RHEP Site Coordinator Meeting

Days Inn, Flatwoods

Approved October 17, 2003

August 12, 2003

 

 

Present:  Chuck Conner, Kathryn Greenlief, Malinda Turner, Judy Koehler, Penny Asbury, Lora Adkins, Parr Thacker, Georgianna Tillis, Anna Reno, Carla Campbell, Sonnie Strader, Debra Riggs, Elizabeth Richmond, Steve Thomas and Robert Blake Shannon Bell; and from the ORH, Hilda Heady, April Vestal, and Margaret Novacich.

 

Parr called the meeting to order at 10:05 AM. 

 

Penny started the check-in by asking everyone to share their ideas on how to spend the GME funds at the local level.  After the SC had shared their ideas Hilda asked to make some comments.  She expressed a desire to have strategic planning on this issue to include: 1) stipends, 2) contacts with residency directors/programs and teaching hospitals and 3) to use the match from LPCC for technical assistance.  She said there were 8 Family Medicine residencies in WV.  She will ask someone in her office to send a list of these residency programs to the site coordinators.

 

Minutes from the July meeting were approved as submitted on a motion from Chuck seconded by Robert.  Steve then asked about the MUSOM Health Fair that was included in the previous minutes.  Due to the budget cuts MUSOM has decided not to hold the annual Health Fair.  After some discussion, a committee was appointed by Parr to contact Joann Raines at MUSOM to discuss the scheduling of a fair.  Serving on that committee will be Chuck (chairman), Steve Thomas, Parr and Georgianna.  The group thought that perhaps Dr. Walker, Jennifer Plymale and Debbie Curry should be included as well.  Chuck will make the contact and get back with the committee to schedule. 

 

Next steps were reviewed from July.  They include: 

 

1. Kathryn to continue checking on site coordinator meeting location in Braxton County on off panel meeting dates (done)
2. Conflict of Interest Statements (Policy #2000-02) need to be filled out on all board members of each consortium yearly and kept on file in your office (on-going)
3. April ask each site coordinator to encourage their field faculty to sign up and attend this year's faculty development conference.  Site Coordinators are also encouraged to attend (done)
4. All Site Coordinators are to send Hilda a 3-4 sentence testimony from a group of RHEP supporters in your consortium (administrators, students, field faculty, community leaders, and business leaders) by September 1, 2003.  Each Site Coordinator to do at least 3 presentations, news articles and Radio Talk Shows (if available) in your consortium by December 31, 2003 (on-going)
5. Site Coordinators are to send on-going research projects to Jodie Jackson by email by August 8, 2003 (done)
6. IT Committee needs input from site coordinators and field faculty on their needs.  Derrick will be working on making a link to each consortium's county profiles on their webpage. (on-going)
7. Site Coordinators to prepare 2004-2005 budgets and send in to Margaret by August 1, 2003.  Any site coordinator that would like for Margaret to plug in their budget figures for them and send to them for review and board approval, she needs to know by July 23, 2003 (She will be on vacation next week) (done)
8. Email April any comments or questions concerning policy #1995-04 "Components of IDS Experience" by August 8, 2003. (done)
9. Site Coordinators are to send a list of their Family Care Physicians, the address of their site and the name of their Administrator to Steve Fumich @ fumichs@rcbhsc.wvu.edu. (done)

 

Office of Rural Health Report

 

April reminded everyone that the Faculty Development Day would be held September 19-20 at Stonewall Jackson Resort.  She will email the names of faculty who are registered to the SC. 

 

April discussed the "rhep.org" mail problems.  This should be resolved shortly.

 

She announced the WVU School of Nursing orientation set for February 18.  Debra Riggs volunteered to attend (and Carla will assist her if it is necessary).  The Physical Therapy orientation is scheduled for September 22 with Chuck and Kathryn to attend it to speak with students about the RHEP rotation.

 

Margaret announced that SEARCH is on for another year.  Jacki is ready to accept new applications.

 

Hilda then talked about the Kellogg visit scheduled for October 10-11.  They will visit Camden-on-Gauley, Spencer and Cabin Creek.

 

The Legislative strategy was then reviewed.  Hilda encouraged the group by saying that we have a great program and that we just need to make sure people know about it.  As resources are cut we have to find a way to do more with less.  West Virginians are great at this.  One focus she mentioned was to contact civic organizations.  Bobby Brown is involved with the state Lions Club organization and Georgianna serves on the Executive Board for GFWC West Virginia (state women's clubs).  Other contacts need to be identified.

 

Hilda also announced that Brian Armentrout says the PERD report will not be ready before the December/January time frame. 

 

Budget Discussions

 

Margaret then discussed the method used for calculating the FY 2005 budgets.  She explained that a combination of information was used including the number of rotations in the last eight quarters and other historical information and the formula that has been on the table for some months now.  She reviewed the Chancellors views on the budgets that include his opinion that there should be more student services and less administration.  He is interested in fulfilling the RHI goals, direct services and the per student week costs and the reallocation of funds to better spend the funds were student rotations are actually being conducted.  All capital expenses for FY 05 will be eliminated.  Hilda and Margaret told the group that this is just part of the process of evaluation to get us to the FY 05 budgets.  

 

 

GASP

 

Chuck reviewed the GASP process that was developed 6 years ago.  He said it had not been used in 3 years.  Carla expressed the opinion that it was good and should be part of our program.  The group agreed that it offers SC an opportunity to share and dialog about issues that may arise.  It was decided to keep GASP at this time.

 

Helpful Hints

 

Anna asked for permission to add Robin Schimmel to the SC list as she (Anna) may be out of the office in the coming months and this would be helpful to Little Kanawha to have that contact.  Robin will be acting in Anna's place when she is out so everyone agreed that the addition of Robin was logical.

 

Shannon told the group that her phone and fax numbers have changed.  They are 734-2040 for voice and 734-2047 is the fax line.

 

Next Steps were reviewed by Penny.

 

1)          Hilda will have Alicia or Elaine will send Site Coordinators a list of Resident Directors in the State and a copy of the Technical Assistance Form.

2)          Site Coordinators are to initiate Field Faculty to become MU Adjunct Faculty.

3)          Chuck will set up a meeting with Marshall to discuss Partnerships and the Rural Health Fair. Parr, Steve & Georgianna will attend the meeting with Chuck.

4)          April will send Site Coordinators a list of Field Faculty registered for the Faculty Development Conference prior to registration deadline.

5)          Hilda will develop and send Site Coordinators Questions and Answers for Interviews.

6)          Margaret will send Site Coordinators revised 2004/05 Budget Request.

7)          Margaret will send Site Coordinators the Budget Line-Item Descriptions.  Send Margaret your questions and comments.

 

Debra shared the critique remarks.

 

Adjournment - The meeting adjourned about 2:10 PM.

 

Submitted by:

 

Georgianna S. Tillis

 

 

 

 

 

Meeting dates were agreed upon.  Kathryn agreed to check on the Braxton LRC for dates not coinciding with the Advisory Panel meetings.  Meeting dates will be:

˜    September 16

˜    October 14

˜    November 18

˜    December 9

Office and Committee Members

 

 

Individuals will serve from July 1-June 30 (unless noted otherwise) and will include:

           

            Facilitator:      July-December             Parr

                                    January - June              Sonnie

 

            Advisory Panel:                                  Carla

            Agenda Maker:                                  Judy

            Minute Taker:                                    Georgianna

            Group Agreement Guardian: Shannon

            Phone List Update:                             Lora

            Corresponding Secretary:                  Carla

            Next Steps Lookout:                         Penny

            Meeting Critique Organizer: Debra

            GASP: (not filled until GASP is reviewed in June)

            Mentor:                                               Anna

 

Committee Representatives:
           

Curriculum/Community Outreach:Kathryn    Shannon           Lora                

Recruitment & Retention:                 Penny               Judy                 (Anna)

Information Technology:                    Chuck              Lora

Faculty Development:                        Kathryn            Robert              (Parr)

Evaluation:                                         Judy                 (Debra)

School Committee:                             Sonnie              Robert or Elizabeth

Finance:                                              Parr                  Malinda            (Carla)

Student Advisory/Community Member:                   Chuck              Steve                (Elizabeth)

(alternate in parentheses)