part of the GEC grant.
Region 2
Anna Reno reported she has added new preceptors, and has
students at
Region 3
Kathryn Greenlief reported that recently a student that did
her rotation at the Braxton County Health Department and has been employed as a
part-time nurse. Kathryn is really
interested in the dental projects that Dr. Meckstroth discussed.
Executive Director Report:
Lew
Holloway handed out Delegate and Senator contact information that contained Legislators
information for those with memberships in Education, Health and/or Finance Committees.
He would like to see everyone identify people in their communities/ boards that
would be willing to hold face to face meetings with Legislators in your area
that are on these committees. Report
back to Lew with this information as he would be willing to help with the
preparation for the meeting as well as for reporting purposes. These will replace 3x3's that were to be sent
to April.
Southern Counties Consortium:
Penny Asbury reported that
Mullens:
Carla Campbell reported that Pineville Clinic has been taken
over by Tug River Health Association. It
has been getting harder and harder to recruit students for rotations to the
Boone and
Georgianna Tillis reported that she has some new students
from WVSOM, and she has a new support staff member. Her name is Tina Witt.
Winding Roads Health Consortium:
Chuck
Conner reported that they will be conducting three Senior Health fairs, and
will be trying to partner with Kanawha Valley Health Consortium for GEC
projects. He has been working with
Chris Dodge from Alderson-Broaddus and has had PA Students for five consecutive
semesters. He just added two new IDS
facilitators, and is working with
WV
Patti
Crawford reported that they recently did a continuing education program on
infectious diseases. She also updated
the group on the dissolving of
WV
Debbie
Curry is currently tying up AHEC work, as well as conducting the summer
academy. As of September 1,
Next Steps for September 9, 2008
Meeting:
- Statewide SOLE site will be
expanded (ongoing) and a
follow-up with faculty development participants that may want to serve as
facilitators for SOLE will be done by April.
- April will send quarterly
updates as needed. (ongoing)
- Once specific data is
collected, Hilda will provide the information she will need regarding the
recruitment of Mental Health providers/sites that will accept
students. She will advise on
identifying Mental Health providers/sites that will accept health
professions students for rotations targeting veterans. (Identify location,
specialty of providers, does the provider cover multiple sites, are they
trained in PTSD, etc.) (ongoing)
- The Legislative Awards
Committee will need to develop criteria for the Legislative Award and
provide that information to Hilda. (ongoing)
- Derrick continues to work on the joint
website. He will send out a web
link for feedback which will include a deadline. Please send suggestions to Derrick at dday@hsc.wvu.edu
- Derrick will delete the old the
Site Coordinator list serve. He
will e-mail Coordinators to let them know when it has been deleted.
- April will send out The DRAFT
Service Learning Policy 2008-03 to the Committee once she has incorporated
the changes the Joint Community Outreach and Curriculum Committee and
Schools Committee has suggested, for further review from the WVRHEP/AHEC
Joint Coordinators and Center Director's Committee.
- April will send out information
concerning the updating of the Site capacity information.
- Kathryn Greenlief will share
the NWVRHEC Field Faculty Preference worksheet as an FYI for Coordinators.
- The Retreat Committee will send
out dates for the spring 2009 retreat.
The committee will also be discussing topics, and locations for the
Retreat.
- Sandra will find out further
information on the GEC Survey in regards to a conflicting survey being
done at the WVU Charleston Division.
- Please identify people in your
communities/boards that would be willing to hold face to face meetings
with Legislators in your area that are on the health, education and/or
finance committees, and report back to Lew Holloway at lew.holloway@nwvrhec.org for
preparation for the meeting as well as for reporting purposes. This will replace the 3x3's to be sent
to April.
- Please have the "Save Faces"
grant applications in to Dr. Richard Meckstroth no later than August 1,
2008. If you are interested in the
child oral health program, please send a letter of intent to Dr.
Meckstroth or an e-mail of intent to him so funds may be reserved. If you have questions regarding the
grant please contact Dr. Meckstroth by e-mail at rmeckstroth@hsc.wvu.edu
or by phone at 293-5912
Joint Facilitators for September 9,
2008:
Amber Crist
Kendra Sullivan
A motion
was made to have this meeting face to face at the Days Inn in Flatwoods and
review the Web conference meetings from September 8, 2008 for consideration for
use at the November meeting. (Carla
Campbell/ Chuck Conner) Motion Approved
Motion to
adjourn (Amber Crist/ Malinda Turner) Motion Approved.
Meeting
Adjourned at 12:18 PM