Delaware Health Information Network Board of Directors. Tuesday, October 23, :00 p.m. 3:00 p.m.

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1 Delaware Health Information Network Board of Directors Tuesday, October 23, :00 p.m. 3:00 p.m. DHIN Conference Room 107 Wolf Creek Blvd Dover, DE Meeting Minutes CALL TO ORDER In the absence of Board Chair Randy Gaboriault and Vice Board Chair Andy Bouchard, Board Secretary Bettina Riveros presided and called the meeting to order at 1:15 p.m. It was noted that although a majority of the full Board was present either in person or on the phone, only those present in person could be counted for quorum purposes, and there were not enough present in person to constitute a quorum. JULY 24, 2012 MEETING MINUTES Lacking a quorum, the Board deferred approval of the July 24, 2012 meeting minutes. ACTION ITEMS: All Action Items deferred due to lack of quorum. COMMITTEE STATUS REPORTS Executive: Jan Lee reported that DHIN is beginning to plan for a post-cooperative Agreement environment, grounded in DHIN s enabling statute describing DHIN s purpose and vision. DHIN continues to work with a number of groups to ensure that the full value of DHIN can be achieved by various stakeholders such as the PCMH Consortium, APCD workgroup, Delaware Healthcare Association and the Medical Society of Delaware. In September, DHIN s ONC Program Officer conducted its annual site visit as part of the Cooperative Agreement. She explained that the visit went very smoothly. Jan Lee also provided an update to CCD exchange functionality. She explained what CCDs are, the concerns of the DHIN Health Information Management Committee regarding its printing function and how the ability to implement CCD exchange is critical for practices and hospitals to achieve Stage 2 Meaningful Use. DHIN made the decision to activate the functionality and will do so in a deliberate fashion by first piloting it at two

2 practices. DHIN has submitted a formal enhancement request to Medicity to address concerns with printing. Bettina Riveros stated that it was important to have the capability to pull data from disparate sources as it leads to lower costs and improves the quality of data. The Executive Committee modified DHIN s paid time-off (PTO) carryover policy. The revised policy increases the number of unused PTO days a DHIN employee can carry over at the end of the fiscal year from 10 to 16 days. Jan Lee noted that she continues to be asked to speak to numerous state and national groups, as do the other members of the management team. DHIN maintains a high profile within the industry. Finance Committee ACTION ITEM Donna Goodman presented the Finance Committee report. She noted that at the last Finance Committee meeting, the committee recommended that the DHIN Executive Director have signing authority on contracts valued at $50,000 or less; any contracts whose value exceeds $50,000 would require the signature of the Board Chair. Additionally, the committee approved the Chief Financial Officer job description. Michael Sims reported that the annual audit was complete. He commented that the process went well and noted that there were few comments by the auditors. Michael Sims explained that the auditors found that DHIN understated net assets leading to a reclassification, improperly calculated an IRA match for one employee and needed to reclassify unpaid bonuses. All items will be addressed. Dr. Steve Lawless asked if there were any surprises in the audit. Donna Goodman replied there were none. Jan Lee noted that there was one item requiring Board action, extending DHIN s office lease for two years. She noted that DHIN s lease extension terms were very favorable, compared to other commercial office space available in Dover. Brian Posey asked, since the meeting lacked a quorum, if this matter could be addressed by the Executive Committee. There were no additional comments or concerns stated regarding the lease extension and the matter was referred to the Executive Committee. DHIN MANAGEMENT REPORT: Jan Lee began by noting that the Management Reports will now be organized around the DHIN s strategic, fiscal year goals: Financial/Sustainability, Adoption/Relevance and Feature/Function

3 She introduced Ali Charowsky, DHIN s new Executive Assistant, who is replacing Wendy Fitzgerald who moved onto the Provider Relations team, and Ashley Eason, who is working with the technical team on a contractual basis. Finances: Michael Sims presented the September 2012 financial results, which represented the first quarter's activity. He noted that there were significant account receivables from the data senders for their result delivery services and from the State's Medicaid and State Employee Benefits Committee as a result of the contracts not having yet been signed. In the P&L report, Michael Sims noted revenue was ahead of plan as a result of signing three new data senders and that expenses were below plan due to a delay in implementing projects. Michael Sims added that DHIN received from Highmark Blue Cross Blue Shield Delaware the first installment of $1 million. He added that, from an accounting perspective, DHIN will not be reporting all of this as income at once. Michael Sims noted that DHIN s auditors requested that DHIN change its accounting policy on how DHIN recognizes grant funds. Pursuant to the auditors request, grant revenue will be recognized when the expenses are incurred. This policy change will have no impact on DHIN s financial position. Jan Lee noted that one of DHIN s strategic goals was to raise $200,000 in new revenue. Currently DHIN has secured approximately $8,000 with new data senders, and there are other data senders, worth approximately $20,000, close to signing. DHIN continues to pursue other sources. Adoption/Relevance: Jan Lee reminded the Board that one of DHIN s Strategic Goals is to establish ongoing exchange with at least one out of state entity. She explained that DHIN made progress with the national Prescription Drug Monitoring Program and was negotiating with CRISP (Maryland s statewide HIE). DHIN will also be pursuing participation in the NwHIN for Veterans Administration, Department of Defense and Social Security Administration connections. Additionally, Jan Lee reported that Jefferson University Hospital is still interested in becoming a data sender and she will reach out again in early DHIN has added a new data sender, a New Jersey laboratory, and a laboratory from Baltimore expressed interest in joining DHIN as a data sender. Jan Lee reported the following Delaware metrics: 97% provider enrollment 616 practices are enrolled, representing a 31% growth in practice enrollment Year-Over-Year 292 signed off practices; this represents a 39% Year-Over-Year growth - 3 -

4 in numbers. 62% of enrolled practices are signed off. This represents a 41% Year- Over-Year increase in percent of signed off practices. DHIN s Fiscal Year 2013 Goal is 75%. DHIN continues to sign off practices. Yet, DHIN s sign off rate has plateaued at about 35% of DHIN practices that are aged, i.e., not signed off after 3 months. Of these practices, 84% have been live for a year or more without signing off. Recently, DHIN certified interfaces to McKesson, M3 and Centricity as well as completed the conversion to the inexx platform. These actions should remove most of the remaining excuses for not signing off. DHIN now has 11 certified EHR results delivery interfaces. This means that 51% of DHIN practices using an EHR have a certified interface available to them. It s an important milestone that this number is now above 50%. DHIN is in contract or active beta testing with eight more EHRs. When all are certified, DHIN will have interfaces available for 19 EHRs. Jan Lee cautioned that because there are 62 different EHRs known to be used by DHIN practices, and 47% of these are used in only one practice in the state, it makes it very unlikely DHIN will be able to get these vendors with a small Delaware market penetration to work on developing and testing an interface to DHIN. Project Management and Technical Update: Jan Lee reported that DHIN continues to make progress against the Fiscal Year s Statement of Work. She explained that it is difficult to quantify the progress and this metric doesn t take into account the holdover work from FY12 that has been done. She added that another FY13 goal is to fulfill requirements to maintain the Cooperative Agreement $4.7 million grant funding stream. The grant is scheduled to end September 30, DHIN will have one full quarter in its FY14 to spend any remaining funding from in FY13. DHIN constructed its FY13 project portfolio with the goal of spending it all this fiscal year with a buffer for any projects that slip. OTHER BUSINESS Randy Gaboriault offered his congratulations and thanks to A.I. DuPont Hospital for Children and DHIN staff for going live on DHIN. NEXT BOARD MEETING The next Board meeting will be held on January 22, 2013, 11:30 a.m. to 1:30 p.m. at Christiana Care Health System. PUBLIC COMMENT There were no comments from any members of the public in attendance

5 ADJOURN The meeting adjourned at 2:50 PM. Attendance Board Members Present Randy Gaboriault (by phone) Donna Goodman Bettina Riveros Tom Tresize Rich Heffron Terri Steinberg (by phone) Andy Bouchard (by phone) Meaghan Brennan Dave Walczak Dr. Steve Lawless Michael Morton Brian Posey DHIN Staff Present Dr. Jan Lee Mike Sims Mark Jacobs Randy Farmer Richard Wadman Lakeisha Moore Andy Gillan Ashley Eason Spiros Mantzavinos Board Members Absent Dr. Senuoke James H. Sills, III Rosanne Mahaney Bill Kirk Ed Ratledge Guests Present Michele Sloan, Office of Management & Budget Lynn Misener, Beebe Hospital Kimberly Reinagel-Nietubicz, Office of the Controller General Mike Metzger, Medical Society of Delaware - 5 -