maricopa health centers governing council strategic ... 042717 binder as of 042017.pdfone or more of...

Maricopa Health Centers Governing Council

Strategic Planning and Outreach Committee

Meeting

April 27, 2017 2:00 p.m.

Agenda

Agendas are available within 24 hours of each meeting in the Maricopa Health Centers Governing Council Office, located in the Comprehensive Health Center, 1st floor, 2525 E. Roosevelt, Phoenix, AZ 85008, Monday through Friday between the hours of 8:00 a.m. and 4:30 p.m. and on the internet at http://www.mihs.org/about-mihs/governing-council.. Accommodations for Individuals with Disabilities, alternative format materials, sign language interpretation, and assistive listening devices are available upon 72 hours advance notice through the Secretary to the Maricopa Health Centers Governing Council at (602) 344- 1637. To the extent possible, additional reasonable accommodations will be made available within the time constraints of the request.

4/20/2017 1:53 PM

Welcome We welcome your interest and hope you will often attend Maricopa Health Centers Governing Council Strategic Planning & Outreach Committee meetings. Democracy cannot endure without an informed and involved electorate. The Maricopa Health Centers Governing Council is the governing body for Maricopa Integrated Health System’s Federally Qualified Health Center Look Alike Clinics. Each Council member is a volunteer who represents one of the five Districts in Maricopa County. The Maricopa Health Centers Governing Council sets policy and the Maricopa Health Centers Governing Council’s Chief Executive Officer, who is hired by Maricopa Integrated Health Systems and the Maricopa Health Centers Governing Council, directs staff to carry out the policies. Meetings The Strategic Planning & Outreach Committee generally holds meetings quarterly. Please visit http://www.mihs.org/about-mihs/governing-council or call the Secretary to the Maricopa Health Centers Governing Council at 602-344-1637 to confirm the date of the next quarterly meeting. The meeting may appear to proceed quickly, with important decisions reached with little discussion. However, the agenda and meeting material is available to the Strategic Planning & Outreach Committee prior to the meeting, giving them the opportunity to study every item and to ask questions of MIHS staff members. If no additional facts are presented at the meeting, action may be taken without further discussion. How Citizens Can Participate The Strategic Planning & Outreach Committee values citizen comments and input. Citizens may appear before the Strategic Planning & Outreach Committee express their views. Any member of the public will be given three minutes to address the Committee on issues of interest or concern to them. If you wish to address the Committee, please complete a Speaker’s Slip and deliver it to the Secretary to the MHC Governing Council. If you have anything that you wish distributed to the Committee and included in the official record, please hand it to the Secretary who will distribute the information to the Committee Members and MIHS Senior Staff. Speakers will be called in the order in which requests to speak are received. Your name will be called when the Call to Public has been opened or when the Committee reaches the agenda item which you wish to speak. As mandated by the Arizona Open Meeting Law, governing bodies may not discuss items not on the agenda, but may direct staff to follow-up with the citizen.

AGENDA

Maricopa Health Centers Governing Council Strategic Planning & Outreach Committee Meeting

Committee Members Chris Hammond, Committee Chair April Jordan-Kramer, Vice Chair Lloyd Asato, Member Gary Tenney, Member Wyatt Howell, Chief Executive Officer, Maricopa Health

Centers Governing Council, Non-Voting member Mike Robertson, Sr. Vice President Marketing & Public

Affairs, MIHS, Non-Voting member Susan Doria, Sr. Vice President Strategic Planning

Mission Statement Serve the population of Maricopa County with excellent, comprehensive health and wellness in a culturally respectful environment.

http://www.mihs.org/about-mihs/governing-council

http://www.mihs.org/about-mihs/governing-council

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When Speaking at the Podium Please state your name and the city in which you reside. If you reside in Maricopa County, please state the District you live in. If you have an individual concern involving the Strategic Planning & Outreach Committee, you are encouraged to contact your Committee member at 602-344-1637. We will do everything possible to be responsive to your individual requests. Public Rules of Conduct The Strategic Planning & Outreach Committee Chair shall keep control of the meeting and require the speakers and audience to refrain from abusive or profane remarks, disruptive outbursts, applause, protests, or other conduct which disrupts or interferes with the orderly conduct of the business of the meeting. Personal attacks on Committee members, staff, or members of the public are not allowed. It is inappropriate to utilize the Call to Public or other agenda item for purposes of making political speeches, including threats of political action. Engaging in such conduct, and failing to cease such conduct upon request of the Committee Chair will be grounds for ending a speaker’s time at the podium or for removal of any disruptive person from the meeting room, at the direction of the Committee Chair.

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Maricopa Medical Center Administration Building Navajo East & West Rooms 2601 E. Roosevelt Phoenix, AZ 85008

Secretary's Office 602-344-1637 Fax 602-344-0937

Thursday, April 27, 2017 2:00 p.m.

One or more of the members of the Maricopa Health Centers Governing Council Strategic Planning & Outreach Committee may attend telephonically. Committee members attending telephonically will be announced at the meeting.

Pursuant to A.R.S. § 38-431.03(A)(3), or any applicable and relevant state or federal law, the Strategic Planning & Outreach Committee may vote to recess into an Executive Session for the purpose of obtaining legal advice from the Committee’s attorney or attorneys on any matter listed on the agenda. The Committee also may wish to discuss any items listed for Executive Session discussion in General Session, or the Committee may wish to take action in General Session on any items listed for discussion in Executive Session. To do so, the Committee will recess Executive Session on any particular item and reconvene General Session to discuss that item or to take action on such item.

Call to Order Roll Call Call to the Public This is the time for the public to comment. The Strategic Planning & Outreach Committee may not discuss items that are not specifically identified on the agenda. Therefore, pursuant to A.R.S. § 38-431.01(H), action taken as a result of public comment will be limited to directing staff to study the matter, responding to any criticism or scheduling a matter for further consideration and decision at a later date.

ITEMS MAY BE DISCUSSED IN A DIFFERENT SEQUENCE Discussion, Presentation and Recommendations by the Committee: 1. Discuss Process for Developing Strategic Goals/Initiatives for the Maricopa Health Centers

Governing Council; Possible Action on Strategic Goals/Initiatives 25 min Susan Doria, Senior Vice President of Strategic Planning

2. Approve the Maricopa Health Centers Governing Council’s (MHCGC) Strategic Planning &

Outreach Committee Meeting Minutes dated January 26, 2017 5 min Maricopa Health Centers Governing Council Strategic Planning & Outreach Committee Members

3. Discuss Experiences from Committee Members’ Tours of the Federally Qualified Health Centers

Look Alike Clinics (FQHC LA) 10 min Maricopa Health Centers Governing Council Strategic Planning & Outreach Committee Members

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Discussion, Presentation and Recommendations by the Committee, (cont.): 4. Discussion on Quarterly Outreach Report and Future Comprehensive Health Center (CHC)

Events and/or Health Fairs 30 min Walt Stutz, Director of Marketing

5. Discuss Dental Marketing Campaign, Current and Future Plans for Marketing Dental Services to

Maricopa Integrated Health System (MIHS) Employees 10 min Mike Robertson, Vice President of Marketing & Public Affairs

6. Review of Strategic Planning and Outreach Committee and Staff Assignments: 5 min

Pam Hjerpe, Secretary to the Health Centers Governing Council a. Old Business

October 26, 2106

• Site visits from Members feedback at next meeting

January 26, 2017 • Investigate a possible Health Fair event at the Comprehensive Health Center • Recommendation to meet ½ hour earlier for the next meeting to discuss Strategic

Goals 7. Future Agenda Item Requests and Chair and Member Closing Comments: 5 min

Chris Hammond, Committee Chair

Adjourn


Strategic Planning and Outreach

Committee Meeting

April 27, 2017

Item 1

Developing Strategic Goals

(No Handout)



Committee Meeting

April 27, 2017

Item 2

Minutes

Maricopa Health Centers Governing Council – Strategic Planning & Outreach Strategic Planning & Outreach Committee Meeting Minutes – General Session – January 26, 2017

1

Draft

Minutes Maricopa Health Centers Governing Council

Strategic Planning & Outreach Committee Meeting Maricopa Medical Center

Administration Building, Auditorium 1 January 26, 2017 2:30 p.m.

Voting Members Present: Chris Hammond, Committee Chair April Jordan-Kramer, Vice Chair Gary Tenney, Member Simon Thomas, Member (participated telephonically) Non-Voting Members Present: Mike Robertson, Vice President Marketing & Public Affairs Wyatt Howell, Chief Executive Officer Maricopa Health Centers

Governing Council Susan Doria, Senior Vice President, Strategic Planning Voting Members Absent: Julie Roberts, Member Others/Guest Presenters: Gino Turrubiartes, Chairman of Maricopa Health Centers

Governing Council (participated telephonically) Walt Stutz, Director of Marketing LT Slaughter, Interim Chief Compliance Officer (participated

telephonically) Recorded by: Pamela Hjerpe, Assistant to the Maricopa Health Centers

Governing Council Call to Order Chair Hammond called the meeting to order at 2:30 p.m.

Roll Call

Ms. Hjerpe called roll. Following roll call, Ms. Hjerpe announced that four voting members of the Maricopa Health Centers Governing Council’s Strategic Planning & Outreach Committee were present, which represented a quorum. Call to the Public Chair Hammond asked if any speaker’s slips were turned in or if anyone from the public wished to address the Committee. There were no comments from the public. She also reminded members, staff and presenters to announce themselves when speaking for the benefit of those on the phone.


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Discussion, Presentation and Recommendations by the Committee: 1. Approve the Maricopa Health Centers Governing Council’s (MHCGC) Strategic Planning &

Outreach Committee Meeting Minutes dated October 27, 2016: MOTION: Ms. Jordan-Kramer moved to approve the Maricopa Health Centers Governing Council

Strategic Planning & Outreach Committee Meeting Minutes dated October 27, 2016. Mr. Tenney seconded. Motion passed by voice vote.

2. Discussion on Any Future Federally Qualified Health Centers Look Alike Clinics (FQHC LA)

Events and/or Health Fairs: Mr. Stutz provided the members with the brochure of the first edition of the Family Learning Centers Class schedules. This will be published quarterly in both English and Spanish. The class schedules are also on the Maricopa Integrated Health System (MIHS) website. The class brochures will be available at each learning center within the system, as well as being sent out through the mail. Mr. Tenney thanked Mr. Stutz for sharing, this is the best marketing piece he has seen presented to this committee. He questioned how this information is getting out to the public, other than the mailings. He also inquired about the process for registering for a class. Mr. Stutz replied his team utilized an e-mail list of people that use the friends and family learning centers as well as a list from the past outreach events. This will also be available at future outreach events letting people know they can receive the brochure by US mail or electronically. Currently people call in to register for the class. In the near future there will be on-line registration available. Mr. Robertson added this is a physical marketing piece for the family learning centers and encourages people to sign up to receive this information. Mr. Stutz added this is literally hot off the press and is so new it has not hit the mailboxes. There should be activity within the next week. There is mechanism for tracking the individual phone calls and attendance for the classes. Mr. Robertson added some classes will be video-taped for future telecast on MIHS webpage. In addition to this the hospital launched the marketing channel for the analog TV system. When in-patients turn on the TV in their rooms, the channel automatically goes to channel 2 (two), the marketing channel. As the program evolves, the in-patient will have the ability to click on links to things like the Governing Council, the District Board and be available on a Spanish channel. Mr. Tenney suggested this information be given to the Women’s Refugee Clinic. Mr. Stutz summarized the fourth quarter of 2016 and the first quarter of 2017 outreach services participation. The total attendance for the month of October, November and December was 4,390 in attendance. MIHS name brand recognition has been successful in community outreach. The Glendale Family Health and Resources Fair had the largest number of volunteers, 75 from MIHS. Mr. Stutz stated the planned activities for the first quarter are listed in the packets. We are now able to track the individuals that attended an event. Mr. Howell asked if there was a way to go back and cross walk the demographic information received from the attendees, such as if an outreach event promoted an appointment. Chair Hammond asked if the participants contact information is on file after attending an event.


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Mr. Stutz responded absolutely, at the Glendale event the Goodwill staff registered all attendees. Additionally the participants had to register to come into the event. As well as stop at each of the booths and have their ticket punched, which qualified them to receive a turkey gift card. Mr. Howell stated there is a formal check in process when patients arrive for a clinic appointment; however the check-out process can be integrated to some level for social service assessment. He suggested using the Family Learning Centers as the anchor for the clinic operations in public care. Mr. Tenney asked Mr. Stutz to look into the past events that were held at the Comprehensive Health Center (CHC). At the time this event would draw hundreds of participants. He asked Mr. Stutz is there a way to quantify usage of having a thousand people at the Glendale event to a thousand people attending an event at the CHC? Mr. Stutz responded he would check into the past events. There is an event that is currently in the planning stages to be held at the CHC, this event is in collaboration with St. Mary’s Food Bank. Mr. Robertson added MIHS participates in the Glendale event as it is successful and we can manage a population of a thousand in that size of a building. It is a close proximity to our service sites in Glendale. He added that the footprint of the CHC is conducive to having an event. He has asked for documentation from previous management, unfortunately he has not received any numbers or stats on any events held at the CHC in previous years. 3. Updates on Marketing Business Plan for the Federally Qualified Health Centers Look Alike (FQHC LA) Dental Clinics: Mr. Robertson shared a few slides from the packet. The dental signage at the CHC and Pendergast are in English and Spanish and positioned through-out the facilities, bringing dental awareness. Additionally any registration staff has the ability to make appointments in the dental clinic schedule. The marketing team is sending out direct mail, targeting families with children from the ages of 0-6 from the Arizona Health Care Cost Containment System (AHCCCS) plans assigned to MIHS. 4. Discuss the Prop 480 Implementation Plan for the Federally Qualified Health Centers Look Alike

Clinics (FQHC LA): Ms. Doria discussed the Prop 480 implementation plan that was accepted by the Maricopa County Special Health Center District Board. The high level business plan includes 19 ambulatory services and two new hospitals; this includes two new centers like the CHC and 6 new neighborhood locations. The healthcare model will incorporate social, health and mental services. The Integrated Program Management Office (IMPO) will oversee and coordinate the project managers, design team, construction teams and the specialty consultants. The core members of the Vanir Team are the Vanir Construction Management team, The Innova Group (planning team), Blue Cottage Consulting (operational redesign), Siegel & Gale (Branding company), and the Land Advisors Organization (site selections). 5. Discussion and Possible Recommendations to the Maricopa Health Centers Governing Council for Strategic Goals for the 2017 Calendar Year: Mr. Howell reviewed the Calendar Year 2017 strategic goals. Many of the goals can be reached quickly, others will be incorporated in the Prop 480 ambulatory care model. Mr. Tenney encourages setting aside time in the regular meetings.


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Discussion, Presentation and Recommendations by the Committee (cont.): 6. Discuss Experiences From Committee Members’ Tours of the Federally Qualified Health Centers Look Alike Clinics (FQHC LA): Deferred until next quarterly meeting. 7. Review of Strategic Planning and Outreach Committee and Staff Assignments:

a. Old Business October 26, 2016.

• Site visits from members feedback at next meeting Ms. Hjerpe announced the follow up items were:

1. Investigate a health fair event at the Comprehensive Health Center (CHC)- Walt & Team 2. Gino will discuss with Wyatt on meeting the Vanir group (not an agenda item.). 3. Recommendation to meet ½ hour earlier for the next meeting to discuss Strategic Goals 4. Add Strategic Goals to agenda.

8. Future Agenda Item Requests and Chair Closing Comments:

Chair Hammond reminded all that we will be meeting April 27th will start a half hour earlier next meeting and thanked all for the presentations. Adjourn MOTION: Ms. Kramer moved to adjourn the January 26, 2017 Maricopa Health Centers Governing

Council Strategic Planning & Outreach Committee Meeting. Mr. Tenney seconded. Motion passed by voice vote.

The meeting adjourned at 4.19 p.m. Approved by the Maricopa Health Centers Governing Council’s Strategic Planning & Outreach Committee on April 27, 2017. ________________________________________________ Pamela Hjerpe, Secretary to the Maricopa Health Centers Governing Council



Committee Meeting

April 27, 2017

Item 3

Committee Members Tours

(No Handout)



Committee Meeting

April 27, 2017

Item 4

Outreach Report/Future Events

Community Outreach Update Events/Health Fairs/Activities

April 27, 2017

Walt Stutz, Director, Marketing

Community Outreach January, 2017

Community Events/Meetings

Date

Attendance

City of Phoenix Regional Collaboration Meeting 1/3/17 5

Mesa Community Action Meeting 1/11/17 20


City of Buckeye Networking Meeting 1/19/17 25

Guadalupe Community Partnership 1/19/17 20

Alhambra Family Resource Center Open House 1/19/17 200

Junior League of Phoenix’s HealthFest 1/21/17 250

Pendergast School District Kindergarten Readiness Organizing Meeting

1/23/17 20

City of El Mirage Public Safety Day 1/28/17 500


Total Estimated Attendees at Community Events 950

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Community Outreach February, 2017


Date

Attendance


City of Buckeye Networking Meeting 2/15/17 25 Guadalupe Community Partnership Meeting 2/16/17 20

City of Chandler Preschool Expo 2/25/17 400


Total Estimated Attendees at Community Events 400

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Community Outreach March, 2017


Date

Attendance

Pendergast School District Kindergarten Readiness Event 3/1/17 1,000


City of Buckeye Networking Meeting 3/15/17 25

Guadalupe Family Partnership 3/16/17 20

Phoenix Family Health and Resource Fair 3/25/17 250

Total Estimated Attendees at Community Events 1,250

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Phoenix Family Health & Resource Fair Saturday, March 25, 2017

5

Phoenix Family Health & Resource Fair Saturday, March 25, 2017

6

Phoenix Family Health & Resource Fair Pendergast Community Center

Saturday, March 25, 2017

7

Phoenix Family Health & Resource Fair Overall Event Summary/Results

• Over 80 families served • Over 250 people attended the event • 25 community partners participated • Relatively low community attendance

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Phoenix Family Health & Resource Fair MIHS Event Summary/Results

• Pharmacist Consultations – 44 • MIHS Information Table – 70 MIHS maps, programs/services collateral • Dental Screenings – 15 • Blood Pressures – 23 • Cholesterol – 30 • Glucose – 23 • Bicycle Safety Helmets - 45

9

Phoenix Family Health & Resource Fair Event Partners’ Summary/Results

• City of Phoenix Community Action Programs Families screened for utility assistance – 30 Families qualified for utility assistance on site – 11 Additional appointments made – 13 • Salt River Project (SRP) Families attending energy saving education sessions – 11 Families attending water safety sessions - 35 Families participating in account reviews – 7 • Arizona Public Service (APS) Families participating in account reviews - 3

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Upcoming Community Outreach Events

• May - St. Mary’s Food Bank Distribution Location: CHC, Monthly • July – Backpack Events (Screenings/Physicals)? CHC, Maryvale, Chandler, South Central • November – Family Health & Resource Fair Location: Glendale Civic Center • December – Refugee Holiday Angel Project Location: MIHS Admin Building

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Committee Meeting

April 27, 2017

Item 5

Marketing Dental

Dental Marketing Plan Update April 27, 2017

Mike Robertson, Sr. VP Marketing & Communications

Marketing of Dental Services Methodology

• Marketing campaign for CHC, Pendergast (both English and Spanish elements) • Retractable display banners • Dental Services marketing flyer/postcard • Scripting and forms to tabulate daily patient

interaction were supplied

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Marketing of Dental Services

Comprehensive Health Center (CHC)

Comprehensive Health Center (CHC)

Feb, 2017 March, 2017

In-person dental patient inquires 113 32 Inbound dental patient calls received 289 393 During scheduling of clinic appointments, patient asked if he/she aware of MIHS Dental Services

108 1

MIHS Dental Services flyers given to patients 343 7 Dental appointments scheduled, tracked to above activities

103 11

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Marketing of Dental Services

Pendergast Family Health Center

Pendergast Family Health Center Feb, 2017 March, 2017

In-person dental patient inquires 4 8 Inbound dental patient calls received 3 23 During scheduling of clinic appointments, patient asked if he/she aware of MIHS Dental Services

1 2

MIHS Dental Services flyers given to patients 3 2 Dental appointments scheduled, tracked to above activities

4 6

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Committee Meeting

April 27, 2017

Item 6

Review Staff Assignments

(No Handout)



Committee Meeting

April 27, 2017

Item 7

Future Items/Closing Comments

(No Handout)

Note Page

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