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HomeMy WebLinkAbout11-10-2015 Health & Human Services Minutes MEETING MINUTES HEALTH & HUMAN SERVICES BOARD November 10, 2015 5:30 PM County Board Room-Government Center County Board Room - 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER Health and Human Services Board Chair Chris Babbitt called the November 10, 2015 meeting of the Health and Services Board to order at approximately 5:30 PM. ROLL CALL Attendee Name Organization Title Status Arrived Christopher Babbitt St. Croix County Supervisor Present Heather Logelin St. Croix County Board Member Late 5:36 PM Howard Novotny St. Croix County Supervisor Present Chris Kilber St. Croix County Supervisor Absent Ron Kiesler St. Croix County Supervisor Absent Paulette Anderson St. Croix County Supervisor Present Shaela Leibfried St. Croix County Supervisor Present Lisa Ramsay St. Croix County Board Member Present Deb Rasmussen St. Croix County Board Member Present Others is Attendance: Health and Human Services Director Fred Johnson, Fiscal Manager Beata Haug, Behavioral Health Administrator Steve Kirt, Behavioral Health Manager Kathy Huston, IT staff Kim Dupre, County Board Chair Roger Larson, Medical Examiner Patty Schachtner, and other staff and community members. Absences: Unexcused Chris Kilber, Excused Ron Kiesler APPROVAL OF MINUTES 1. Health & Human Services Board – Regular Meeting – October 13, 2015 5:30 PM Health and Human Services Board Chair Chris Babbitt asked if there are any additions or corrections to the October 13, 2015 minutes. With none noted a motion was made by Supervisor Anderson and Seconded by Board Member Rasmussen. A voice vote was taken and the minutes were approved as written. RESULT: APPROVED [UNANIMOUS] MOVER: Paulette Anderson, Supervisor SECONDER: Deb Rasmussen, Board Member AYES: Christopher Babbitt, Heather Logelin, Howard Novotny, Paulette Anderson, Shaela Leibfried, Lisa Ramsay, Deb Rasmussen ABSENT: Chris Kilber, Ron Kiesler PUBLIC COMMENT One gentleman representing the Forest Voice addressed the board regarding the potential health effects of wind turbines and highlighted a few areas regarding the information he had distributed to the Health and Human Services Board members. No other Public Comment. BUSINESS ITEMS Chair Babbitt informed the board that due to time constraints of presenters, he was asked that a couple of agenda items be moved up in the agenda. With no concerns presented by the board, Chair Babbitt asked that we move to agenda items 7 and 8. 1. Report on the Community Justice Collaborating Council Response to the Proposed Legislation to Bring 17-Year-Old, First -time, Non -Violent Offenders Back to the Juvenile Justice System This proposed legislation was discussed at the Health and Human Services (HHS) October 13, 2015 meeting at which time the HHS Board asked that this be reviewed by the Community Justice Collaborating Council (CJCC) and brought back to the HHS Board. Director Johnson informed the board that the CJCC reviewed this on Oct. 29th and many of the same questions the HHS Board had were discussed. The CJCC has referred this to the Community Justice subcommittee. This newly formed subcommittee of the CJCC met and more research will be completed. HHS Director Johnson shared that legislatively this has been referred to the Committee on Judiciary and Public Safety. The legislatures won't be back in session until January, which allows the HHS Board time to prepare a resolution if it is decided this is the action the board would want to take. Some further questions raised and discussion had. RESULT: DISCUSSED 2. Proposed Child Abuse and Neglect Legislation The initial proposed legislation that would require all child protection referrals be referred to law enforcement within 12 hours was reviewed. Subsequent amendments to the proposed legislation adjusted time frames for referral to law enforcement were also reviewed. Discussion on role of agency to coordinate investigation, particularly on cases that are screened out. Review of state data through August 2015 indicate that roughly 58,000 reports of abuse and neglect have been received of which 64% were screened out and 36% screened in. St. Croix Counties screening percentages are comparable to the state with the total volume of referrals number approximately 1000 for the same time frame. General overview of current access and assessment process discussed, including availability of on call staff for 24/7 coverage, and plan for more detailed review of process at the next meeting. Chair Babbitt asked that the HHS Board be updated on this legislation at the December meeting. The board could then consider drafting a resolution and potentially propose some solutions on how to make this legislation work best for all affected by it. RESULT: DISCUSSED-NO ACTION 3. 3567 : Wisconsin Trauma Project Expansion Application St. Croix County recently had several individuals attend a conference regarding trauma informed care. As a follow-up and part of the action planning during the conference, the group held a meeting to review the Wisconsin Trauma Projection Expansion. Consensus was to submit an application under the 3rd category of child welfare organizational system change. Review of the project application and county cost discussed. A Motion was made by Supervisor Anderson for the HHS Board to support the application process under category 3 and was Seconded by Supervisor Leibfried. A voice vote was taken and was approved. RESULT: APPROVED [UNANIMOUS] MOVER: Paulette Anderson, Supervisor SECONDER: Shaela Leibfried, Supervisor AYES: Christopher Babbitt, Heather Logelin, Howard Novotny, Paulette Anderson, Shaela Leibfried, Lisa Ramsay, Deb Rasmussen ABSENT: Chris Kilber, Ron Kiesler 4. Monthly Financial Report Fiscal Manager Beata Haug reviewed the monthly financials and reports through September no significant changes. Clarifying discussion, continued from the last Health and Human Services meeting, was had regarding the distribution of levy within Veterans Services. RESULT: DISCUSSED 5. 2015 Third Quarter Year End Margin Projection Report Haug reported that in the 3rd quarter report there is little difference from the 2nd quarter report. At this time is not anticipating any big variances as we get close to year end. A question regarding any year end surplus was brought up by the board. Haug informed the board that any surplus has remained in the designated accounts set up for Health and Human Services. Director Johnson shared that fund balance policies will be reviewed. Any changes to these policies can be brought back to this board as an update. RESULT: DISCUSSED 6. Financial Analysis of Comprehensive Community Services Budget Impact Due to Delayed Implementation Fiscal Manager Haug informed the board regarding the budget impact of the delay in the Comprehensive Community Services (CCS) implementation. Time studies were reviewed to get detailed information regarding the start up costs for CCS which totals approximately $30,000. Work is being done with the state to get reimbursed for these start up costs. The CCS staff did start in July and after a review of salary and fringe costs, and average billable time in the Children's Long Term Support, the projected loss of revenue is estimated to be $12,000. This fiscal impact does not include any purchased services estimates. RESULT: DISCUSSED 7. Electronic Health Record Implementation Report This agenda item was moved up to # 1 on the agenda. Behavioral Administrator, Steve Kirt gave an update to the board regarding the implementation of the Health and Human Services Electronic Health Record (EHR), Avatar. The work on this began in 2013, but due to use state wide the start date was delayed. On September 21, 2015 the Clinician's Work Station went live and on October 19th-22nd the billing module, Practice Management, went live. Kirt listed and commended the members of the implementation team and the super users group as all of these people were key players in making this health record happen. A special thanks goes to Kim Dupre from IT as she has been the technological go to person throughout this process. Kirt shared that the implementation team worked directly with Avatar staff to customize the EHR to meet the specific needs of St. Croix County Health and Human Services and then the super users tested things to see how they actually worked and suggested areas for changes or improvement. Along with implementing the EHR, staff were equipped and trained with Dragon Naturally Speaking, which allows staff to dictate directly into Avatar, which has reduced the dictation need and increased efficiencies. Behavioral Health Manager, Kathy Huston shared feedback she has gotten from the Behavioral Health staff. She said that most believe it has been a positive addition as it has created efficiencies when accessing the record, and also in submitting billing and meeting deadlines. The lead time in implementation has allowed for practice sessions and helped staff with the transition. There will be continued work to learn all that Avatar can do for us and to implement best practice. IT staff Kim Dupre gave kudos to the Health and Human Services staff as they've worked hard to make this happen. Dupre pointed out that another piece that was added was the electronic signature pads which allows staff to put signatures on documents electronically, and also helped create efficiencies. Avatar can interface with Code Red, allowing us to send appointment reminders, it allows us to directly bill insurance agencies, and to scan paper documents directly into the record making it a more up to date record for staff to view. Work continues on E-scribing, which is how doctors do their prescriptions online and goes directly to pharmacies, and also a patient portal where clients can get a log in and view their file. Dupre shared that work will also continue in customizing forms as additional needs arise and more divisions are working within Avatar. The question was raised on securities of access to this record. IT staff Dupre informed the board that it is very secure, and can be controlled per user group, down to permissions per form and per report or view that each person is allowed to see. Also, there is the ability to audit and track which staff are viewing each clients record. Chair Babbitt congratulated the team on this implementation. RESULT: DISCUSSED 8. St. Croix County Health and Human Services Suicide Prevention Work Health and Human Services (HHS) Director Fred Johnson informed the board that per a request at the October 13th HHS meeting this agenda item will allow for a review of the counties efforts surrounding teen suicide. Also, an update on where things are at with the application for the suicide prevention grant that the board approved in May of 2015. Kathy Huston, Behavioral Health Supervisor, reviewed agency participation in a zero suicide academy in April of 2015. Staff learned prevention strategies, skills, and tools that assist in implementing a zero suicide community. Huston also shared that a grant was applied for through Mental Health America, of which St. Croix County was 1 of 3 that was approved to receive funding. Unfortunately, funding has stalled at the Federal level. Mental Health America anticipates that grant funding may be available, but Behavioral Health staff are committed to and want to move forward with the zero suicide principles so are looking at internal processes that can be done now. Medical Examiner Patty Schachtner shared information on the Suicide Prevention Task force. After 18 suicides in St. Croix County in 2011 we knew something different needed to be done. By 2012 the Suicide Prevention Task force began their ground work and by 2013 was up and running. The St. Croix Valley Community Foundation agreed to be the fiscal agent and since then they continue to move forward with their collaborative efforts which include training 6000 community members on a suicide prevention program. In addition, this year the resource guide was made, there is a Facebook page, a YouTube video, and a songwriter has written a song. So far in 2015 there have been 8 suicides in comparison to 18 in 2011, so they are hoping this means their work is making a difference. Work will continue to improve data collection. Tomorrow night from 7-8:30, the Prevention Task force will be presenting with every school district in the county represented as a collaborative support effort to inform the communities of what is being done throughout the county. Back to agenda item #1. RESULT: DISCUSSED 9. Resolution Accepting the Donation of a Used Van to the St. Croix County Health Center Health and Human Services (HHS) Director Johnson informed the board that a used van has been donated to the Health Center by Dr. Medini to be used in the new therapy department to practice skills getting into and out of a vehicle. The County Board has authority to accept donations so looking to the HHS Board to pass this resolution on to the County Board. A Motion was made by Supervisor Novotny to accept and pass this resolution on to the County Board and was Seconded by Board Member Logelin. A voice vote was taken and approved. RESULT: APPROVED [UNANIMOUS] Next: 12/1/2015 9:00 AM MOVER: Howard Novotny, Supervisor SECONDER: Heather Logelin, Board Member AYES: Christopher Babbitt, Heather Logelin, Howard Novotny, Paulette Anderson, Shaela Leibfried, Lisa Ramsay, Deb Rasmussen ABSENT: Chris Kilber, Ron Kiesler 10. Health Center Facility Planning Project Update The board reviewed the camera views of progress on the Health Center. There are 3 items still to be bid including siding, caulking, and countertops. Market Johnson is working on these bids and will bring final bids to the November 23rd Health Center Ad-hoc Committee meeting. RESULT: DISCUSSED REQUEST FOR FUTURE AGENDA ITEMS No requests tonight. As always board members are encouraged to contact Health and Human Services (HHS)Director Johnson or HHS Board Chair Babbitt if agenda items come up. ANNOUNCEMENTS & CORRESPONDENCE Health and Human Services Director Johnson announced: *The Health Center had a state survey for the patient care portion and Health Center Administrator Hackenmueller reported that it seemed to be a positive survey. They will get a final report in a couple of weeks. *Also we have contracted with Polk County Certified Application Counselor (CAC) to provide assistance in St. Croix County. Several dates have been scheduled. *Chair Babbitt wanted to congratulate Board Member Logelin on her outstanding work on planning the Community Health Needs Assessment meeting. It was very well done. Also, a reminder to everyone that tomorrow is Veterans Day, please take a moment to remember them and thank them for their duty. ADJOURN Health and Human Services Board Chair Babbitt called this meeting of the Health and Human Services Board adjourned at approximately 7:20 PM. DATE OF NEXT MEETING December 8, 2015 @ 5:30 PM in the Government Center Boardroom, Hudson. Respectfully Submitted: Colleen Linder