Norman Regional Hospital Authority

NORMAN REGIONAL HOSPITAL AUTHORITY Board Meeting October 28, 2024 MINUTES The Norman Regional Hospital Authority met in monthly session Monday, October 28, 2024 at 5:30p.m. in the Norman Regional Hospital Board Room. The meeting Agenda was posted October 24, 2024 on the NRHS and City of Norman websites and at the entrance to Norman Regional Hospital. Members Present: Doug Cubberley James Chappel Dianne Chambers, MD Mary Womack Jerome (Jerry) Weber, Ph.D Muhammad Anwar, MD Paula Roberts Joan Greenleaf Kelley Lobb, MD Others Present: Rick Wagner, CEO & CFO Brittni McGill, VP, Chief Nursing Officer Keith Minnis, VP, Chief People Officer Elaine Purvis, VP Chief Strategy Officer Dr. James Bond, MD, Chief of Medical Staff Dr. Bruce Parker, MD, Chief of Medical Staff Elect Dr. Joe Voto, MD, Chief Medical Officer Larry Harden, Administrative Director, Risk & Compliance Melissa Herron, Director, Integrated Marketing Wendy Fiebrich, Executive Director Volunteer Services Garrett Fergeson, Manager, Integrated Marketing & Media Services Ray Leyva, Multimedia & Video Specialist Olivia Cormier, OU’s JC Penny Leadership Fellow Dianne Chambers, MD Joe Mankin, Director, Supply Chain Management David Findley, Manager, Logistics & Operations Chris Elsea, Inventory Control Clerk, Supply Chain Lindsey Elsea, Guest Members Absent: Kevin Pipes Dr. Aaron Boyd, MD, CEO & Chief Physician Officer Recorder: Claudia Todd, Executive Assistant Agenda Item I. Meeting Called to Order Mr. Cubberley called to order the October 28, 2024 Norman Regional Hospital Authority  NRHA Board Minutes 2 October 28, 2024 business meeting at 5:32 p.m. Agenda Item II. Welcome and Swearing in of Newly Appointed Trustee Kelley Lobb, MD and Reappointed Trustees Mohammad Anwar, MD and Mary Womack Mr. Cubberley welcomed the newest appointed Trustee, Dr. Kelley Lobb. Dr. Lobb thanked the board for the opportunity to serve. Mr. Cubberley announced new trustee, Dr. Lobb and the reappointed trustees Ms. Womack and Dr. Anwar would be sworn in by Ms. Todd. Agenda Item III. Introduction and Recognition of Outstanding Healers A. Resolution to Recognize Years of Service for Trustee Dianne Chambers, MD Mr. Cubberley presented and read the Resolution honoring Dr. Chambers for her seven years of service to Norman Regional. Dr. Chambers thanked the board for allowing her to serve. B. November 2024 Healer of the Month – Chris Elsea, Inventory Control Clerk, Supply Chain Mr. Cubberley introduced to the board Joe Mankin, Director, Supply Chain Management David Findley, Manager Materials Management Logistics. Mr. Findley shared Mr. Elsea has worked in the Women’s Tower for just over 13 years. Mr. Elsea is very good at what he does and enjoys serving the healers and departments he oversees. Mr. Elsea treats his fellow healers with the same care and compassion as NRHS aims to treat our patients. Mr. Mankin shared Mr. Elsea’s nomination exemplifies his strength of character and integrity. His ability to give everything he has while at work, yet balancing a healthy work/life balance. Mr. Elsea thanked the Board for the honor and his co-workers and wife for their support. Mr. Cubberley, on behalf of the Board, extended a heartfelt congratulations and gratitude to Mr. Elsea. His steadfast dedication, professionalism, boundless compassion, and consistently positive attitude contribute significantly to advancing Norman Regional as a caring and high-quality health system Mr. Mankin, Mr. Findley, Mr. Elsea, Ms. Elsea and Dr. Chambers left the meeting at 5:39pm.  NRHA Board Minutes 3 October 28, 2024 C. Foundation Presentation Mr. Chappel announced the NRHS Foundation presented their final financial installment check for $303,000.00 as part of the total $1.8 million commitment to the renovations of the Porter Education Center. This donation was a joint commitment with the Auxiliary and Volunteers. Mr. Chappel reminded the Trustee of the Porter Education Center Ribbon Cutting on Friday, November 8 th at 10am. Agenda Item IV. Board Education: Workday, Shiftwizard & PayActive Update Mr. Keith Minnis, VP and Chief People Officer presented an update on Workday, Shiftwizrd and Payactive. Workday successfully launched on Monday, October 28 th. Workday will give healers the tools to “Self Service” their own time management, benefits and payroll monitoring with cutting edge, best practices used by other healthcare originations. Workday enables touchless automation for repetitive predictable tasks, equips people with AI-assisted insights to create faster, better decision-making. This one-stop shop allows Healers to complete action with the need to contact managers or HR and eliminates the need to fill out manual forms or access multiple systems. Healers can view and maintain areas such as personal information, absences, pay and career. Workday is accessible from a computer or mobile device 24 hours per day. ShiftWizard offers enterprise-grade scheduling, communication and productivity monitoring software for nurse and staff in a single, integrated solution. ShiftWizard helps:  nurse leaders reduce staffing costs  improve retention  save time spent scheduling  empowers staff  improves patient outcomes  eliminates internal drama PayActive is the leading provider of Earned Wage Access and comprehensive financial wellness benefits. This all-in-one app offers a seamless financial experience for healers, allowing access to wages and leveraging financial wellness tools. PayActive fronts the funds when healers access their earned wages, ensuring they retain ownership of each paycheck. This program has been provided to reduce absenteeism due to healer financial stress and decreasing turnover, empowering healers with increased financial control and stability. Agenda Item V. Approval of September 23, 2024 Norman Regional Hospital Authority Board Meeting Minutes  NRHA Board Minutes 4 October 28, 2024 A. Mr. Cubberley asked for approval of the September 23, 2024 Board Meeting Minutes ACTION TAKEN: Dr. Weber made the motion to approve the September 23, 2024 Board Meeting Minutes. Ms. Roberts seconded the motion, and the motion was approved unanimously with aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Ms. Greenleaf, Ms. Roberts and Dr. Anwar. Agenda Item VI. Performance Update Mr. Minnis provided an update on the SWAT initiative for EVS/Distrans. Mr. Minnis praised the EVS teams for their collaboration, communication and teamwork efforts over the last month as they focused on making a difference behind the scenes in their part of the patient throughput. In one 24 hour period, EVS cleaned just over 100 beds, doing their part in providing total patient care. EVS is focusing on adjusting staffing 24 hours a day to continually keep rooms ready for new patients. Mr. Minnis has recently established a SWAT plan for Distrans, realizing the need for improvement in transporting patients within our building, but also courtesy transports to other facilities. Weekly meetings have been established to address challenges and look for potential improvements in patient transports. Ms. McGill shared the ED SWAT plan:  Strategic alignment for focus priorities, related to service, operational, clinical and team standards  Created scripting to the NRC questions for Physicians for what is being asked  Engaged Patient Liaison  Created specific training for Charge Nurses across a 3 month time span  Created a list of KPI’s for tracking and quality initiatives  Worked with Oceans for a 24-7 intake process with the 2nd wing opened  Using observation unit as a Med-Surg overflow unit  The remaining 7 ED rooms have been approved and are open  Lab turnaround times have increased greatly Ms. McGill shared the OR SWAT updates:  Updated methods for how cases are scheduled and rooms are utilized  New methodology for how specialty teams are created for weekdays and on-call  Surgery Robot shifted to Labor/Delivery area  Preparing for additional Physicians in Endo and Urology  Central Sterile changes  Upgrade to instrument tracking system in December  Continued work on blending of campus cultures  Increased administrative presence Dr. Voto shared updates on the Emergency Room:  NRHA Board Minutes 5 October 28, 2024  Increased readings from Radiology during high volume times Ms. Fiebrich, Executive Director of Auxiliary Services presented an update on NRC Patient Satisfaction Surveys. The summaries are emailed to all Physicians on the 15 th of the month. Each quarter features a different Key metric for focus. The key metric for July – September 2024 was Human Understanding. Along with receiving patient comments and scores, Physicians are provided videos complete with guidelines and tips for improving those scores and understanding what patients are looking for from their visits. Mr. Leyva and Ms. Fiebrich left the meeting at 6:37pm. Agenda Item VII. Medical Staff A. Dr. Bond presented the Medical Staff report. He stated the Medical Executive Committee (MEC) met on October 14, 2024. MEC covered a number of topics including – Medical Credentialing, Department Committee Reports and Executive Team updates. Agenda Item VIII. Patient Quality and Safety Committee A. Mr. Cubberley announced a summary of the October 7th Patient Quality and Safety Committee Meeting is included in the board packet. Ms. Greenleaf is available to address questions. Ms. Greenleaf noted the transition of Jenny Anderson, Administrative Director of Quality, Safety and Performance Improvement, to a new role within Norman Regional. The loss of Jenny is huge to the Quality and Safety Department. For 16 years, Ms. Anderson contributed to building an exemplary Quality and Safety Department and was invaluable to the board and the Quality committee. Ms. Greenleaf publicly thanked Ms. Anderson and wishes her the best in her new role. Ms. White will also transition to a new role as well. B. 2024 Infection Prevention Plan Revisions ACTION TAKEN: Dr. Weber made the motion to approve the 2024 Infection Prevention Plan Revisions as recommended by the Patient Quality and Safety Committee. Ms. Greenleaf seconded the motion, and the motion was approved unanimously with aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Ms. Greenleaf, Ms. Roberts and Dr. Anwar. Agenda Item IX. Finance Committee A. Mr. Wagner reported the Finance Committee met October 24, 2024.  NRHA Board Minutes 6 October 28, 2024 B. Mr. Wagner presented the NRHS Financial report for September 2024: September 2024 Financial Performance  Gross Revenues .................................. (Budget $218,809,523)............ $221,906,610  Net Patient Revenue .............................. (Budget $48,941,042).............. $44,780,464  Total Operating Expenses ..................... (Budget $52,379,534).............. $52,124,639  Total Operating Revenues ...................... (Budget $49,683,377).............. $45,355,212  Operating Income .................................... (Budget $2,696,157).............. ($6,769,427)  Non-Operating Revenues (Expenses) ........ (Budget $629,332).............. $(1,664,274)  Excess Revenues over Expenses ............ (Budget $2,066,825).............. ($5,105,153) Year-to-Date  Operating Income .................................... (Budget $8,132,045)............ ($18,598,005)  Non-Operating Revenues (Expenses) ..... (Budget $1,887,996).............. ($4,762,634)  Excess Revenues over Expenses ............ (Budget $6,244,049)............ ($13,835,371)  Accounts Receivable Days ...................................................... . .................. 75.9 Days  Days Cash on Hand………………………………………………………………39.7 Days ACTION TAKEN: Dr. Weber made a motion to approve the September 2024 NRHS Financial Statements. Mr. Chappel seconded and the motion to approve the September 2024 Financials were approved unanimously with aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Ms. Greenleaf, Ms. Roberts and Dr. Anwar. C. Mr. Wagner presented for approval two capital request items totaling $664,921 a. Mammography Risk Assessment Module: $97,311 b. Arietta 850 AT: $567,610 ACTION TAKEN: Dr. Weber made a motion to approve the Capital Equipment Request at a total cost of $664,921 as recommended by the Finance Committee. Ms. Roberts seconded and the motion was approved unanimously with aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Ms. Greenleaf, Dr. Anwar and Ms. Roberts. D. Approval of Investment Policy Statement ACTION TAKEN: Dr. Weber made a motion to approve the Investment Policy Statement as Recommended by the Finance Committee. Mr. Chappel seconded the motion and the motion was approved unanimously with aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Dr. Anwar, Ms. Greenleaf and Ms. Roberts. E. Investment Committee Minutes  NRHA Board Minutes 7 October 28, 2024 ACTION TAKEN: None, Information Only. Agenda Item X. Old Business None Agenda Item XI. New Business A. Recommend Approval of the 2024-2025 Scope of Service Policy ACTION TAKEN: Dr. Weber made a motion to approve the 2024-2025 Scope of Services Policy with a verification on the number of beds. Mr. Chappel seconded and the motion was approved unanimously with aye votes from Mr. Cubberley, Ms. Greenleaf, Dr. Weber, Mr. Chappel, Dr. Anwar, Ms. Womack, Ms. Roberts and Dr. Lobb. B. Establish Dates and Times for 2025 Authority Meetings ACTION TAKEN: Dr. Weber made a motion to approve the Dates and Times for the 2025 Authority Meetings, noting all meetings to start at 5:30pm. Mr. Chappel seconded and the motion was approved unanimously with aye votes from Mr. Cubberley, Ms. Greenleaf, Dr. Weber, Mr. Chappel, Dr. Anwar, Ms. Womack, Ms. Roberts and Dr. Lobb. Agenda Item XII. Administrative Report Mr. Wagner shared each month he will provide a written Administrative report for the previous month. This report will summarize the monthly activity of the CEO’s. Additionally, Mr. Wagner provided a magazine article highlighting a similar sized health care system in California experiencing the same issues as Norman Regional. Mr. Wagner shared the following updates:  Met with investors over the course of the month and reviewed Bond ratings and the Line of Credit. He will continue to communicate with these investors regularly and keep the board updated.  Met with local Community leaders and Chamber of Commerce’s and attended ribbon cuttings.  Oncology and Radiation Services with OU working towards completion after the first of the year.  Bidding on Group Purchasing option continues Ms. Cormier, Ms. Herron and Mr. Garrett left the meeting at 7:16pm.  NRHA Board Minutes 8 October 28, 2024 Mr. Minnis, Ms. Purvis, Ms. McGill, Mr. Wagner, Mr. Harden, Dr. Voto, Dr. Bond, Dr. Parker and Ms. Todd left the meeting at 7:20pm. Agenda Item XIII. Proposed Executive Session A. Proposed Vote to Convene an Executive Session Pursuant to 25 O.S. Sec. 307 B.4. to Hold a Privileged Discussion with Legal Counsel (i) Pending Internal Peer Review/Credentialing Investigation Regarding the Medical Staff Members/Applicants Listed Below; and (ii) pursuant to 25 O.S. Sec. 307.B.1 and B.4 to hold a Privileged Attorney-Client Informational Discussion with Legal Counsel Regarding the Potential Terms and Conditions of Employment Agreements for both Co-CEOs, and the Potential Terms and Conditions of the Co-CEO Job Descriptions to be Incorporated into the Employment Agreements, and an Update on an Ongoing Legal Matter. ACTION TAKEN: Dr. Weber made a motion to adjourn into Executive Session. Dr. Anwar seconded and the motion was approved unanimously with aye votes from Mr. Cubberley, Ms. Greenleaf, Mr. Chappel, Ms. Roberts, Ms. Womack, Dr. Weber, Dr. Anwar and Dr. Lobb. B. Medical Staff Recommendations Regarding the Medical Staff Members/ Applicants as Listed in XIII.B 1-4 Below. 1. Recommend New Provisional Medical Staff Appointments: a. James Paul, MD – Anesthesia – Active b. Alexandra Bass, APRN-CNP – Hospital Medicine – Allied Health c. John Giraldo, PA-C – Surgery – Allied Health d. Cory Young, APRN-CNP – Hospital Medicine – Allied Health e. Jane Hur, MD – Radiology – Privileges Only f. Rebecca Rohrer, MD – Radiology – Privileges Only g. Obaid Ashraf, MD – Cardiovascular Medicine – Privileges Only h. Jordan Phillips, MD – Cardiovascular Medicine – Privileges Only 2. Recommend Advancement of Medical Staff from Provisional Status: a. Michelle Brotherton, MD – OB/GYN – Active b. Sarah Brown, MD – Hospital Medicine c. Michael Cannon, MD – Surgery – Active d. Awaad Khan, MD – Hospital Medicine – Active e. Lauren White, DO – Pediatrics – Active f. Scott Lucas, MD – Surgery – Active g. Shawn Mayhew, APRN-CRNA – Anesthesia – Allied Health h. Brock Vorwald, PA-C – Surgery – Allied Health i. Tracey Walker, APRN-CNS – Surgery – Allied Health 3. Recommended Medical Staff Reappointments: a. Caleb McCormick, MD – Anesthesia – Active NRHA Board Minutes 9 October 28, 2024 b. Ahmad Sarwar, MD – Cardiovascular Medicine – Active c. Paul Le, MD – Anesthesia – Active d. Lisa Waterman, DO – OB/GYN – Active e. Rajkumar Reddy, MD – Pediatrics – Active f. Luanne Solis, Do – OB/GYN – Active g. Aaron Boyd, MD – Medicine – Active h. Ajay Verma, MD – Pediatrics – Active i. Lorry Krous, MD – Pediatrics – Active j. David Williams, MD – Medicine – Active k. Ayesha Farhan, MD – Behavioral Medicine – Active l. Leslie Ollar-Shoemake, DO – OB/GYN – Active m. Max Cieminski, DO – Emergency Medicine – Active n. Sanober Makik, MD – Medicine – Consulting o. Charles Mirabile, MD – OB/GYN- Consulting p. Mohammad Razaq, MD – Medicine – Consulting q. John Stanley, MD – OB/GYN – Consulting r. Daivd Deschamps, MD – OB/GYN – Consulting s. Jensen Atkinson, APRN-CRNA – Anesthesia – Allied Health t. Laura Velez, APRN-CNS – Cardiovascular Medicine – Allied Health u. Sydney Boothe, APRN-CNP – Pediatrics – Allied Health v. Lauren Haymans, PA-C – Surgery – Allied Health 4. Information Only a. Lana Nelson, DO changing from Active to Consulting Staff effective October 5, 2024 b. Angela “Kristi” Ama, APRN-CNP, RNFA requests Nurse Practitioner privileges C. Attorney-Client Privileged Informational Discussion with Legal Counsel Regarding the Potential Terms and Conditions of Employment Agreements for both Co-CEOs, and the Potential Terms and Conditions of the Co-CEO Job Descriptions to be Incorporated into the Employment Agreements, and an Update on an ongoing Legal Matter. ACTION TAKEN: None – Discussion Only D. Request to Adjourn Our of Executive Session and Return to Regular Session ACTION TAKEN: Dr. Weber made a motion to adjourn out of Executive Session. Mr. Chappel seconded, and the motion was approved unanimous aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Dr. Anwar, Ms. Greenleaf and Ms. Roberts. Mr. Cubberley noted the Board returned to regular session. There were no decisions or votes taken except to return to regular session and any information shared during the Executive Session is privileged and needs to remain in Executive Session.  NRHA Board Minutes 10 October 28, 2024 E. Proposed Vote to Approve or Disapprove the Medical Executive Committee Recommendations Regarding Credentialing of the Referenced Medical Staff Members as Listed in XII B 1-4 ACTION TAKEN: Dr. Weber motioned to approve credentialing items as recommended by Medical Executive Committee and Credentials Committee of all referenced Medical Staff members listed in XII B 1-4. Dr. Anwar seconded, and the motion was approved with unanimous aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Dr, Anwar, Ms. Greenleaf and Ms. Roberts. F. Proposed Vote to Approve and Disapprove the Employment Agreements and the Job Description incorporated therein for the Co-CEOs. ACTION TAKEN: Dr. Weber motioned to authorize the NRHS attorneys to being back to the board a Final Contract in Special Session to be Held on November 4, 2024 at 6:00pm. Mr. Chappel seconded, and the motion was approved with unanimous aye votes from Mr. Cubberley, Mr. Chappel, Dr. Lobb, Dr. Weber, Ms. Womack, Dr, Anwar, Ms. Greenleaf and Ms. Roberts. Agenda Item XIV. Board Open Discussion None Agenda Item XV. Adjournment ACTION TAKEN: Ms. Roberts made a motion to adjourn the meeting at 9:50pm. Ms. Womack seconded, and the motion passed unanimously with aye votes from Mr. Cubberley, Mr. Chappel Dr. Lobb, Dr. Weber, Ms. Womack, Dr. Anwar, Ms. Greenleaf and Ms. Roberts. Respectfully Submitted, Mary Womack, Vice-Chair/Secretary