West Virginia Rural Health Education Partnerships/Area Health Education CentersWest Virginia Rural Health Education Partnerships/Area Health Education Centers

 

West Virginia Rural Health Education Partnerships
&
West Virginia Area Health Education Centers

Joint WVRHEP Coordinator and WVAHEC Center Director Committee

Minutes

Tuesday, November 10, 2009

Days Inn, Flatwoods WV

Facilitator: Malinda Turner

Next Steps: Jacki Novacich


In attendance: Sherri Douglass, Billie Garrett, Lora Adkins, Patricia Crawford, Sarah Adkins, Carla Campbell, Lew Holloway, John Walters, Sonnie Strader, Malinda Turner

Staff: Jodie Jackson, Sharon Giles, Sandra Pope, April Vestal, Jacki Novacich

 

Meeting Facilitator Malinda Turner brought the meeting to order and asked for a motion to approve the committee minutes from May 20, 2009.  Recommendation to add the next steps from the May 20th meeting to the minutes.  Motion to approve with recommended additions.
(Sonnie Strader/Lew Holloway) Minutes were approved

 

Review of Next Steps from May 20, 2009

  1. Anyone who continues to receive spam in their e-mail is to please contact Derrick Day.
  2. April will send quarterly updates as needed.
  3. Please identify people in your communities/boards that would be willing to hold face-to-face meetings with Legislators.  Send Hilda and Lew an e-mail to let them know.
  4. Site coordinators are to review the CARDIAC packet that was distributed and send feedback/changes (especially on the opt-out letter) to Georgianna by Wednesday, May 27th.
  5. Site coordinators are to review their Tracker information for field faculty, training sites, board members, etc. and update this information.
  6. Site coordinators are to let Jacki know if they have students to participate in the June SOLE module.
  7. Site coordinators and AHEC Directors are to encourage their Board members on the Advisory Panel to review the three reports on the RHEP program before the 6/15 Advisory Panel meeting.
  8. Sandra will send the AHEC work plan for 2009/2010 to the AHEC/RHEP list serve by June 1.
  9. Hilda will send the draft recommendations from the Issue-based Strategic Planning session by June 1.  The group will use track changes and respond back by e-mail. 

 

Susan Faulkner did a presentation to the group on the Bonnie’s Bus program.  She gave a brief history of the program and the function of the program around the state.  She also presented data they have collected regarding the detection and treatment of breast cancer in rural areas.  If you would like more information on the program or have questions please contact Susan at 304-293-0948 or by e-mail at sfaulkner@hsc.wvu.edu.

 

Office of Rural Health Report:

April reminded the committee that they should not indicate about approval of rotations to students outside of the normal process.  If a student were to attempt to arrange his/her rotation themselves, you should refer them to their campus or school coordinator.  You can speak to the student regarding preceptors they will be with or questions regarding preceptors or service learning, but, please do not make any promises or arrangements with them regarding placement. 

 

Jodie Jackson reported to the committee on TRACKER.  In the past an automatic response from Ken Shannon would be sent to students once they completed their SERFE.  Now, the automatic response will come from Jodie.

She also reported on the ability of community service hours to be recorded and shown on consortium reports.  Rose is working to look into the ability to do this.  As a reminder, if anyone has a request or suggestion regarding TRACKER, please contact Rose McCluskey at rmccluskey@hsc.wvu.edu.

Jodie also discussed definitions of student rotations within TRACKER.  WVSOM is having more IN rotations than before and we may not know right away that they are considered IN.  Campus Coordinators are suppose to go into TRACKER and change the rotation type to IN.  Rotations counted within the annual report card are RHEP and approved exception, and not IN rotations.  IN rotations are defined as rotations done with an RHEP preceptor, but the IDS and Service Learning component are not there, only the clinical aspect.

If you have any questions regarding IN rotations, please contact Jodie Jackson at jjackson@hsc.wvu.edu.

 

April discussed Dr. Walker’s introduction of Gerry Stover as the new Director of Rural Health Programs at yesterday’s Advisory Panel Meeting.  April is scheduled to meet with him following this meeting.  She is requesting that any questions, ideas, or issues are to be sent to her and she will discuss them with Gerry.  She is expecting to be working closely with him on the RHEP program development.  She will be discussing with him the housing lease concerns that were stated in the audit.  It was stated within the audit that we should not sign leases past June 30, 2010.  This does not mean we are not accepting students past June 30th, or we are not providing housing.  April asked that consortia let her know about the current relationship with landlords.  She will send out an e-mail to obtain this and other information. 

 

Hilda, Sandra and April are expected to meeting with the leadership of schools to create a report, for the new Vice Chancellor of WVU- Health Sciences Center, Dr. Colenda regarding the RHEP and AHEC programs and the Schools rural health programs.  April is working on follow-up questions for each of the schools and asking them what information and when they would need to know of any changes for the curriculum. 

 

Jacki Novacich reported that the Taking Charge program that some coordinators might have been doing Service Learning Projects with, has not been funded and will be ending.  She will e-mail the letter regarding the program’s termination.

 

AHEC Report:

Sandra reported that on a federal level, the 2010 budget is on a continuing resolution.  For the first time in 18 years, there was federal funding in the President’s budget at $32.5 million.  The Senate will go through committee at the same level and House has already passed their budget at an increase of $1.5 million, raising the funding to $34.5 million.  Once the Senate passes their budget, it will go into conference. 

AHEC reauthorization language is in the Senate Health Care reform bill for 5 years at $125 million.

On a state level, Sandra reported they had applied for SEARCH funding from HRSA.  They received the funding at $176,000 for a contract of 3 years.

Sharon elaborated more the SEARCH program.  She told the committee that it is not a grant funded program anymore but a contract program.  We will not be working on a fiscal year calendar.  She and Sandra have been working with Jacki Masi on the past history of the program.  They have estimated that $80,000 dollars will be allocated for stipends, and will stick with the procedures used previously.  They are hoping for meaningful projects for the community.

 

 

Rural Health Day Report

April reported that Rural Health Day at the WV Capitol Complex is set for Monday, February 8, 2010.  More information will be sent out after April’s meeting with Gerry Stover as this is on their agenda to discuss the day’s activities. 

 

School Committee Report:

Carla Campbell reported to the committee that the School Committee is working on revising the HIPAA policy.  There was also discussion regarding the need of a FERPA policy for anyone working with student’s educational records. 

She also reported that Ralph Utzman from the WVU School of Physical Therapy brought up an issue that students have been experiencing during IDS sessions.  Students have stated that they have experienced facilitators putting down the PT students or not including them in the IDS discussions.  It was suggested during the meeting that IDS should not be medical topics, and that topics should be kept to ethics, health literacy, patient advocacy, etc to eliminate anyone being left out.  It was also suggested that it be a requirement for facilitators to attend training before they are allowed to facilitate an IDS.

 

Joint Community Outreach and Curriculum Committee Report:

April reported that we would like to for the Coordinators and Center Directors to submit projects online for the online library.  Any duplicated service learning projects would be merged into one project.  It was decided by the coordinators and center directors that they would submit at least 1 or 2 projects by December 31, 2009.

 

Co-Facilitators for March 16, 2010 Meeting:

Carla Campbell & John Walters

Next Steps and Minutes: Jacki Novacich

 

Next Steps:

1.       April will send quarterly updates as needed. (ongoing)

2.       Please identify people in your communities/boards that would be willing to hold face-to-face meetings with Legislators.  Send Lew an e-mail to let them know.(ongoing)

3.       Site Coordinators are to review their Tracker information for field faculty, training sites, board members, etc. and update this information. (ongoing)

4.       Jacki Novacich. will send out a new IDS SOLE Module Schedule as soon as it is developed.

5.       Jacki Novacich will send a letter she received from WVUCED-Taking Charge program.

6.       Please refer all students who inquire about scheduling rotations to the school based coordinators.

7.       If you have any questions regarding “IN” rotations verses “RHEP”, or students stating they do not want to participate in RHEP, please contact Jodie Jackson.

8.       Any questions regarding TRACKER should be directed to Jodie Jackson or Rose McCluskey.

9.       Please e-mail or call April with any questions or concerns that you would like her to address with Gerry Stover, the new Director of Rural Programs from HEPC. 

10.   WVU Rural Health Fair will be on November 17th 2009, Site Coordinators should expect an e-mail regarding the day’s activities and other information on Wednesday, November 11, 2009.  If you have questions regarding that day, please contact Jacki Novacich.

11.   WVSOM Rural Fair will be held December 1, 2009.  Patti Crawford will send an e-mail out to the list serve regarding the day’s activities.  Any consortia that will not be able to attend should contact Jacki Novacich prior to that day.

12.   The SEARCH Program is expecting to send out the information and requirements for SEARCH funding before January. Questions regarding the SEARCH program should be directed to Sharon Giles.

13.   April will send out an e-mail after her meeting with Gerry Stover to arrange a Rural Health Day 2010 Committee.

14.   1 to 2 Service Learning Projects should be submitted by Coordinators and or Center Directors by January 31, 2009. April/Jacki will e-mail the link for submission form by Monday, November 16, 2009.

15.   April/Jacki will e-mail the link to Service Learning Projects already available on the new website by Monday, November 16, 2009. 

16.   April will discuss IDS Training for facilitators with the Faculty Development Committee.