At The Last Minute(s)

Transcription

1 TH-12-2 Concurrent Session 3:10-4:10pm At The Last Minute(s) Andrea Siskind, CPCS, CPMSM and Theresa Buck CPCS

2 At the Last Minute(s) Theresa Buck, CPCS Andrea Siskind, CPCS, CPMSM TSMSS April 20, 2017 Objectives To be able to identify basic meeting rules from Robert s Rules of Order Increase critical thinking skills when taking and transcribing minutes Become more efficient & confident with minutes Have the highest score on the final quiz (yes, there is a quiz and a prize!) Robert s Rules of Order Texas Connection?? 1

3 Robert s Rules of Order Purpose: Ensure majority rule Protect the rights of the minority, the absentees and individual members Provider order, fairness and decorum Facilitate the transaction of business and expedite meetings Robert s Rules of Order Motion is the topic under discussion, requires a second, and must be disposed of (passed, defeated, tabled, referred to another committee, or postponed) A speaker may only be interrupted: to get information about business - point of information to get information about rule parliamentary inquiry if you can t hear, safety reasons, comfort, etc. question of privilege if you see a breach of the rules point of order If you disagree with the chair s ruling - appeal Robert s Rules of Order Example of the Order of Business Call to Order Roll call / sign in Reading/Approval of Officer / Committee Reports Special Business / Referred Items Old Business New Business Announcements Adjournment 2

4 Robert s Rules of Order *Your bylaws override vote counts above Robert s Rules of Order Please also use the attached a Cheat Sheet at the back of this presentation. Questions? 3

5 First things first everyone should be using this citation at the bottom of their minutes: Privileged and Confidential Medical Committee Document TEX. HEALTH & SAFETY CODE et seq; 42 U.S.C et seq. What are minutes? A written representation of the discussions and decisions made during a meeting. Why are minutes important? enable a group to document business conducted and provide a tracking mechanism on the progress of decisions/actions. Purpose of : Provide clear, concise, coherent, and accurate summary of meeting Record decisions of meeting and actions agreed upon Share information of organization s day-to-day and critical operations Provides a review document for next meeting Document recommended action Measure progress should be about what was done, not what was said! 4

6 should: Summarize discussions Accurately summarize decisions and agreed actions Provide a prompt for matters to be discussed at next meeting Provide group members and staff account of decisions should include: Name of group/department/committee Date, location and time meeting called to order Name of person chairing the meeting Name and title of all present and absent All items discussed in order of agenda Any other business referred to committee Agreed actions and who will perform (action items) Deadlines Attachments of documents relevant to meeting Time of adjournment should be approved at next meeting. should avoid: Verbatim transcription of meeting Specifying who said what Off-track discussions, except when a decision occurs Other non-pertinent items 5

7 Tips: Objectivity do not interpret mood or tone Consistency comply with content and format standards that are policy Professionalism proofread technical terms before circulating minutes Logical Flow all events that related to an item should be grouped together Archive minutes should be easy to archive and retrieve electronically When completed, ask yourself - would someone who did not attend the meeting understand: The main points of the discussion? The decisions reached? The required actions? During the meeting: Listen carefully Ask for clarification if necessary Write things down as they happen Check off attendees as they enter the room (sign-in sheets are not always accurate) Write down specifics regarding facts, decisions, actions 6

8 After the meeting: Type minutes within 24 hours (memory still fresh) Write in the 3 rd person and past tense It was reported that. Condense lengthy discussion with After a general discussion regarding (item), it was decided that. Common minutes verbiage: Use a person s full name the first time they are referenced in the minutes and then use the salutation for any additional reference Mickey Mouse presented the Walt Disney report Mr. Mouse will provide attendance information During the report it was noted Following a brief discussion Following a lengthy discussion Following discussion Upon a motion made and seconded, the members voted to 7

9 And don t forget to always have fun when you re doing minutes!!!!!!!!!! Questions? Quiz Time!!! Please pull out your phones and connect to: 8

10 Members Present: Member 1, Chair Member 2 Member 3 Member 4 ABC Hospital Medical Executive Committee Meeting Board Room Tuesday, February 14, 2017 Members Absent: Member 5 Member 6 Quorum Present: Yes No Recorded by: Name, Admin Assistant MSS TOPIC FINDING /DISCUSSION CONCLUSION/ RECOMMENDATION CALL TO ORDER The Medical Executive Committee (MEC) of ABC Hospital was called to order by John Doe, MD, Chair, at 12:06 p.m. in the Board Room. APPROVAL OF MINUTES The MEC minutes for the meeting of January 17, 2017, were presented for approval. NEW BUSINESS HEALTH INFORMATION MANAGEMENT REPORT MOTION was made, seconded, and unanimously carried to recommend the approval of the MEC minutes for the meeting on January 17, 2017, as presented. MOTION was made, seconded, and unanimously carried to recommend the approval of the HIM report as presented. CREDENTIALS REPORT MOTION was made, seconded, and unanimously carried to recommend the approval of the following: February 9, 2017 Credentials Report New Appointments, Reappointments & Requests for Changes OPPE Quality Dashboard Staff Members Present: Guests Present: Director, MSS Guest 1 Manager, HIM CEO CNO CHIEF OF SERVICE For information only. None. REPORTS CEO REPORT For information only. None. OTHER BUSINESS ADJOURNMENT ACTION/FOLLOW UP Forward to the Governing Board for approval. Forward to the Governing Board for approval. Forward to the Governing Board for approval. Respectfully submitted, John Doe, MD, Chief of Staff Privileged and Confidential Medical Peer Review Document Under Tex. Health & Safety Code et seq; 42 U.S.C et seq.

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