CHS User Group April 22, 2016 Xerox Waite Park MN 10 am to 2:30 pm Face-to-Face w/ Conference call option

Transcription

1 Minnesota Counties CHS User Group April 22, 2016 Xerox Waite Park MN 10 am to 2:30 pm Face-to-Face w/ Conference call option AGENDA 1. Call to order-daniel Jensen Dan Jensen called meeting to order at 10:07 2. Roll Call (Quorum 17) Quorum established Anoka County Community Health & Environmental Services: Laura Brovold Bloomington: Molly Snuggerud Cass County Health, Human and Veterans Services: Jamie Richter Clay County: Kathy McKay Dakota County: Vicki Martin Freeborn County: Sue Yost Goodhue: Mary Heckman Kandiyohi County: Denise Kragenbring Meeker/McLeod/Sibley: Allie Frederichs Morrison County: Amy Herold; Fran Dosh Mower County: Lisa Kocer

2 Minnesota Counties Olmsted County Public Health Services: Dan Jensen; Lisa Klotzbach Otter Tail County: Diane Thorson Rice County: Deb Purfeest Sherburne County: Kathy Landwehr Stearns County: Renee Frauendienst Todd County: Jackie Och Wadena County: Cindy Pederson Waseca County: Sondra Herman Wilkin County: Deb Jacobs Wright: Carol Schefers MCCC: Lisa Meredith Xerox: Mary Thompson; Deb Castellanos 3. Agenda additions/ changes and approval Discussion: None Motion to accept agenda as printed: Sue Yost Second: Deb Jacobs Motion carried 4. Consent Agenda: a. Approve minutes of CHS User Group Meeting January 29, 2016 b. Review of minutes of CHS Advisory Meeting April 6, 2016 c. Support Desk Call Summary by Customer Fiscal Year End Report Discussion: Reports in packet; reports reviewed. End of Contract year-tech hours by year reviewed by Mary T: remaining hours unused. See report hours will roll over to next year. Hours by agency/county-total used Lisa-do they want to reach out to those over and under significantly? Allow to carry over 20%.

3 d. Technical Hours Committee Assignment & Usage Fiscal Year End Report e. Modifications to 2016 Maintenance & Support contract moving us to a calendar year Minnesota Counties Modifications in 2016 is a short year so numbers look different. Motion accept reports: Deb Jacobs Second: Sue Yost Motion carried 5. Old Business: a. Agency M&S/ BAA contract ratification b. AS/400 platform retirement from PH-Doc as of 12/31/ New Business: a. Sandlot Solutions i. Status ii. Unpaid MCCC Invoices for work completed b. Dakota County MN Dept. Revenue tax audit c. Initial allocation of 2016 Enhancement Hours to committees See list of ratified contracts-please send it in or let them know if done and not noted. Reviewed who does not have theirs sent in. Please have done by June 17, MCCC Joint Powers By-laws changes also coming probably in June/July. Reminded to move to SQL by end of reminder went out to IT and PH Directors. Heard from about 5-6 counties. See the Maintenance and support hours-last column. Reminder that you budget for amounts. a. Sandlot has ceased operations; website down; MDH removed certification. No longer able to provide services; PH doc interfacedcosts for programing. Xerox did changes, MCCC paid funds; billed Sandlot-did not pay. Outstanding Invoices from Sandlot and Impreva; Sandlot outstanding amount: $25,928.55; How are we going to pay for this? This would need to be paid to MCCC. Discussion: Does Southern Prairie and South Country have ability to pay? South Countrydid they pay Sandlot? Did Southern Prairie pay Sandlot? Basically all work done-is transferable-the testing with Sandlot is where time was spent. MCCC asking if will be

4 Minnesota Counties covered? Or should go to MCIT as a claim. Impreva paying slowly too-for Winona project. Impacts future projects like this in convincing the MCCC Board. MCCC Attorney is checking into this-not looking good for payment in future. Discussion followed on how to proceed. Leverage is at the counties participating in SC and SP. Cindy P and Jackie O to talk about how to handle for meeting in two weeks; Lisa working with Ann S. Motion made by Fran Dosh to wait 3 weeks to allow the two groups to talk and get a plan. If it doesn t work, then MCCC will send the invoice to the participating counties for payment. Cindy Pederson seconded Motion Carried Laurie-should we take some lessons learned from this for future types of these activities. This can inform future processes. May need to be sure the players are aware of risk or get closer to payment source. Impreva contract puts Winona at risk-they need to be reaching out to Impreva since they are slow to pay the bill. b. Dakota revenue tax audit-flagged an MCCC invoice for 2013 for license agreement for PH Doc. It has happened in the past. Never been an issue-a letter from MCCC has sent this and it covers it but this time MCCC is getting push back. Lisa wanted to let us know-a letter is being drafted relate to tax exemption. Working on Board discussion/decision since it affects all the user groups in MCCC work. It is related to the License fee-this can also impact maintenance and support. Question-In this

5 Minnesota Counties taxable software. (Custom software-not taxable). There is some pushback. May need to re-word this. May get advised to change language in number of places. How do we protect the software and protect against taxable); Lisa is getting MCCC Board approval. Will send Dakota draft c. Allocation of enhancement hours: going to 75% (April-Dec)-allocating hours hours; rolling over ; allocations per the handout; numbers based on history and shorter year with some moving around. Diane Thorson made motion allocation as proposed. Laurie Brovold second Motion passed. 7. Regular Business: a. MNCCC Updates Annual conference and region meetings dates reviewed. See conference agenda. Open position on board-region 1 and treasurer. No one from CHS on Board ever-would be nice. By Laws- balloting OK and some CA s not happy. Removes that language. Made payment changes and MNCCC change. Trying to improve RSVP and website changes. Changes will be toward end of 2016 and into Discussion around little more granularity around group meetings. Send to advisory committee. b. Enhancement Committee i. Enhancement Survey ii. Beta Testing/ Version Report given by Denise K. See written report; watch for Survey monkey for HFA; may be asking for couple

6 Status iii. Committee Update c. Finance Committee i. Financial Reports ii. PH-Doc website update iii. Recommendation for 2017 pricing Minnesota Counties thousand dollars for enhancements-participatory; Lisa asked: does form work-yes! Discussion related to Chair-Would someone want to take this over? Anyone interested-talk with Leah or Denise. Possible rotating chairmanship; Two co-chairs with staggered was suggested. Sue Yost made a motion to approve financial report Second: Deb Discussion: Looks a little different; ask for lines and numbers on the report. Motion Carried Deb Jacobs gave report-requesting testimonials for website-send to Lisa. Volunteers: just a couple of lines-carol from Wright; Sue Y-Freeborn; Dakota; Stearns; Ottertail; Cass/Morrison/Todd/Wadena; Olmsted Recommendation for pricing in 2017 discussed. Lisa will send out fees for 2017 for June meetings; along with enhancements or other items. Also working on an action plan. Once developed will be shared. d. Quality Assurance/Improvement e. Training i. Training feedback ii. upcoming training schedule iii. Additional training needs/ ideas 8. Discussion/ Demo: a. AHC grant application & Diane Thorson-(QA) see report; talked about clean-up in Beta-testing such as report of open care plans with closed frames/san s; goal to help agency do that; future work-social determinants of health Lisa Klotzbach-gave report; see written report; webex will be for straight forward; more in-depth will be face-to-face; looking at list serve groups such as AR (be sure to talk with Lisa before moving forward in this area); encourage trainers to volunteer; sending a survey to counties that didn t send staff-why not. Upcoming trainings reviewed-see report. Dan: gave report-mayo fiscal host; going well-coming

7 overview b. Winona WRCC SIM Grant c. U of MN - Omaha Warehouse request from Karen Monsen - status update d. Record Retention state workgroup update 9. Marketing Updates a. Ramsey County b. Scott County c. Chisago County d. Benton County e. Hartford Connecticut f. Others Minnesota Counties out Mid-May; 12 counties in SE MN; Primary Clinicsscreen at point of rooming them; SDOH questions-if no needs-move on; social needs and 2 or more ER visits-referral to CNT team-to connect to care (high risk); low risk would give summary of information to primary care provider for referral. There is a deduplication software plan; working on governance; CQI processes. Future ask for IT funding for development in PH Doc. Dan and Mary-reviewed power point; create a new instance of PH Doc creating a community-effacing through Citrix; Consuming data from multiple agencies; creating a portal to send and receive information-all secure. Using linked charts typescreates a client book for all practitioners; this functionality will be available (right inside agency)-fall release Diane Thorson reported University of MN working with Attorneys for providing data to U of M deidentified data for research purposes; research requirements implications Cindy Pederson reports-final draft to historical society and waiting for feedback due in the summer. Copies of the report given to PH Doc. Lisa requested a copy. Goal: include purge language in the system in the future. Lisa M, Dan J, Deb C and Mary T and gave the report. Some movement from Ramsey; Scottselected for demo for RFP May 24 th ; Chisago-go to PH Doc for 2017/18 working in budget; Benton-for 2017/18-keeping in touch; PA-through OMAHA system on line-1 person ship-non-profit; Hartford, CT one-asthma-focus. Other: Social Services-Value Curve-Fits: PH Doc/Social Service; DC and AZ-So advanced from all other Social

8 Services Solutions. Minnesota Counties Testing immunization for MIIC directly-sending live-won t be a huge onboarding item. Home visiting-new Data elements that CMS is requiring. Put in application, updates in data systems 10. Adjourn Cindy Pederson made motion Sue Yost -Second Meeting Adjourned at 2:03 p.m.