board meeting - comtrea

21 Municipal DriveArnold, M O 63010

LOCATION+1 636 933 2700

PHONE NUMBERwww.comtrea.org

WEBSITE

Board MeetingMarch 11, 2019

FACEBOOKhttps://www.facebook.com/COMTREA/

OUR MISSIONTo lead in providing quality,

comprehensive healthcare that is

affordable and accessible, and to

support the dedicated professionals

who make caring for the individuals

we serve their number one priority.

AGENDA

CEO Report

Action Items

Discussion Items

Adjournment

7:30 AM – Meeting Open

Approval of Agenda and Minutes

CLOSED SESSION

Financials

Program Highlight

Please note that the JCCMHFB will meet directly after the COMTREA Board today.

MOTION:

“I, ______, move that the Board approve the, March 11, 2019 Meeting Agenda.”

APPROVAL OF AGENDA

MOTION:

“I, ______, move that the Board approve the February 11, 2019 Meeting Minutes.”

APPROVAL OFMEETING MINUTES

CLOSED SESSION

BOARD MEMBERS ONLY

CLOSED SESSIONMOTION:

“I, ____________, move that the Board enter into closed session.” (All others must agree by Voice Vote)

CLOSED SESSION - AGENDAMOTION:

“ I, __________, move that the Board approve the March 11, 2019 Closed Session Agenda,”

CLOSED SESSION – MEETING MINUTES

MOTION:

“I, ___________, move that the Board approve the February 11, 2019 Closed Meeting Minutes.”

CLOSED SESSION – ADJOURNMENT

MOTION:

“I, ___________, move that the Board adjourn from closed session and enter back into Open Session.” (All others must agree by Voice Vote)

PROGRAM HIGHLIGHT

Peer Recovery Coach Role Presented by

Colton Baker

CEO REPORT

“As a member of the Finance Committee, I _________, move that the Board approve the financials for the month of January, 2018.”

ACCOUNT RECIEVABLES$4,002,100.14

FINANCIAL REPORT

CASH ON HAND$1,485,299.40

MOTION:

“COMTREA has been a big help for me. Sara Brigg and Ivy Alwell have played a big part in my mental health and I could not succeed or be where I am with out them.”

GROWTH REPORT DIVISION PRODUCTION – FEBRUARY 2019

CEO REPORT

Division ProductionClinical Access

Hours

Week 1Feb. 1

Week 2Feb. 4-8

Week 3Feb. 11-

15

Week 4Feb. 18-

22

Week 5Feb. 25-

28

Revenue Per Visit

Revenue Forecast

Month End

Budget Profit / (Loss)

Forecast

% Profit / (Loss)

ForecastPrimary Care 70% 64% 58% 58% 62% $162.00 $163,944 $249,227 ($85,283) (34.22%)

Minus PTO 65% 63% 62% NA

Oral Health -Dentists

86% 67% 63% 58% 73% $169.00 $355,780 $573,270 ($217,490) (37.94%)

Minus PTO % 70% 65% 60% 77%

Oral Health -Hygienists

73% 62% 35% 44% 58%

Minus PTO 87% 47% 45% NA

Behavioral Health -Adult

66% 75% 62% 62% 65% $345.77 $441,548 $326,946 $114,602 35.05%

Minus PTO 77% 64% 65% 71%

Child Psych. 0% 56% 73% 67% 73%

Week by week trending outcomes are reflected in the table ABOVE with improvements in each service line production. Production was impacted with several days of a winter mix that resulted in early closures and higher patient cancellations. Focus in March continues around patient access.

STATE ASSOCIATIONSCEO REPORT

PRIMARY CARE ORAL HEALTH

DIVISIONAL UPDATES

BEHAVIORAL HEALTH PSYCHIATRY

CEO REPORT

HRSA MONTHLY REVIEW

CEO REPORT

Note: During the recent MOCK Survey there was questions that came up on Privileging Records. This is being worked on further as a result.

CLINICAL STAFFING CLINICAL Donna Harris Brekel

March YES NO NA

a. Staffing to Provide Scope of Services Xb. Staffing to Ensure Reasonable Patient Access Xc. Procedures for Review of Credentials Xd. Procedures for Review of Privileges Xe. Credentialing and Privileging Records Xf. Credentialing and Privileging of Contracted or Referral Providers X

TOTAL 3 2 1%

KEY MANAGEMENT STAFF GOVERNANCE/ADMIN Donna Harris Brekel

March YES NO NA

a. Composition and Functions of Key Management Staff Xb. Documentation for Key Management Staff Positions Xc. Process for Filling Key Management Vacancies Xd. CEO Responsibilities Xe. HRSA Approval for Project Director/CEO Changes X

TOTAL 5 0 0% 100%

BOARD MEMBERS USING FQHC SERVICES

2019

41% Of Board Members are using FQHC Services

59% Board Members NOT utilizing FQHC Services

HRSA REQUIRES

51%

41%59%

MARCH

OUT OF COMPLIANCE

WE MUST INCREASE the 41% to a minimum of 51%

CEO REPORT

MONTHLY GRANT UPDATECEO REPORT

Funding Entity Program Recipient Description

Amt Requested on Pending

GrantsFranklin County Community Resource Board

CAC-Union-Prevention Program

One – Time Funding $7775.00

Franklin County Community Resource Board

CAC-Union-Therapy One – Time Funding $2038.95

Jefferson Foundation BH Medication Support for Opioid Use Disorder $57,000.00Jefferson Foundation ASP Conflict/Violence Prevention Education Program for

students in Jefferson County$50,000.00

Incarnate Word Foundation TWT Additional Training Classes $3,900.00Missouri Housing Development Commission

ASP MHOH AHAP-050 (Affordable Housing Assistance Program) Tax Credits of $200,000

$200,000.00

St. Francois County United Way CAC-Farmington Partial Funding for our Forensic Interviewer’s Salary

$5000.00

Grants Applied for that were denied this month

Henry Schein Global Product Donation Program OH Products that the company donates

THE FOLLOWING GRANTS WERE APPLIED FOR THIS MONTH:

VOLUNTEERSCEO REPORT

Location JULY AUG SEPT OCT NOV DEC JAN FEB TOTAL HOURS

A Safe Place 56 12 22 42 23 21 5 11 192

CAC 24 172 33 17 8 6 8 23 291

Employees 14 46 47 34 22 12 7 41 223

Board Members 76 66 81 102 68 63 56 39 551

Adult and C&Y Div. 0 0 0 0 0 0 0 0 0

Tails with Tales 46 36 138 91 89 80 55 123 658

Job Shadowing 0 33 63 82 64 17 24 39 322

TOTAL Hours: 216 365 384 368 274 199 155 276 2237

ACTION ITEMS

REQUIRES A VOTE

MOTION:

“I, ______, move that the Board approve the February 2019 Leadership Reports to the Board.”

APPROVALLeadership Council Reports

Emailed to Board

MOTION:

“I, ______, move that the Board approve the unbudgeted cost for completing the Tuck Pointing as presented in the Bid.”

APPROVALTuck Pointing Bid

MOTION:

“I, ______, move that the Board approve the nomination of Dr. Caron Daughtery as the Finance Chair.”

APPROVALDr. Caron Daughtery – Finance Chair

PATIENT SATISFACTION SURVEYQ3. How did you hear about us? Returned 664 Returned 610 Returned 418 Returned 456

Answer ChoicesFamily/Friend 34.95% 194 36.19% 194 38.28% 160 39.56% 163Newspaper 0.90% 5 1.68% 9 0.48% 2 0.97% 4Radio 0.18% 1 0.19% 1 0.00% 0 0.73% 3Website 2.70% 15 3.73% 20 6.22% 26 5.83% 24Referral 36.40% 202 32.65% 175 30.14% 126 29.85% 123Facebook (Oct 2018 renamed Social Media) 0.00% 0 0.37% 2 1.20% 5 Social Media 1.46% 6Billboard 0.18% 1 0.19% 1 0.72% 3 0.97% 4Insurance Company 2.88% 16 5.04% 27 5.50% 23 4.61% 19Other 21.80% 121 25.00% 134 23.68% 99 1.21% 5Event (added Oct 2018) 0.72% 3 22.33% 92

44 skipped

Responses 1/2019Responses 10/2018Responses 2017 Responses 3/2018

PATIENT SATISFACTION SURVEYGood and Great Responses only

Q4. How nice and helpful are the staff to you? 94.49% 617 97.02% 587 94.04% 426 96.26% 438Q5. How satisfied are you with the length of time it took to get this appointment? 83.69% 549 87.62% 531 88.05% 398 91.13% 411Q6. How satisfied are you with the length of time in the waiting room? 83.95% 549 86.03% 517 87.94% 394 90.75% 402Q7. Do you feel the services you receive are affordable? 87.54% 569 89.47% 535 89.56% 403 90.68% 409

Q8. How well does your provide and/or staff listen to your questions? 90.20% 589 92.73% 561

TI repharased "The staff listen to what I say I need." see below

Q9. How well does staff talk to you about your health and wellness? 88.93% 178 90.88% 142 90.57% 365 91.91% 375Q10. How happy are you with the overall service(s) you receive? 91.54% 595 94.67% 569 Not usedQ11. What is the likelihood of referring your friends/family to us? 90.26% 584 93.41% 553 94.25% 377 93.95% 373New-The staff listen to what I say I need. New 94.62% 422 93.76% 421New-In deciding about my recovery plans, I feel like I am in chagre and the staff are there to help me. New 87.22% 389 88.42% 397New-Did you find the facility clean and inviting? New 96.21% 431 97.14% 440New-Did you feel safe coming to your appointment (lighting, parking, etc)? New 97.55% 439 97.57% 441New-The services provided here certainly address my concerns and needs. New 92.84% 376 95.78% 385

Responses 1/2019Responses 10/2018Responses 2017 Responses 3/2018

Good and Great Responses only

Q4. How nice and helpful are the staff to you? 94.49% 617 97.02% 587 94.04% 426 96.26% 438Q5. How satisfied are you with the length of time it took to get this appointment? 83.69% 549 87.62% 531 88.05% 398 91.13% 411Q6. How satisfied are you with the length of time in the waiting room? 83.95% 549 86.03% 517 87.94% 394 90.75% 402Q7. Do you feel the services you receive are affordable? 87.54% 569 89.47% 535 89.56% 403 90.68% 409

Q8. How well does your provide and/or staff listen to your questions? 90.20% 589 92.73% 561

TI repharased "The staff listen to what I say I need." see below

Q9. How well does staff talk to you about your health and wellness? 88.93% 178 90.88% 142 90.57% 365 91.91% 375Q10. How happy are you with the overall service(s) you receive? 91.54% 595 94.67% 569 Not usedQ11. What is the likelihood of referring your friends/family to us? 90.26% 584 93.41% 553 94.25% 377 93.95% 373New-The staff listen to what I say I need. New 94.62% 422 93.76% 421New-In deciding about my recovery plans, I feel like I am in chagre and the staff are there to help me. New 87.22% 389 88.42% 397New-Did you find the facility clean and inviting? New 96.21% 431 97.14% 440New-Did you feel safe coming to your appointment (lighting, parking, etc)? New 97.55% 439 97.57% 441New-The services provided here certainly address my concerns and needs. New 92.84% 376 95.78% 385

Responses 1/2019Responses 10/2018Responses 2017 Responses 3/2018

MOTION:

“I, ______, move that the Board approve the January 2019 Patient Satisfaction Survey as presented.”

APPROVALJanuary 2019 Patient Satisfaction Survey

The full survey with all comments was provided in the February Leadership Report

MOTION:

“I, ______, move that the Board approve the FY 2020 Board Calendar as presented.”

APPROVALFY 2020 Board Calendar

The list of meeting dates is provided in your printedItems for todays meeting.

QIQA REPORT

As board members, I encourage you to utilize COMTREA services.This shows confidence in our providers, as well as being a HRSA requirement

• Primary Care PDSA – Nutritional Counseling for Child Weight Screenings

• Primary Care – Diabetes Screening / finger stick• Oral Health – increase in patient count due to call in software• Verbiage changes

• Client/Patient served TO Individuals Served• EMR/EHR TO just EH

• Patient Board Member Count – utilizing Primary Care as an urgent care for the appointment

QIQA REPORT – MPCA Clinical Quality Award

“I, ___, move that the Board approve the February 2019 QIQA Coordinating Council Report.”

MOTION:

DISCUSSION ITEMS

INFORMATIONAL

JCCMHFB Updateby

Beth Diveley, JCCMHFB Chair

MIZZOU STUDYabout

FQHC Boards

MONTHLY REPORT TO THE BOARD

Building and Grounds

FundraisingASP Committee

Update

Event Name Date Where Benefitting Contact Info

Galactic Trivia Night FridayMarch 23

Elks ClubFestus, MO

Mary’s House of Hope at A Safe Place

Kristy Neuman kneuman@comtrea.org

On the Red Carpet SaturdayMarch 30

Weingarten Vineyard Ste. Genevieve, MO

CAC Kathy Carr kcarr@comtrea.org

Furry Tales Do Come True SaturdayApril 13

Elks ClubFestus, MO

TWT Laura Caseylcasey@comtrea.org

Designer Hand Bag Bingo FridayMay 3

Villa Antonio Winery MHOH atASP

Kim Elblkelbl@comtrea.org

636-232-2330Hawaiian Luau Trivia Night! Friday

May 31 TBC VenuePevely, MO

Co-Worker Help Fund Katy Murraykmurray@comtrea.org

House of Fashion SundayJuly 14

Oak ValleyPevely, MO

MHOH atASP

Kim Elblkelbl@comtrea.org

636-232-2330CAC Golf Tournament Friday

August 16Oak Valley Golf Course & Resort

Pevely, MOCAC Kathy Carr

kcarr@comtrea.org

OLD BUSINESS

FOR DISCUSSION

BOARD MEMBER INFO

BOARD RECRUITMENT

NEXT SCHEDULED BOARD MEETING

MONDAY, APRIL 8, 2019

ADJOURNMENT

“With no further business to discuss, I, ______, move that the Board adjourn.”

MOTION:

21 Municipal DriveArnold, M O 63010

LOCATION+1 636 933 2700

PHONE NUMBERwww.comtrea.org

WEBSITE FACEBOOKhttps://www.facebook.com/COMTREA/