Payer Practice Plan Agenda

MN-HIMSS Board Meeting Agenda

Wednesday, August 10, 2005 5:30pm – 7:30pm

StoneBridge Group Offices

701 Xenia Ave. South, Suite 170

Minneapolis, MN

Attendees	Y/N		Y/N		Y/N		Y/N		Y/N
Jeff Huxley	Y	Margaret Senn	N	Ken Stensvold	N	Pete Palmer	N	Pam Graves	Y
Susan Heichert	Y	Stephen Parente	N	Dave Mann	Y	Phil Chow	Y	Mike Tressler	N
Shawna Schueller	Y	Indi Watts	N	Clark Averill	N	Andy Galbus	Y	Bobbie Carroll	Y
Scott Azbill	Y	Ray Gensinger	Y	George McNulty	Y	Dan Davenport	Y	Dana Kimmel	Y

Discussion Topics

1) By-law approval

No objections to by-law changes – changes approved

2) Chapter policies

Scott will makes copies and distribute at next board meeting

3) Establish audit committee (Van Grotenhuis, 2 at large members) to oversee/manage audit of chapter finances?

Discussion:

· What are the requirements to be an auditor?

· Deadline: 10-31-2005

· Board proposes audit committee consists of Van Grotenhuis (auditor) and 2 “at large” members: Phil Chow & Pete Palmer

· Use new expense form http://www.himss-mn.org/financial/MN_HIMSS_travel_expenses.xls for all expenses moving forward (this will assist in audit)

4) Regional Coordinator – Twin Cities

Responsibilities: handles teleconference setup, catering, etc. at quarterly programs

2005 – 2006 coordinator for Twin Cities: Dave Mann and George McNulty

5) Telusys “eNewsletter” generation/archiving

Board approves use of Telusys “eNewsletter” for future newsletters

6) CIO Update

a. Chapter Successes

i. Programs

ii. Reception

iii. Outreach (ability to speak on short notice on health IT)

b. Programs

i. Maintain current mix – but evaluate:

1. More half day/all day

2. Alternate payment options – keynote only, afternoon breakout only, keynote + breakout

3. Webex (particularly lunch program – staff don’t have to travel, adjust schedule to attend)

4. More video-conference locations

Re: points 3-4 - Ease of access MORE important than networking (Allina perspective)

ii. Topics

1. eHealth – national agenda, local impact

2. VISTA

3. Mentoring/Coaching – making the transition from IT to clinical IT

4. Organization – how to use medical informatics (CMIO?)

5. Biomed integration

6. Medicare Part D

7. Interoperability

8. Security/HIPAA

iii. Visibility

1. Get out state (too Twin Cities focused)

2. Leverage MHA (MN Hospital Association), Wilderness Coaltion

3. Continue CIO liaison/staff meetings

iv. Organizational memberships

v. Leverage Advocacy work – email to CIOs

c. eHIT

i. Significant gap – fear that legislators will not leverage knowledge of local healthcare IT professionals, that membership of HITAC will not reflect experience/points of view of MHA/HIMSS membership (i.e. decisions imposed on membership vs. active participation/dialog)

ii. Someone needs to take point – help develop/document points of view/position papers/lead or influence HITAC

iii. Role of HIMSS

1. Lead

2. Facilitate (quarterly CIO meetings – help CIOs develop position/points of view but let others work with HITAC)

3. Communicate

Options (should the chapter desire to take leadership role)

1. Ask area CIOs to contribute money towards funding of FTE/consultant

2. Ask area CIOS to contribute FTEs/staffing

3. Partner with other organizations (e.g. MHA) – MN-HIMSS facilitates decision making, MHA lobbies HITAC/state based on our positions

Further discussion re: CIO dinner:

· Programs should be the main focus of the MN Chapter of HIMSS

· Less consensus on the format of the programs. Seemed to differ on networking format (single site) or convenience format (multiple lined sites)

· Idea: Use WebEx for programs? Outreach cmte. will investigate and present options at Sept. board meeting

· Idea: “Organizational memberships” This would be a membership that was not specific to a person and would be able to be used by any employee of a given organization. This idea to be explored by Sponsorship cmte. and Membership cmte.

· CIOs requested a CIO distribution list for the advocacy information collected by Mike T.

· MN HIMSS to coordinate quarterly CIO meeting: Jeff, Susan, Dana and Shawna to meet offline to discuss.

Committee	Members	Goal	Strategy	Next Steps	Deadline	Status
Member Relations	Ken Stensvold (Chair) Scott Azbill	Increase chapter membership in: Twin Cities, Rochester, Duluth Out-state (e.g. St. Cloud, Winona, Red Wing) Neighboring states (Fargo, Sioux Falls)	· Review / define target membership · Evaluate program attendance and member participation for creating a baseline for future comparisons	· Create committee and meet to discuss membership target · Create prospect list · Obtain attendance data and analyze and present findings to the board	·	· Committee consists of Scott and Ken · Prospect list completed (awaiting additional prospects from National)
		Survey members on an annual basis and obtain score of 4 out of 5	· Determine goals, questions, timeline for survey	· Create committee and define goals, questions and timeline for survey and present to the board	· March 2006	·
		Survey members at each educational program and obtain score of 4 out of 5	· Prepare survey for next program, tabulate and communicate results	· Prepare survey for Sept program · Ken to tabulate data collected at the programs	· 9/1/2005	·
		Engage upper/middle management to provide feedback on programs, chapter operations	· Coordinate CIO dinner · Communicate membership communication with program information	· Follow-up with CIOs to confirm attendance (SS) · Build presentation for the dinner (SS/JH) · Send follow-up thank yous to attendees · Ken to formulate communication for renewing membership to include in Sept program e-mail	· 7/15/2005 · 7/21/2005 · 7/31/2005	·
Outreach	Dave Mann (co-Chair) George McNulty (co-Chair)	Enhance outreach in existing outreach areas: Twin Cities Rochester and Mayo Health System Duluth WI-Dairyland HIMSS Chapter	· Determine additional locations for existing outreach areas · Define roles / responsibilities with Dairyland	· Research alternative locations in Twin Cities for video-tel, including Northland Inn · Appoint Twin Cities Regional liaison from Committee to coordinate logistics for events		· First goal: deeper penetration in MN, then extend out-state (specifically, ND/SD) – need to determine if bylaws/national allow · George & Dave to present recommendation plan at Sept. board meeting · Twin Cities liaison will be George & Dave
Outreach	Dave Mann (co-Chair) George McNulty (co-Chair)	Explore outreach opportunities in new areas: St. Cloud Southwest MN Northeast SD Iowa HIMSS Chapter Northwest MN Western MN (Fargo/Moorhead)	· Invite CIOs to CIO Dinner · Coordinate introductory meeting with Outreach CIOs · Create Regional Hub	· Define CIO Outreach list (GM, DM) · Send invitations to CIO Outreach list (SS) · Define travel policy (JH) · Make follow-up calls to CIOs to explain HIMSS goals and evaluate interest in events / outreach	·	·
Communications	Scott Azbill (Chair) Dan Davenport Dana Kimmel Shawna Schueller	Identify member liaisons to assist in program and membership marketing efforts, both with other professional societies and member organizations		· Define committee · Create liaison list · Send program announcements to liaison list 4-6 weeks before event (JH)		· Committee members: Scott, Dan, Dana & Shawna · Liaison list will begin with current CIO communication list
		Create and publish chapter newsletter quarterly
		Maintain chapter web site monthly
		Create and publish Education program and social event notifications to members		· Create promos, reg form and promo schedule for 9/14 event	· 8/1/2005

Programs	Andy Galbus (Chair) Margaret Stensvold Jeff Huxley	Conduct at least 3 2-hour educational programs, 1 all day seminar and 2 social events soliciting at least 2 nationally renowned speakers		· Sept program: Margaret working on communication · Nov program: Nov 1 1:30 – 3:30 HIMSS Ontario (public / private healthcare); Scott @ Tria (possible location for TC site)		Next programs meeting 9/2
		Work with National and other trade organizations to offer more programming for members
		Increase overall program attendance by 20%
		Increase out-state attendance by 5%
		Develop supporting committees: HITI Joint Sponsorship
Regional Coordinators	Dave Moertel (South) Clark Averill (North) Dave Mann/ George McNulty (Central)	Assist Program, Member Relations & Outreach Chairs in accomplishing the goals outlined for the year
Professional Development	Ray Gensinger (Chair) Bobbie Carroll	Coordinate CE request for CPHIMS credits with National				Nursing CEUs secured for Sept program
		Explore additional CE options for member beyond the existing CPHIMS CE options provided currently		· Explore nursing CEU and RHIT/RHIA CEU requirements (BC)
		Encourage board and chapter members to advance within the society as qualified to do so
		Encourage board and chapter members to take the HIMSS certifications as quailed to do so
Advocacy	Mike Tressler (Chair)	Extend relationship with National Advocacy Program	· Attend Advocacy Committee calls / meetings and provide update to board / members
Advocacy	Mike Tressler (Chair)	Define and communicate mission of advocacy within the chapter	· Hold one advocacy meeting · Attend Advocacy Day on the Hill
Sponsorship	Indi Watts (co-Chair) Steve Parente (co-Chair)	Acquire $10,000 in sponsorship funding	· and extend sponsorship for the year · Define prospect list · Define new sponsor process & roles/responsibilities ·			· Rec’d checks from SBG & Sprint
	Indi Watts (co-Chair) Steve Parente (co-Chair)	Refine sponsorship program offerings as appropriate	· Work with existing sponsors to define their goals and feedback · Evaluate other chapter sponsorship strategies and present findings & recommendations to Board	· Review other chapters offerings including Midwest Gateway · Develop processes, procedures, guidelines for sponsors · Work with National to define clarification on National sponsors vs. local sponsors
Scholarship	Dan Davenport (Chair)	Increase application submission	· Evaluate other chapter scholarship strategies · Extend promotional activities · Evaluate development of a student board member	1. Investigate scholarship database listings, online and print 2. Present findings and recommendations to Board 3. Review / update application; update website 4. Revise scholarship contact list 5. Engage 2005 runner up in HIMSS board 6. Send out letters to scholarship contacts 7. Investigate campus visits	7/312005 8/8/2005 8/15/2005 9./1/2005 9/1/2005 9/15/2005 10/31/2005	· Target 4 sites College Board recommends to students. · Contacting other chapters. Possible link from national.
Board Recruitment	Jeff Huxley (Chair) Susan Heichert	Work to recruit additional strong board members
Financial	Pam Graves (Chair)	Manage a fiscally responsible chapter adhering to the annual budget	· Begin tracking percentage of income spent on education · Perform annual audit · Submit application for Speaker Reimbursement from National · Ensure the chapter’s finances are protected against unforeseen circumstances	· Define what’s included and begin to measure the metric · Define requirements and process from National · Perform audit in compliance with National’s recommendations · Evaluate event cancellation insurance (PG)
National Relationship	Jeff Huxley (Chair) Susan Heichert Shawna Schueller	Strengthen relationship with National and other chapter leaders t	· Attend leadership / educational workshops · Leverage Chapter Leaders web site
		Ensure all chapter standards are met timely	· Complete Articles of Incorporation · Complete Annual Standards	· Completed for 2004 – 2005 in May (SS) · Completed Annual Standards for 2005-2006 (submitted 7/29, SS/ JH)
		Define policies in accordance with National recommendations	· Anti-trust · Conflict of interest · Comprehensive insurance · Code of ethics	· Review policy examples from National, present to the Board for approval / signature (JH)

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