Re: Pod Meeting Agenda October 22nd 4-5pm on Zoom
Pod Meeting Minutes: October 22nd, 2020
Lots of updates in here! Please review, especially if you weren't able to join us for pod meeting :)
Introductions/Check-In –
- Crystal Branham: New clinic manager. Excited to be here. She'd like for people to come to her with any questions/concerns.
-Theresa: MA student working with Gina. Has been doing an awesome job and is a great new team member!
-Elizabeth Chaparro: New care manager at the clinic, working with Kathyleane Werner.
Provider Productivity Updates
-Productivity for Sept was at an all time high!! Great job everyone for working with limited staffing.
-We will keep everyone up to date with current clinic process.
-Please go to clinic leadership with questions/concerns. We would love to hear from you. Your voice and feedback is important.
Management Operating System (MOS)
-We are shifting are clinic into standard clinic processes.
-We also want to introduce LEAN processes that will be specific to 84th.
-We would love to hear from everyone for ideas for improvement.
Diversity and Inclusion - Ivy Donaldson
-Lunch and Learns on Diversity and Inclusion will be coming soon!
Monthly Book Club is open to EVERYONE. Please join us. We would love to have you.
A little about book club: This is a monthly get-together where we all read/watch/listen to some type of media (book/movie/podcast/other) that has to do with diversity and inclusion. We discuss topics such a BLM, race, sexism, immigration, and so many more. We love any content that allows us to have thoughtful discussions around diversity and inclusion. Suggestions are welcome!
Next Meeting's Selection: Just Like Us by Hellen Thorpe.
Summary: Story of 4 Mexican girls who all grew up in the US. Follows the true story of the high school experiences for all the girls, 2 are citizens and 2 are not.
Date: Nov 12th at 6 pm, Mexican food provided. Location TBD (depends on weather, possibly at hospital).
Clinic RN role:
- Chelsea, Jenette, Samantha and Dawn: Role is focused most on TCM hospital/ED discharges. SCL and UCHealth discharges can be delayed due to difficulty obtaining reports.
- CCM has been more limited due to staffing. This will hopefully be improved now that we have new RNs joining us!
QI and Research Project Updates in each Pod
Amwell glitches and tips:
For mobile phone logins to Amwell – After patients log in for their visit on Amwell on their phone, they can't receive a phone call from MA to check in or that will be recognized as their visit and the Amwell visit will be ended
Work-arounds -
-MAs can call 20 minutes ahead (patients can only log in 10 minutes before their visit) or they can call pt after the visit. Or visit can be rescheduled by MA for later in the session.
-Have patient use desktop computer -- You can see this on the "Review Chart" tab on AmWell and this will say desktop or mobile. Providers can see this, MAs can not.
-Have MA room patient AFTER the provider.
-If the MA hangs up and NOT the patient, then the patient will remain logged into AmWell. This is likely the best work-around.
Scheduling Covid testing –
Demand for testing has gone up so there may be delays in getting patients in to Church Ranch. Providers will be notified if pt cannot get testing within 24 hours.
Clarification - the hours have not decreased, just shifted. There are plans to increase appts, hiring more MAs
- Other sites are available for testing and patients will be given that information.
- MAs can reach out to their manager if they are interested in helping with this testing at Church Ranch (overtime approved for this)
Rapid Covid Tests in Clinic -
- Still waiting on this! Details to follow.
Calling out sick
Review the process for your clinic – for providers please call or text as early as possible, make sure you get a response
- Jen Stradley (residents and faculty call and message for all clinics): 303-548-9072
- Orchard 144th: Tracey 720-346-4141
- 84th: Denice 720-347-5235
- Thornton: Chrisaba 720-260-3390
Also call Occ Health 303-673-7025 – If you are a provider mention you are with the residency and ask to add permission to do virtual work to your work restriction
Please prioritize your health and the health of the whole team – stay home when you are sick, we have all been there or will be there at some point!
PLEASE also keep wearing masks and socially distancing when possible. Numbers are on the rise dramatically in our area.
Additional Agenda Topics for 84th
INR follow up appointments: Update from David Alvarez:
-PLEASE remember to also schedule follow up appts for patient who have NORMAL INRs as well (use your judgement but follow up should be about EVERY MONTH).
Processing IUD referrals : New workflow update from Crystal Branham:
-Backup on IUD referrals.
-Nessa will be getting trained to process these referral.
-Be sure to use appropriate diagnosis codes (ex: "menorrhagia" is ok, "family planning" is not)
-For providers: Place order "Amb to Other". Write: Mirena IUD in comments. Can specify to follow up with specific provider, otherwise pt will be scheduled in GYN clinic.
Scheduling sick peds:
-In-person visits for ages 12 and under. We will likely use senior health rooms for symptomatic patients.
-REMEMBER: Kiddos with COVID can develop a rash/Kawasaki-like syndrome 1 week after exposure. Dr. Insel will be sending out more info on this.
Patients with Fever:
-Place these patients in senior health rooms. All feverish patients should be evaluate from a provider. DO NOT just turn them away.
Portal Appt Issues
-Issues with patients scheduling appointments incorrectly via portal.
-Ex: Patient scheduled as virtual but they show up in person.
-Call Center PSRs: Normally they are monitoring these appointments. These have to be verified.
-Crystal and Denies are looking into this and working on improving this process.
BIG SHOUT OUT TO OUR WHOLE TEAM!! YOU HAVE ALL BEEN DOING AMAZING, DURING A BUSY MONTH AND LOW STAFFING. PEOPLE ARE JUMPING IN TO HELP EACH OTHER. YOU ARE ALL SO APPRECIATED.
GREAT TEAM WORK!!!
Additional Topics for 144th
TO HELP UNLOAD THE MA'S VERY BUSY WORK LOAD:
-Providers: If you're able to call back on normal labs / help with inbox call backs, this would be very appreciated.
-We can also send letters with normal labs as well. This is less work than calling back.
-Remember to use the portal! This streamlines the process so much.
Sent: Wednesday, October 21, 2020 9:10 PM
To: Alvarez, David <DavidAlvarez@Centura.Org>; Anthony, Craig <CraigAnthony@Centura.Org>; Barnes, Samantha <SamanthaBarnes@Centura.Org>; Blog <sharryveres.blogit@blogger.com>; Corfield, Chrisaba <ChrisabaCorfield@Centura.Org>; Covarrubias, Alexis <AlexisCovarrubias@Centura.Org>; Dion, Mary <MaryDion@Centura.Org>; Hall, Renee Y <ReneeHall@Centura.Org>; Holtz-Hawthorne, Tracey <TraceyHoltzHawthorne@Centura.Org>; Keahey, Eric <EricKeahey@Centura.Org>; Klooster, Onna <OnnaKlooster@Centura.Org>; Miller, Denice <DeniceMiller@Centura.Org>; Mindoro, Susan L <SusanMindoro@Centura.Org>; Moore, Aaron R <AaronMoore3@Centura.Org>; Myers, Kimberly <KimberlyMyers@Centura.Org>; Robinson, Jen <JenRobinson@Centura.Org>; Schlenker, Destanie <DestanieSchlenker@Centura.Org>; Schulz, Bryanna <BryannaSchulz@Centura.Org>; Serdyuk, Marina <MarinaSerdyuk@Centura.Org>; Sharepoint <Stanthonyresidency.north@blogger.com>; Skiba, Karin <KarinSkiba@Centura.Org>; Stradley, Jennifer (Boudreau) <JenniferStradley2@Centura.Org>; Sweat, Gina <GinaSweat@Centura.Org>; Werner, Kathyleane <KathyleaneWerner@Centura.Org>; Windels, Kimberly A <KimberlyWindels@Centura.Org>; Wisthoff, Mark <MarkWisthoff@Centura.Org>; Brew, Jeffrey M <JeffreyBrew@Centura.Org>; Diaz, Sara <SaraDiaz@Centura.Org>; Heng, Peter <PeterHeng@Centura.Org>; Hogue, Brianne <BrianneHogue@Centura.Org>; Karozos, Stephanie <StephanieKarozos@Centura.Org>; Kenyon, Emma M <EmmaKenyon@Centura.Org>; Lovefury, Elizabeth <ElizabethLovefury@Centura.Org>; Nguyen, Tam M <TamNguyen4@Centura.Org>; Parker, Emily <EmilyParker5@Centura.Org>; Rudolph, Michael R <MichaelRudolph@Centura.Org>; Starnes, Krystal L <KrystalStarnes@Centura.Org>; Beukema, Kylie <KylieBeukema2@Centura.Org>; Donaldson, Ivy <IvyDonaldson@Centura.Org>; Flint, Ryan <RyanFlint@Centura.Org>; Gayer, Corinn L <corinngayer@Centura.Org>; Groff, Elizabeth <ElizabethGroff@Centura.Org>; Harrington, Trevor E <TrevorHarrington@Centura.Org>; Holland, Hailey B <HaileyHolland@Centura.Org>; Insel, Kimberly J <KimberlyInsel@Centura.Org>; Liegl, Sarah <SarahLiegl@Centura.Org>; Ludemann, Matthew MD <MatthewLudemann@Centura.Org>; Mathern, Seth A <sethmathern@centura.org>; Maurer, William B "Burl" <WilliamBurlMaurer@Centura.Org>; McGee, Colleen M. <ColleenMcGee@Centura.Org>; Ochs, Genevieve <GenevieveOchs@Centura.Org>; Price, Bethany R <BethanyPrice@Centura.Org>; Strickland, Laura E. <LauraStrickland@Centura.Org>; Tamura, Krystal <KrystalTamura@Centura.Org>; Veres, Sharry <SharryVeres@Centura.Org>; Walter, Kimberly <KimberlyWalter@Centura.Org>; Zarza, Christina <ChristinaZarza@Centura.Org>; Delano, Angela J <AngelaDelano@Centura.Org>; Dill, Jonathan M <JonathanDill@Centura.Org>; Escalante, Tovar L <TovarEscalante@Centura.Org>; Gottlieb, Troy J <TroyGottlieb@Centura.Org>; Igou, Torri A <TorriIgou2@Centura.Org>; Le, Dillon N <DillonLe@Centura.Org>; Lee, Alexandra M <AlexandraLee@Centura.Org>; Stoll, Elizabeth L <ElizabethStoll@Centura.Org>; Tesmer, Tiffany <TiffanyTesmer@Centura.Org>; Yen, Heidi <HeidiYen@Centura.Org>; Bressan, Emily <EmilyBressan@Centura.org>; Brown, Bradley R <BradleyBrown@Centura.org>; Fineberg, Robert A <RobertFineberg@Centura.org>; Fitzgerald, Jodi <JodiFitzgerald@Centura.Org>; Harmann, Connor <ConnorHarmann@Centura.Org>; Parker, Matthew J <MatthewParker2@Centura.Org>; Reiser, Taylor <TaylorReiser@Centura.Org>; Schuster, Sara M <SaraSchuster@centura.org>; Simmons, Travis C <TravisSimmons@Centura.Org>; Tchen-Tomasino, Emily <EmilyTchen-Tomasino@Centura.org>; Baxter, Kelly <KellyBaxter@Centura.Org>; Blumberg, Drew T <DrewBlumberg@Centura.Org>; Bowie, James W <JamesBowie@Centura.Org>; Bross, Theodore L <TheodoreBross@Centura.Org>; Buehrer, Beth <BethBuehrer@Centura.Org>; Hart, Taylor V <TaylorHart@Centura.Org>; Davies, Sofia <SofiaDavies@Centura.Org>; Sherman, Kelsey J <KelseySherman@Centura.Org>; Troutman, Jesse E <jessetroutman@Centura.Org>; Weniger, Kate C <KateWeniger@Centura.Org>; Crowley, Sarah <SarahCrowley@Centura.Org>; John Miller <JohnMiller<jlmiller.job@gmail.com>; Katharyn Walker <klynnwalker@mac.com>; Kelly O'Keefe <kmokeefe@yahoo.com>; Kim Myers <kimmyers@hotmail.com>
Subject: Pod Meeting Agenda October 22nd 4-5pm on Zoom
Pod meeting agenda October 2020
Thursday October 22nd from 4-5 pm, join through Zoom invite.
(3rd Years - Reminder to clarify who is leading meeting this week in your pod, faculty can help)
Modify agenda as you see fit!
Assign someone to take minutes, email to your Pod, Beth G and Denice, Tracey or Chrisaba
Introductions/Check-In – Who is new in your pod? Welcome to our team!! Everyone please introduce yourselves and mention one way you have seen your team members step up in the last couple of weeks 😊
THANK YOU to everyone – please see Karin Skiba's email "Provider Productivity" which should have been forwarded to you by your manager. Highlights:
- Productivity in our clinics in September was at a 12-month high!!!
- Low staffing and the Covid pandemic make this truly incredible
- Thank you for your flexibility and patience as we are implementing new standard processes that will ultimately make us a more efficient team. It has been tough lately and the leadership team hears and understands that. You are all appreciated.
- Coming soon – Management Operating System (MOS), an approach to "Lean" rapid process improvement within each clinic. We will count on all associates to share ideas on how we can do things better at the clinic level, doing PDSA cycles to improve anything you'd like to focus on.
Diversity and Inclusion - Ivy Donaldson
Announcement to 144th clinics - watch for Lunch and Learn Invite. Please consider attending this, it is important to have conversations with all points of view!
84th and Thornton we can do Lunch and Learns in the future as well
Clinic RN role – Hello from your RNs – Chelsea, Jenette, Samantha and Dawn
Intro to their role today if they are present, more info to come at next month's meeting
QI and Research Project Updates in each Pod
- Social Determinants of Health project update – All Pods, this project is underway!
- Other QI Project or Research project updates for your Pod - all 2nd and 3rd year residents please give a brief update!
Amwell glitches and tips –
For mobile phone logins to Amwell – After patients log in for their visit on Amwell on their phone, they can't receive a phone call from MA to check in or that will be recognized as their visit and the Amwell visit will be ended
Work-arounds - MAs can call 20 minutes ahead (patients can only log in 10 minutes before their visit) or they can call pt after the visit. Or visit can be rescheduled by MA for later in the session…
Any other tips or tricks to share with your pod?
Scheduling Covid testing –
Demand for testing has gone up so there may be delays in getting patients in to Church Ranch. Providers will be notified if pt cannot get testing within 24 hours. Clarification - the hours have not decreased, just shifted. There are plans to increase appts, hiring more MAs
- Other sites are available for testing and patients will be given that information.
- MAs can reach out to their manager if they are interested in helping with this testing at Church Ranch (overtime approved for this)
Rapid Covid Tests in Clinic - Still working through the best process for each clinic with focus on safety for staff and patients in each location
Other testing sites will still be available, this will be one of several options
Still awaiting reagent
Calling out sick
Review the process for your clinic – for providers please call or text as early as possible, make sure you get a response
- Jen Stradley (residents and faculty call and message for all clinics): 303-548-9072
- Orchard 144th: Tracey 720-346-4141
- 84th: Denice 720-347-5235
- Thornton: Chrisaba 720-260-3390
Also call Occ Health 303-673-7025 – If you are a provider mention you are with the residency and ask to add permission to do virtual work to your work restriction
Please prioritize your health and the health of the whole team – stay home when you are sick, we have all been there or will be there at some point!
PLEASE also keep wearing masks and socially distancing when possible. Numbers are on the rise dramatically in our area.
Additional Topics for Thornton
Staffing updates
Construction updates - what will it look like while it's happening?
Other ways to help each other – any things we can do to streamline processes, help the team, decrease patient callbacks or portal messages, etc?
Additional Agenda Topics for 84th
INR follow up appointments post PCP visit – David Alvarez
Processing IUD referrals - new workflow – Crystal Branham
Scheduling sick peds
Portal appts
Other ideas to help each other – any things we can do to streamline processes, help the team, decrease patient callbacks or portal messages, etc?
Additional Topics for 144th
Other ideas to help each other – any things we can do to streamline processes, help each other, decrease patient callbacks or portal messages, etc?
Anything else?
See you next month for an all-clinic pod meeting!
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