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Medical Clinic

  • Physicians are Board Certified in Family Practice
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Ancillary Services

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Health Services Bringing People Together Who Care

Serving Collbran, Mesa, Molina, DeBeque and the Western Slope of CO since 1924

Plateau Valley Hospital District
58128 Hwy 330 Collbran, CO 81624

Plateau Valley Medical Clinic
970-487-3565
Office Hours: M,W-F 8:00-5:00
Tuesdays 7:00-5:00
After Hours: 970-248-0222
Business Office 970-487-0211

The August 2004 minutes are displayed on this page (in html format)

Click to view/download as a Word document (doc)

Other 2004 Minutes

June 2004
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July 2004
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Sept 2004
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PLATEAU VALLEY HOSPITAL DISTRICT MINUTES

August 16, 2004 (corrected)

MEETING CALLED TO ORDER AT 17:17 PM by Helen Spence, President.

BOARD MEMBERS: Helen Spence, Bob Wilson, Frank Wagner, and Clancy Nichols present; Dave Bristol absent.

PVHD STAFF MEMBERS: Dr. Woodyard, Rene Castillo, Vicki Benning, Jessi Clark, Dr. Rollins and Sharon Hill

GUESTS PRESENT: Deb Johns, Chad & Tammy Entwistle, Georgia Young, Rick Lucas, Katie Heist and Kate from MMC office.

1. CHAD & TAMMY ENTWISTLE PRESENTATION: The Entwistle’s presented a written proposal to the Board of Directors requesting action on the purchase of a portion of the building. The proposal was read individually and a short discussion followed. The Board of Directors scheduled a Special Meeting on August 23rd at 5:00 pm to discuss the proposal and respond at a Special Meeting set for August 30th at 5:00 pm. A public notice will be placed in the Plateau Valley Times next edition regarding sale of District property.

2. MINUTES: 07/16/2004 Meeting Corrections: Old Business: Change Natalie Aims to Nathalie Ames; Business Report-Assisted Living Regulations-Christi Laird called and said, instead of said; Resolution # 3 Frank Wagner abstained.

Resolution #1: Be it resolved that the Minutes of the July 19th meeting meeting be approved as corrected.

Frank Wagner motioned and Bob Wilson seconded. Motion carried unanimously.

3. CLINIC CONSULTANT REPORT presented by Deb Johns.

  • August 4, 2004, the health care collections law changed. The law now mandates a notice be sent to the last known address prior to being sent to collection and to keep documentation of notice. Monument Medical Consultants (MMC) is in compliance.
  • The Health Care Finance Administration (HCFA) and the Centers for Medicare and Medicaid Services (CMS) law on diagnosis codes has changed. Changes in diagnosis codes effective on October 1, 2004, must be in place and in use on that date. There no longer is a 90 day grace period. MMC is in the process of getting the changes in place for compliance.
  • By moving our medical manager system to MMC’s system the clinic would:
    • Be more HIPAA compliant,
    • Convert to Version 10 automatically,
    • Save money in the billing process,
    • Continue to have tape back-ups and
    • Upgrade the existing server.
  • Collections at the time of service are doing much better.
  • Deb introduced Kate who is a new staff member. Kate is a certified coder with a vast knowledge in orthopedic and surgery coding and comes from a family practice background. Prior to the meeting Deb and Kate presented changes in coding orthopedic diagnoses to Drs. Rollins and Woodyard and Jessi.
  • MMC sent cards with gift certificates to Walt Jorgensen and Lauri Cooley in appreciation of what they have done for the medical clinic.
  • MMC is terminating an employee for poor performance and their legal counsel requested that clients be notified of this action.

4. EXECUTIVE SESSION was requested by Clancy Nichols.

Resolution #2: Be it resolved that the Board of Directors and Sharon Hill go into executive session at 17:40 PM for discussion of a personnel matter under C.R.S. Section 24-6-402(4)(f).

Clancy Nichols motioned and Frank Wagner seconded. Motion carried unanimously.

Resolution #3: Be it resolved that the Board of Directors and Sharon Hill reconvene at 18.00 PM.

Frank Wagner motioned and Clancy Nichols seconded. Motion carried unanimously.

Helen Spence read the letter from Clancy Nichols to the Plateau Valley Hospital Board Members stating “I would like to say with regret that I am putting in my letter of resignation, effective today.”

Resolution #4: Be it resolved that the Board of Directors accepts with regret the resignation of Clancy Nichols effective at the close of tonight’s meeting.

Frank Wagner motioned, with regret, and Bob Wilson seconded. Motion carried unanimously.

5. OLD BUSINESS:

  • Mesa Clinic Progress Report:
    • Dr. Rollins reported that a detailed floor plan for a 2000 sq. ft. clinic has been given to two major modular home companies that do custom homes. One company has replied and stated that they do not make extensive changes. To date the second company has not responded.
    • Dr. Rollins reported that Nathalie Ames is ready when the modular home company responds.
    • Dr. Woodyard reported that a Grand Junction dentist called and may be interested in having space in the Mesa Clinic as he has a lot of Collbran and Mesa clients.
    • The Governor’s Rural Healthcare Initiative Grant was changed from building a Mesa Clinic to purchasing a clinic building.
  • Collbran Clinic:
    • Frank Wagner’s Architectural Design Fee Proposal was reviewed.

Resolution #5: Be it resolved that Frank Wagner’s Architectural Design Fee Proposal of $7,300.00 is accepted as presented.

  • Bob Wilson motioned and Clancy Nichols seconded. In Favor: Bob Wilson and Clancy Nichols. Opposed: None. Abstained: Frank Wagner. Motion carried.
  • Service Plan: The revised Service Plan for the District was reviewed for discussion. A question was raised as to whether the $230,000 in paragraph 8 needs to be spelled out. The lawyer will review the service plan as written and any changes recommended by her will be made prior to setting a hearing date.

Resolution #6: Be it resolved that the Board of Directors accept the Service Plan for legal review and recommended changes.

Frank Wagner motioned and Bob Wilson seconded. Motion carried unanimously.

  • 2002 Appraisal Report: Information regarding the 2002 appraised value of the property was included in the Board of Directors packet for review. This information will be included in the Special Board Meeting on August 23rd.
  • Administrative Consultant Plan for business position recruitment was presented with his statement of charges incurred to date. Larry Jokerst’s plan was reviewed and discussed. Larry will be contacted as soon as the information is complete and ready for advertisement.

Resolution #7: Be it resolved that the Board of Directors approve payment of the Administrative Consultant Fees in the amount of $808.75.

Frank Wagner motioned and Clancy Nichols seconded. Motion carried unanimously.

6. NEW BUSINESS:

  • Policy Committee: Board By-Laws and Medical Staff By-Laws were included in the packet for review at a later date. It is suggested that a Policy Committee be formed. Frank Wagner, Helen Spence and Erika Woodyard were appointed. Sharon will e-mail word documents to each of them for review. A meeting will be set at a time convenient for all.
  • Business Administrator Position Job Description: An executive session was requested at the end of the meeting for discussion.

7. BUSINESS REPORT: Report presented by Sharon Hill.

July


Charges Write Offs/Misc. Inc. Gross Profit Operating Expense Net Ordinary Income Other Income/Exp Net Income/(Loss)
Clinic 26461.49 -11409.14 15052.35 -39708.38 -24656.03 23941.72 4285.69
Construction 0 0 0 -1719.40 -1719.40 0 -1719.40
Energy Impact 0 0 0 0 0 0 0
Administration 1056.52 0 1056.52 -5112.19 -4055.67 7431.46 3375.79
FIA 1799.01 0 1799.01 -866.81 932.20 1.10 933.30
Total 29317.02 -11409.14 17907.88 -47406.78 -29498.9 36374.28 6875.38

  • Financial report review:
    • Cash available is the same as January 1st
    • A/R is down $11,000 from January 1st due to better collections at the time of service, bad debt write-offs and clean up of accounts receivable by Monument Medical Consultants.
    • Property Taxes to be collected the remainder of the year are $18,000
    • There is a $6,800 profit this month and a ($35,600) loss year to date
    • Looking at the last two years at this time we are well above the ($110,000) and ($120,000) loss, but this year more of the taxes have been collected same time frame
    • Expenses need to be looked at and supplies inventoried so that we are not maintaining more supplies than are needed in a 30 to 60 day period.
    • Marketing the facility in tourist areas could bring in more income and should be a high priority.
    • Income must increase in order to maintain the viability of the clinic.
    • This month the write-offs are higher due to an adjustment in the HMO Contingency account. There were case management and IPA monies in the HMO account which were corrected. The bottom line was not affected but the write-offs increased by $3,200 and the expense account #545 decreased by $3,200
    • It’s budget time and we all need to take a hard look at ways to cut expense. We no longer take the Van to Grand Junction and are ordering copy paper, pop, candy and other supplies we normally got at SAM’s Club from Marigold Market at cost plus 5%. Last week it cost less than $9.00 for the delivery of several cases of product and this week the cost was less than $4.00.
    • Cash Basis report shows ($1,600) dollar loss YTD, but we have received $66,000 more of our tax monies than budgeted for the same period.
  • The Finance Committee met on the 10th and went over the reports. There are concerns as to the budget and actual costs. To date we have not exceeded the expense allocated by the Board of Directors to the County Commissioners and the Division of Local Government. The budget was based on increased patient revenue, which has not occurred at the rate budgeted.
  • 2005 Budget: A preliminary budget will be presented in September using actual figures as well as a 5%, 7% and 10% increase in patient revenue.
  • 2004 Supplemental Budget: A supplemental budget will also be presented at the time expenses are going to exceed the 2004 allocation.

Resolution #8: Be it resolved that the Accounts Payable and Payroll Checks (#43232-43294) be approved.

Bob Wilson motioned and Frank Wagner seconded. Motion carried unanimously.

Resolution #9: Be it resolved that the Board of Directors approves the July write-offs as follows: General Write/Offs $560.95; Medicare $1680.57; Blue Cross/Blue Shield $299.67; HMO $378.45; Bad Debt $2120.07; Collection Charge $16; CCHP $-00; Medicaid $1210.26; HMO Contingency $4579.47; Hill Burton $182.71; Courtesy Emp. W/O $.00; Error Correction $00; State Compensation $56.99; Correct Charges MMC $.00; Physician Incentive 00; Clean up by MMC $324.00; Refunds to Patients $.00, HMO Contingency $1485.73.

Frank Wagner motioned and Clancy Nichols seconded. Motion carried unanimously.

8. FAITH IN ACTION: Report given by Vicki Benning.

  • The fund raiser at Branson’s was a lot of fun. The community enjoyed themselves as well as making about $300.00 for the evening.
  • Our Faith in Action board meetings have been set to resume in September. We will need another board member at that time due to Gene Mack Leaving.
  • We are working on the Christmas Fair plans as well as the bake sale on January 5th at Powderhorn.
Faith in Action Update

Jan Feb Mar Apr May June July Total
Community Donations 160 25 1033 1019 200 25 1549 4011
Grants 250


5000
250 5500
# of volunteers providing services 41 41 41 41 44 45 45 45
# of community members served 13 9 12 15 10 17 10 86
# of hours of service provided 130 81 90 85 100 90 130 706
# of transporation miles provided 750 953 912 525 950 756 1300 6146

9. ENVIRONMENTAL SERVICES: Report given by Rene Castillo.

  • Physical Therapy had their phone lines transferred to the room upstairs and Rene will assist with moving the equipment at the end of this week.
  • The Business Office needs a safety glass window due to the proximity of the boiler room to the east. The cost of this window is $1400 from the Collbran Supply. Other bids were $1900, $2100 and $2500. It was authorized by Sharon to be ordered last Friday. Frank Wagner suggested canceling the order and placing a window to the North which would not require the safety glass. Rene and Sharon will work on a resolution to the window that will be safe and less costly.
  • All of the new wing faucets in the rooms will need to be replaced at the cost of $178 each for commercial grade. There are 4 or 5 that will be used and it needs done prior to the move.
  • The elevator test and repair was discussed. The elevator needs tested and the cost will be $1200. Dependent on the test their will be repairs. The repairs will be discussed when we know the cost and extent.
  • Rene reported that there are pressure surges on the water lines. He has talked to the Town of Collbran and they said it was District responsibility. Discussed the problem and Rene said he would contact Dave Terpstra to look at the pressure reducers and see if they could be adjusted.

Resolution #10: Be it resolved that the Board of Directors approve the purchase of 5 faucets for the upstairs rental spaces in the amount of $178.00 each for a total of $890.00.

Bob Wilson motioned and Frank Wagner seconded. Motion carried unanimously.

Resolution #11: Be it resolved that the Board of Directors approve the testing of the elevator in the amount of $1200.00.

Frank Wagner motioned and Clancy Nichols seconded. Motion carried unanimously.

10. CLINIC REPORT:

  • Census

Jan Feb Mar Apr May June July Year-To-Date
Total Dr Appt 271 283 292 266 267 267 246 1910
# Days 21 20 22.5 21 20 22 21 147.5
Ave/Day 12.9 14.15 12.98 12.67 13.35 12.95 11.71 12.95
Lab/Inj 77 85 77 68 79 81 75 542
Pharm 24 41 24 36 20 17 13 175
AH Pharm 6 0 1 1 6 0 0 14
After Hours 10 10 9 23 18 24 23 117
Other 19 25 20 18 24 18 11 135
Paged Calls 86 57 65 87 68 68 80 511
Mesa Clinic Dr 0 7 16 18 7 8 1 57
Mesa Clinic Nu 0 1 2 1 3 3 0 10
Mesa New Pt


0 0 0 0 0
Clinic New Pt



7 4 7 18
  • Jessi reported that the Free Press had a very nice article about the physicians 10 year anniversary which was written by Dick Hess. There is a copy on file in Sharon’s office and a paper in the patient waiting area.

11. ENERGY IMPACT GRANT

  • Energy Impact Grant: Sharon reported that the Electronic Medical Records have been ordered and the request for payment from Energy Impact Grant has been mailed.
  • Governor’s Rural Healthcare Initiative: Dr. Rollins reported that the Letter was revised after talking to Tim Sarmo and was sent. It will be reviewed and a letter of acceptance or denial will be received by September 1.

12. EXECUTIVE SESSION REQUESTED FOR EMPLOYEE EVALUATION.

Resolution #12: Be it resolved that the Board of Directors, Dr. Woodyard and Rene Castillo go into executive session at 19:20 PM for a personnel matter under C.R.S. Section 24-6-402(4)(f).

Frank Wagner motioned and Bob Wilson seconded. Motion carried unanimously.

Sharon Hill was requested to be in attendance at 19:30.

Resolution #13: Be it resolved that the Board meeting reconvene at 19:37 PM.

Clancy Nichols motioned and Frank Wagner seconded. Motion carried unanimously.

Resolution #14: Be it resolved that the Board of Directors accepts the evaluation of employee and approves the annual raise applicable.

Clancy Nichols motioned and Frank Wagner seconded. Motion carried unanimously.

13. EXECUTIVE SESSION REQUESTED FOR LEGAL ISSUE

Resolution #15: Be it resolved that the Board of Directors, Dr. Woodyard, Jessi Clark and Sharon Hill go into executive session at 19:43 PM for the purpose of informing the board of a specific legal issue under C.R.S. Section 24-6-402(4)(b).

Frank Wagner motioned and Clancy Nichols seconded. Motion carried unanimously.

Resolution #16: Be it resolved that the Board meeting reconvene at 19:48 PM.

Clancy Nichols motioned and Frank Wagner seconded. Motion carried unanimously.

14. EXECUTIVE SESSION REQUESTED FOR PERSONNEL ISSUE

Resolution #17: Be it resolved that the Board of Directors, Dr. Woodyard and Sharon Hill go into executive session at 19:50 PM for a personnel matter under C.R.S. Section 24-6-402(4)(f).

Bob Wilson motioned and Clancy Nichols seconded. Motion carried unanimously.

Resolution #18: Be it resolved that the Board meeting reconvene at 20:16 PM.

Clancy Nichols motioned and Bob Wilson seconded. Motion carried unanimously.

  • Sharon was requested to contact Shannon Currier regarding accounting questions.

Meeting adjourned at 20:17 PM.

Respectfully submitted by,

Sharon Hill, Secretary

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