OSU Medical Trust Minutes

OSU Medical Authority and Trust

Thursday September 14, 2023 at 1:30 PM CDT
@ 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: Ellen Buettner, Jay Helm, Michael Herndon, Barry Steichen, Johnny Stephens
Guests: Eric Atkinson, Damon Baker, Adam Bradley, Melissa Cox, Deborah Dage, Jami Longacre (remote), Finny Mathew, Lexie Norwood, Eric Polak, Bill Schloss, Jacey Smith, Chris Thurman, Terri Tinkler, Erica Woolf
Absent:
Members: Doug Evans

1. Call to order and establishment of a quorum - Jay Helm, Chairman
   • The meeting was called to order by Chairman Helm at 1:45 PM. After a roll call, Chairman Helm declared that a quorum of the Trustees of the Oklahoma State University Medical Trust was present for the meeting.
2. Discussion, consideration, and possible vote to approve the minutes from the August 16, 2023 meeting, and any amendments made thereto by Trustees - Jay Helm, Chairman ACTION
   • File Name: Draft-OSU Medical Trust Minutes 8.16.2023.pdf
   • Motion: Motion to approve the minutes from the August 16, 2023 meeting, and any amendments made thereto by Trustees.
   • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
3. Reserved Time for Comments from Elected Medical Staff Leadership (if requested) Chris Thurman, DO, Chief of Medical Staff
   • Dr. Thurman reported staff and executives are working well together. Nothing else to report.
4. FINANCE COMMITTEE - Doug Evans, Finance Committee Chairman
   1. Review of Month to Date and Year to Date July 2023 Financials
      • File Name: July Trust Presentation.pdf
      • Eric Atkinson discussed the month-to-date and year-to-date financials that were discussed in more detail in the Finance Committee Meeting.
        • Key notes to point out that net income on a consolidated basis was favorable to budget for the month.
        • Net revenue was unfavorable due to lower admissions and higher observations which was driving a lower reimbursement rate.
        • Salaries and benefits were over budget but was offset with savings in lower contract labor.
        • Non-operating income exceeded budget related to interest earned on investments.
   2. Discussion, consideration, and possible vote to recommend to authorize administration to engage a financing team to aid in the design of a $120 million funding package for hospital improvements - ACTION
      • It is anticipated that the Trust will acquire approximately $90 million in debt plus additional legislative support. Final approval of the financing plan by the Trust is required prior to any issuance of debt.
      • File Name: Cash Flow and Projects 9.12.pdf
      • Eric Polak mentioned there was an extensive conversation in the Finance Committee. $90 million is viewed as a starting point but we will be doing an evaluation of the appropriate deployment of our cash on hand versus debt to meet the overall project goal. There will be follow ups with this body as the construction estimates continue to be refined and the programming moving forward so there is a full understanding of the scope of the project and how it fits into the budget. Johnny Stephens mentioned he would like everyone to have a one pager on scope that can be used when discussing with outside people and entities.
      • Motion: Motion to recommend to authorize administration to engage a financing team to aid in the design of a $120 million funding package for hospital improvements.
      • Motion moved by Johnny Stephens and motion seconded by Barry Steichen. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
5. Recommendations of the Medical Executive Committee from its meeting on September 12, 2023 - Chris Thurman, DO, Chief of Staff
   1. Discussion, consideration, and possible vote to approve the Organized Medical Staff Renewal Appoint. and Credentials, Additional Privilege Requests, Temporary Privilege Request, Staff Status Changes and Resignations - ACTION
      • File Name: 09-2023 CREDENTIALING REPORT for MEC.pdf
      • Dr. Thurman pointed out the initial applications, reappointment applications, and temporary privileges. They made sure the temporary privileges had good discussions and immediate patient service rational for the temps.
      • 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 Barry Steichen and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
   2. Credentialing Update
      • File Name: Credentialing Update.pdf
      • Damon Baker gave the Trust an update on change in credentialing systems.
        • VerityStream is the new centralized verification organization. Go live was August 2023. It will communicate directly with CredentialStream.
        • CredentialStream is the new electronic credentialing system.
          • All new privilege forms will go through here.
          • All forms were reviewed and approved at the Credentials Committee and MEC.
          • Conversion will begin September 25th with an expected completion date of October 1st .
   3. Discussion, consideration, and possible vote to approve the Medical Staff privilege forms - ACTION
      • Motion to shift current physicians to the new privilege sets, recognizing there is no intent from the governing body to add privileges, remove privileges, change recredentialing dates, or otherwise trigger a reviewable action.
      • File Name: 1 9-13-23 Priv Forms for BOT.pdf
      • Motion: Motion to shift current physicians to the new privilege sets, recognizing there is no intent from the governing body to add privileges, remove privileges, change recredentialing dates, or otherwise trigger a reviewable action.
      • Motion moved by Michael Herndon and motion seconded by Ellen Buettner. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
   4. Discussion, consideration, and possible vote to approve the updated Medical Staff bylaws - ACTION
      • File Name: 2023 Proposed Bylaws Changes.pdf
      • Dr. Thurman informed there was a Med Exec and annual professional staff meeting and the staff voted for these changes.
      • Motion: Motion to approve the updated Medical Staff bylaws.
      • Motion moved by Barry Steichen and motion seconded by Michael Herndon. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
   5. Discussion, consideration, and possible vote to approve new  policies, policy amendments and retirement of policies - ACTION
      • File Name: Scope of Services Op Dialysis.pdf
      • File Name: Dialysis Indication of Quality Care.pdf
      • Damon Baker stated there are 2 policies up for approval that were approved at Quality Council and Med Exec.
      • Motion: Motion to approve new policies, policy amendments and retirement of policies,
      • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
   6. Discussion, consideration, and possible approval of added, updated and retired performance improvement measures - ACTION
      • File Name: New Outpatient Wound Debridement.pdf
      • File Name: Revision Pharmacy Review of Hypoclycemic Reversal Agents.pdf
      • Damon Baker reported these were reviewed and approved at Quality Council and Med Exec. Committee.
      • Motion: Motion to approve added, updated and retired performance improvement measures.
      • Motion moved by Ellen Buettner and motion seconded by Barry Steichen. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
   7. Information Only
      1. September 2023 Performance Improvement Measures
         • File Name: August 2023 Pl Tracking Gray Team.pdf
      2. Quality Committee Meeting Minutes
         • File Name: August 2023 QC Minutes .pdf
      3. ACHC Post Survey Compliance Monitoring
         • File Name: ACHC Dashboard for QC Sept 2023.pdf
         • The Board reviewed items G. 1-3. Barry Steichen mentioned he would like to see the most recent CMS paid for performance program results in the next meeting and discuss what we are doing to either improve or sustain.
6. Oklahoma State University Medical Center President's Update (Written Report) - Finny Mathew, MHA, President
   • File Name: President's Update.pdf
   • File Name: Patient Compliment.pdf
   • Finny Mathew gave a written summary on Construction projects, ERP, and Quality Committee Charter.
     • 1st floor public area floor covering renovation has started.
     • 3D Mammography machine is on schedule.
     • The proposed c-section space is not workable. Management is developing a new strategy for architect engagement and design of the suites. Meetings will take place over 30 days to review current and future needs.
     • The first visioning meeting has taken place with Oracle, Alithya, and Chartis as the kickoff to the ERP implementation.
     • The draft quality committee charter was recently presented to Dr. Herndon for review. We expect to have it at the October meeting.
7. Oklahoma State University Medical Center Professional Services, LLC Update - Melissa Cox
   • File Name: Trust Meeting Presentation.pdf
   • Melissa Cox gave an update on the new providers, an update on any current projects, discussed accomplishments with improved communication, increased clinic volumes, improvements in CMS quality measures, and improvement in referral integrity.
8. Unfinished Business - Jay Helm, Chairman
   • Johnny Stephens mentioned there is a lot of work the team is doing on the Physician Office Building and the Board of Regents did approve at the last meeting the need for moving orthopedic surgery and to redo Houston Center 4th Floor.
9. 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 None
10. ANNOUNCEMENTS (if any) -Jay Helm, Chairman
    1. Next regularly scheduled Trust meeting: Thusday, October 26, 2023, at OSU-CHS, 1111 W. 17th St. Tulsa
11. EXECUTIVE SESSION - Jay Helm, Chairman
    1. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(B)(4) to discuss investigation and possible litigation regarding former employee
       • Motion: Motion to resolve into executive session pursuant to 25 O.S. S. 307(8)(4) to discuss investigation and possible litigation regarding former employee.
       • Motion moved by Barry Steichen and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
    2. 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 Johnny Stephens. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Evans Nay: None Abstain: None
12. ADJOURNMENT - Jay Helm, Chairman
    
    • Motion: Motion to adjourn meeting at 2:28 PM.
    • Motion moved by Ellen Buettner and motion seconded by Michael Herndon. Aye: Steichen, Helm, Buettner, Herndon, Evans Nay: None Abstain: None

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

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