OSU Medical Trust Minutes

OSU Medical Authority and Trust

December 14, 2023 at 1:30 PM CST
@ OSU Medical Center, 2nd Floor Administrative Boardroom, 744 W. 9th St., Tulsa

Agenda

Notice of the meeting was given in writing to the Oklahoma Secretary of State more than forty-eight (48) hours prior to the meeting, and the agenda of this meeting was posted at all entrances of Oklahoma State University Center for Health Sciences, 1111 West 17th Street; twenty-four (24) hours prior to such meeting, excluding Saturdays, Sundays, and legal holidays, in compliance with the Oklahoma Open Meeting Act.

Attendance

Present:
Members: Doug Evans, Jay Helm (remote), Michael Herndon, Barry Steichen, Johnny Stephens, Billy Taylor
Guests: Eric Atkinson, Damon Baker, Dennis Blankenship, Adam Bradley (remote), Glenn Coffee, Melissa Cox, Deborah Dage, Catherine Gann, Karlee Gholson (remote), Finny Mathew, Terra Parten (remote), Michael Rogers, Jessica Russell, Bill Schloss, Chris Thurman, Terri Tinkler, Erica Woolf

Absent:
Members: Ellen Buettner

1. Call to order and establishment of a quorum - Jay Helm, Chairman
   • The meeting was called to order by Vice Chairman Doug Evans at 1:35 PM. After a roll call, Doug Evans declared that a quorum of the Trustees of the Oklahoma State University Medical Trust was present for the meeting.
2. EXECUTIVE SESSION - Jay Helm, Chairman
   1. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(8)(4) and 25 O.S. § 307.8.11 to discuss the IT disruption and related security issues;
   2. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(8)(4) to discuss R1 update;
   3. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(8)(4) to discuss malpractice settlement;
   4. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(8)(4) to discuss investigation and possible litigation regarding former employee;
      • Motion: Motion to resolve into executive session.
      • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
   5. Discussion, consideration, and possible vote to adjourn the Executive Session and reconvene to the Trust Meeting - ACTION
      • Motion: Motion to adjourn the executive session and reconvene to the Trust meeting.
      • Motion moved by Barry Steichen and motion seconded by Billy Taylor. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
3. Open Session Reconvenes
   • No action was taken in executive session.
     1. Consideration, discussion and possible action on any ofthe items considered in executive Session, including:
        1. R1 matter: Consideration, discussion and possible action to authorize the chairman to resolve accounts receivable matter - ACTION
           • Motion: Motion to authorize the chairman to resolve R1 accounts receivable matter.
           • Motion moved by Michael Herndon and motion seconded by Barry Steichen. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
        2. Malpractice Settlement matter: Consideration, discussion and possible action to ratify the interim approval granted by the chairman to provide the malpractice carrier approval to settle a legal case with the limits of the policy - ACTION
           • Motion: Motion to ratify the interim approval granted by the chairman to provide the malpractice carrier approval to settle a legal case with the limits of the policy.
           • Motion moved by Michael Herndon and motion seconded by Billy Taylor. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
4. Discussion, consideration, and possible vote to approve the minutes from the October 26, 2023 meeting, and any amendments made thereto by Trustees - Jay Helm, Chairman - ACTION
   • File Name: Draft-OSU Medical Trust Minutes 10.26.2023
   • Motion: Motion to approve the minutes from the October 26, 2023 meeting, and any amendments made thereto by Trustees.
   • Motion moved by Barry Steichen and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
5. Reserved Time for Comments from Elected Medical Staff Leadership (if requested) Chris Thurman, DO, Chief of Medical Staff
   • Dr. Thurman reported there was nothing to report. Adam Bradley will be Chief of Staff at the next Trust meeting. Damon Baker expressed his gratitude for Dr. Thurman's years of service as Chief of Staff.
6. CONTRACTUAL AGREEMENTS and EMPLOYMENT ACTIONS - Jay Helm, Chairman
   1. Discussion, consideration, and possible vote to approve the contractual agreement with American Parking - ACTION
      • File Name: SBAR American Parking Service Agreement.pdf
      • File Name: American Parking Agreement Presentation.pdf
      • This was discussed in detail in the Finance Committee meeting and recommended to the Trust for approval.
      • Motion: Motion to approve the contractual agreement with American Parking.
      • Motion moved by Barry Steichen and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
   2. Discussion, consideration, and possible vote to approve an Internal Medicine employment contract with Dr. Zack Griffin - ACTION
      • File Name: Zack Griffin. DO Proforma-Riverside Clinic.pdf
      • This was discussed in detail in the Finance Committee meeting and recommended to the Trust for approval.
      • Motion: Motion to approve an Internal Medicine employment contract with Dr. Zack Griffin.
      • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
7. FINANCE COMMITTEE - Doug Evans, Finance Committee Chairman
   1. Review of Month to Date and Year to Date October 2023 Financials
      • File Name: OSUMT Financial Statements October Trust.pdf
      • No action is needed as they were discussed in detail at the Finance Commitee.
   2. Discussion, consideration, and possible vote to approve the OSU Medical Center parking garage at an approximate cost of $32M.
      • File Name: Trust Parking 20231212.pdf
      • This was discussed in detail in the Finance Committee meeting and recommended to the Trust for approval.
      • Motion: Motion to approve the OSU Medical Center parking garage not to exceed an approximate cost of $32M.
      • Motion moved by Barry Steichen and motion seconded by Billy Taylor. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
   3. Discussion, consideration, and possible vote to re-start services and to purchase HBO chambers - Erica Woolf, CNO - ACTION
      • File Name: HBO Services 12.12.23.pdf
      • This was discussed in detail in the Finance Committee meeting and recommended to the Trust for approval.
      • Motion: Motion to re-start services and to purchase HBO chambers.
      • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
   4. ERP Update - Information Only
      • File Name: ERP Update.pdf
      • Eric Atkinson gave an overview of the implementation update starting on page 30 of the packet.
8. Discussion, consideration, and possible vote to approve the contractual agreement with Red Canary and reallocation of capital for backup storage - ACTION
   • File Name: SBAR Additional IT Security Trust 20231213.pdf
     This was discussed in detail in the Finance Committee meeting and recommended to the Trust for approval.
   • Motion: Motion to approve the contractual agreement with Red Canary and reallocation of capital for backup storage with the vendor agnostic.
   • Motion moved by Barry Steichen and motion seconded by Billy Taylor. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
9. Recommendations of the Medical Executive Committee from its meeting on December 13, 2023 - Chris Thurman, DO, Chief of Staff
   1. Discussion, consideration, and possible vote to approve the updated Medical Staff bylaws - ACTION
      • File Name: Memo to Dec 2023 BOT - Bylaws.pdf
      • Dr. Thurman reported these were approved at MEC on November 15th. The proposed changes are as follows:
        • Replace all occurrences of "HFAP" with "ACHC"
        • Remove all references to the Skilled Nursing Facility (SNF).
      • Motion: Motion to approve the updated Medical Staff bylaws.
      • Motion moved by Barry Steichen and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
   2. Discussion, consideration, and possible vote to approve the Organized Medical Staff Renewal Appoint. and Credentials, Additional Privilege Request s, Temporary Privilege Request, Staff Status Changes and Resignations - ACTION
      • File Name: 12-2023 CREDENTIALING REPORT.pdf
      • Dr. Thurman reported these were approved at Credentialing Committee and MEC.
      • Motion: Motion to approve the Organized Medical Staff Renewal Appoint. and Credentials, Additional Privilege Requests, Temporary Privilege Request, Staff Status Changes and Resignations.
      • Motion moved by Johnny Stephens and motion seconded by Billy Taylor. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
   3. Information Only
      1. Executive Committee of the Trust I November Credentials
         • File Name: OSUM Trust Executive Committee Packet November 2023.pdf
      2. October 2023 Performance Improvement Measures
         • File Name: Blue Team Pl Q4 2023.pdf
      3. Safety Committee Meeting Minutes
         • File Name: SC Minutes 100423.pdf
         • File Name: SC Minutes 110623.pdf
      4. Quality Committee Meeting Minutes
         • File Name: October 2023 QC Meeting Minutes.pdf
      5. ACHC Post Survey Compliance Monitoring
         • File Name: ACHC Compliance Monitoring October 2023.pdf
         • Damon Baker went over each piece and the Board reviewed and accepted items C. 1-5.
10. Discussion, consideration, and possible vote to approve a resolution to recognize Saint Francis Health System for its assistance during the IT disruption - ACTION
    • File Name: SFHS Board Resolution.pdf
    • Motion: Motion to approve a resolution to recognize Saint Francis Health System for its assistance during the IT disruption.
    • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None
11. Oklahoma State University Medical Center President's Update - Finny Mathew, MHA, President
    • File Name: Administrator Update Trust 2023.12.14.pdf
    • File Name: FY 2024 OSUMC P4P.pdf
    • File Name: Patient Compliment.pdf
    • File Name: Employee - Thank you Emails .pdf
    • Erica Woolf explained the three different pay for performance programs starting on page 135, how the numbers were determined, and what they mean. The reimbursement estimated impact was also discussed. Current Action Plans
      • CLABSI
      • CAUTI
      • Discharge follow up phone calls New Action Plans
      • SSI Workgroup
      • HCAHPS
      • Readmissions Workgroup
      • MSP
    • Finny Mathew gave an update from his PowerPoint starting on page 128 going over construction, imaging, expansion of surgery abilities, major organizational initiatives, and organizational chart changes,
12. PSLLC Update - Melissa Cox, Executive Director - OSU Medicine
    • File Name: PSLLC Update December 2023.pdf
    • Melissa Cox went over the group clinic volumes, PCP vs. specialty volume, OSU Medical Group quality measures, PSLLC accounts receivable, and OSU Medical Group provider updates. Bill Schloss discussed the reinvesting in the OSU Medical Group.
13. Unfinished Business - Jay Helm, Chairman
14. NEW BUSINESS (Limited to Matters Not Known About and Which Could Not Have Been Reasonably Foreseen Prior to Posting of the Agenda) Jay Helm, Chairman
    • Jessica Russell gave an update on legislative session.
15. ANNOUNCEMENTS (if any) -Jay Helm, Chairman
    1. Next regularly scheduled Trust meeting: Thursday, January 18, 2024, at OSU-CHS, 1111 W. 17th St. Tulsa
       
16. ADJOURNMENT - Jay Helm, Chairman
    • Motion: Motion to adjourn the meeting at 3:19 PM.
      
    • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Taylor, Herndon, Evans Nay: None Abstain: None

Minutes signed off by Oklahoma State University Medical Trust Finance Committee Chairman, Michael Herndon.

If you would like a copy of these minutes, please reach out to Terri Tinkler at osuma@okstate.edu.