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ORANGE COUNTY BOARD OF HEALTH
October 25, 2017
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ORANGE COUNTY HEALTH DEPARTMENT MISSION STATEMENT: To enhance the quality
of life, promote the health, and preserve the environment for all people in the Orange County
community.
THE ORANGE COUNTY BOARD OF HEALTH MET ON October 25, 2017, at the Orange
County Health Department, 300 West Tryon Street, Hillsborough, NC.
BOARD OF HEALTH MEMBERS PRESENT: Liska Lackey – Chair, Susan Elmore – Co-Chair,
Bruce Baldwin, Johanna Birchmayer, Commissioner Mia Burroughs, Barbara Chavious, Paul
Chelminski, Jennifer Deyo, Jessica Frega, Sam Lasris and Timothy Smith.
BOARD OF HEALTH MEMBERS ABSENT: None.
STAFF PRESENT: Dr. Dorothy Cilenti, Interim Health Director; Cheryl Bono-Zenia,
Environmental Health Specialist; Rebecca Crawford, Financial and Administrative Services
Director; Victoria Hudson, Food, Lodging & Institutions Supervisor; John Kase, Interim
Environmental Health Director; Donna King, Health Promotion & Education Services Director;
Carla Julian, Dental Clinic Practice Manager,HIPAA Privacy and Security Officer; Pam McCall,
Personal Health Services Director; Kristin Prelipp, Communications Manager; Beverly Scurry,
Board of Health Strategic Plan Manager; Angela Sowers, Food, Lodging & Institutions Plan
Review Specialist; and La Toya Strange, Administrative Assistant II.
GUESTS PRESENT: Anna Hoffmeyer, UNC Student, Chelsea Perfect, UNC Student, Shreya
Shah, UNC Student and Mary Tucker.
I. Welcome New Employees
Liska Lackey, Chair, called the meeting to order. Dr. Cilenti welcomed new employees, Cheryl
Bono-Zenia and Angela Sowers, in attendance.
II. Public Comment for Items NOT on Printed Agenda: None
III. Approval of the October 25, 2017 Agenda
Motion was made by Mia Burroughs to approve the agenda, seconded by Johanna
Birckmayer and carried without dissent.
IV. Action Items (Consent)
A. Minutes of September 20, 2017 Meeting
Motion was made by Susan Elmore to approve the minutes of September 2017, seconded
by Bruce Baldwin and carried without dissent.
V. Educational Sessions
A. Customer Satisfaction Survey
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October 25, 2017
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Dental Health, Personal Health and Environmental Health Services reported their results of
patient and client input surveys as well as their improvement plan.
The Dental Health Services patient satisfaction survey in September 2017 reflects patient
satisfaction with staff friendliness, dental provider listening skills and explanations of care.
There were 61 respondents. Some of their results included:
• 100% rated staff friendliness and courteousness as good, very good, or excellent
• 95% rated their trust in the providers as very good or excellent
• 95% rated the providers listening and explanation of condition as very good or
excellent
A key area for improvement was how long it takes to get an appointment which is currently 9
months for a hygiene appointment. The Dental Health Services’ strategies to improve this
include:
• Adding UNC Dental School hygiene students on Tuesdays and Thursdays
• For cancellations, begin using Solutionreach to send text and email message to all
patients waiting for hygiene appointments
• Requesting a 3rd hygienist position
Environmental Health Services has used the same feedback tool since 2007. Their survey
consisted of 18 questions with 2 questions that allow for free form comment on services and 2
questions that provide opportunity for staff recognition. It was collected from September 2016 to
September 2017. There were 131 responses collected. Some of their results include:
• Food and Lodging Feedback – 93% of clients felt they were kept well informed and/or
had a chance to ask questions
• Well and Septic Permitting Feedback – 94% of clients reported an overall satisfaction
with their services
• General Feedback – 97% of clients felt that office staff was professional and courteous
Personal Health Services also collected paper patient satisfaction surveys from mid-December
to mid-January. There were a total of 114 surveys collected at SHSC and 309 surveys at WHSC
respondents. The response rate to interpreter questions was 37 at WHSC and 63 at SHSC.
Not all respondents answered all of the questions. The results included:
• Satisfaction with location convenience was 99% at both locations
• The ease of making an appointment was 97% at WHSC and 100% at SHSC
• Overall satisfaction was 91% at WHSC and 96% at SHSC
• Satisfaction with interpreter services was extremely high at both clinical sites with 98%
at WHSC and 100% at SHSC
Positive feedback included:
• Everything is good
• Everyone is very friendly and courteous
• Great service
Constructive feedback included:
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• Have more options for mental health. A psychologist would be more beneficial than a
social worker
• Be available more days
• Need more staff to reduce wait time
Personal Health Services’ plan for improvement includes:
• Continue to refine clinic flow to reduce wait times
• Discuss adding clinic hours on Friday afternoon
• Provide additional suggestion boxes in exam rooms
The BOH had questions that were addressed by Ms. Julian, Mr. Kase and Ms. McCall.
B.& C. 1st Quarter Financial and Billing Dashboard Reports
Rebecca Crawford, Financial and Administrative Services Director, gave a report on the 1st
quarter revenue and billing accuracy. Her report is as follows:
• Total Health Department Revenue: Average YTD monthly revenue in FY18 after the first
quarter is $208k/month or $642k YTD, representing 18.7% of our overall budgeted
revenue for the year. The total first quarter revenue is slightly skewed down due to the
majority of state funds not eligible to be drawn in July (this is typical) and allocations of
Medicaid Max funds are not transferred into our budget until the end of the fiscal year.
Expenses are slightly higher than revenues at 19.1% of the total, overall budget.
• Total Billing Accuracy: Continuing with the goal of 90% billing accuracy set in FY14-15,
the average billing accuracy rate for medical after the first quarter is 88% as compared
to 95% in FY 16-17.
• Dental Earned Revenue by Source: The FY 17-18 average monthly revenue
($42.9k/month) for the first quarter is very close to our budget projection ($43.4k/month)
and above our FY 16-17 average of $39.8k/month and is tied to our new, automated
patient reminder system, which has decreased the no show rate in the dental clinic from
an average of 19% in FY 16-17 to an average of 15% so far in FY 17-18. FY 17-18
dental earned revenue totaled $129k at the end of the first quarter.
• Medical Earned Revenue by Source: Medical earned revenue is currently below the
budgeted projection for FY 17-18 ($58k/month) at $48.2k/month since we have a
provider on maternity leave. Medical clinic revenue totals $145k for first quarter FY 17-
18.
The BOH had questions that were addressed by Ms. Crawford.
VI. Reports and Discussion with Possible Action
A. Budget Amendments
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Dr. Cilenti discussed the recommended changes to the FY 17-18 Health Department budget as
the Department is required to bring changes to the overall budget appropriation to the Board of
County Commissioners for approval before they can be entered officially in the county’s
financial system, Munis.
The three amendments were:
BCCCP (Breast and Cervical Cancer Control Program)
The Health Department has received notification of an increase in state BCCCP funds of
$5,610, which will be used for providing an increased number of breast and cervical
cancer x-rays for qualifying patients.
Family Planning Program
The Health Department has received notification of a decrease of $20,095 in funding for
the Family Planning program due to a federal decrease in Maternal and Child Health
funds. These funds would have been used for pharmacy supplies for the Family
Planning program. The Health Department will continue to provide the same level of
service within the Family Planning program and will offset this loss in funding by utilizing
savings from other programs, savings from General Fund funded expenses, and by
seeking additional revenue sources.
MDPP (Minority Diabetes Prevention Program)
This technical amendment reduces funding to the Minority Diabetes Prevention Program
by a net of $9,000. In the FY2017-18 Budget Ordinance Amendment #1, revenues
related to the Minority Diabetes Prevention Program were erroneously increased by
$12,050. The Department’s original budget already accounted for this revenue, as the
Department was notified in time to include in its original budget request. Since the
adoption of the FY2017-18 Budget and the approval of Budget Ordinance Amendment
#1, the Health Department has received notification of an additional $3,050 in Minority
Diabetes Prevention Program grant revenues. This technical amendment reverts the
revision that was approved in Budget Ordinance Amendment #1 and includes the
addition of the $3,050 in new funding, which will be used to provide additional training
and supplies to members of the program.
The BOH had questions that were addressed by Dr. Cilenti.
B. Elections (Chair and Vice-Chair)
Liska Lackey, Chair, stated that the positions of Chair and Vice-Chair are open. She also
prefaced that by stating that it is customary for the current Vice-Chair to occupy the Chair
position because of the experience gained as Vice-Chair. Ms. Lackey informed the BOH
members that interested persons should contact her or current Vice-Chair, Susan Elmore. BOH
members will vote to select the Chair and Vice-Chair at the November meeting.
The BOH had questions that were addressed by Ms. Lackey.
C. Health Director Report
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October 25, 2017
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Dr. Cilenti briefly elaborated on the Health Department’s activities that occurred in October that
were in her Health Director’s Report as well as answered all follow up questions asked by the
BOH members.
D. Media Items
Media items were in the packet which focused on Orange County’s events and our
involvement in various efforts.
At 8:05pm, Sam Lasris motioned to move into closed session and Mia Burroughs
seconded.
VIII. Closed Session to Discuss Health Director Recruitment
During the closed session, the Board of Health discussed the recruitment process with
Mr. Chuck Rohre, Springsted Waters and Brenda Bartholomew, Human Resources
Director.
IX. Adjourn to Open Session
Sam Lasris motioned to move from closed to open session and Jessica Frega seconded.
X. Board Comments.
None.
XI. Adjournment
Susan Elmore moved to adjourn the meeting at 8:50pm and Mia Burroughs seconded.
The next Board of Health Meeting will be held November 29, 2017 at the Orange County
Health Department, 300 West Tryon Street, Hillsborough, NC at 7:00 p.m.
Respectfully submitted,
Dorothy Cilenti, MSW, MPH, DrPH
Orange County Interim Health Director
Secretary to the Board