Outline for New Board Member Orientation
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1 Outline for New Board Member Orientation Stamford Health System Stamford, Connecticut Provided for by Stamford Health System Brian G. Grissler, President & CEO Darryl McCormick, Senior Vice President for Human Resources
2 Purpose and Goals Purpose: To provide a newly elected Trustee with sufficient information regarding the Health System and the healthcare industry so that he/she can function effectively as a member of the Board within six months of the beginning of his/her term. Goals: After completing this orientation, the new Trustee will be able to: Demonstrate familiarity with broad, general issues in healthcare; Participate in Board discussions regarding the mission, vision, values and strategic plan of the Health System; Describe the roles and responsibilities of a Board member, the structure of the Board and the purpose of each Board committee; Understand the financial status of the System and the contributing role of the Foundation; Demonstrate knowledge regarding the current issues specifically facing the System; and Demonstrate understanding, albeit limited, of the System s programs and services. 2
3 Topics State-of-the-industry including general healthcare issues Roles/responsibilities of a Trustee Structure of the board, by-laws and purpose of board committees Board liability; denial of medical staff appointments Mission, vision, values and strategic plan of the Health System Organization structure and roles of the executive staff Programs and services offered by the System Tour of the Hospital and other affiliates More 3
4 Topics (continued) Medical Staff structure and by-laws; Medical Staff credentialing process; Medical Staff roles and responsibilities System finances, reimbursement system and investment philosophy Quality initiatives System Foundation activities; capital campaign; annual giving and fundraising activities 4
5 Orientation Sessions Session Topic Responsibility Time 1 General Healthcare Issues President & CEO 60 minutes Board Member Responsibilities Chairman of the Board Governance Responsibilities 2 Board Structure, By-laws and Committees 3 Introduction to the Health System Mission, Vision, Values Organization Structure 4 System Programs and Services Sr. VP Operations 2 hrs. (includes tour) Sr. VP Patient Services More 5
6 Orientation Sessions (continued) Session Topic Responsibility Time 5 Medical Staff/Quality Assurance Sr. VP Medical Affairs 90 minutes Improvement President, Medical Staff 6 Strategic Planning Sr. VP Strategy and Market 90 minutes Development 7 Finance Sr. VP Finance & CFO 90 minutes 8 Foundation Sr. VP Fund Development 90 minutes 6
7 Session 1: General Healthcare Issues & Board Responsibilities U. S. Healthcare Create a basic understanding Informal discussion Board Chair 60 mins. History of the current crises facing this with Board Chair CEO for sessions Financing country in managing and and CEO. 1, 2 & 3 Delivery financing healthcare delivery. Future direction Hospitals/Health Systems Evolution Government Regs. Competition Describe the impact that govt. regulations, competition, managed care have had on hospitals/systems today. Responsibilities of Define the major roles of a Trustee. individual Trustee Position description Performance expectations Time commitments Major roles Governance responsibilities Describe governance authority, of a Board. fiduciary responsibilities, decision making, etc. 7
8 Session 2: Board Structure, By-laws and Committees By-laws- System Provide an overview Provide copy of by-laws Board Chair 60 mins. and Hospital of by-laws. prior to session. CEO for sessions Boards 1, 2 & 3 Board composition Describe current Board Provide list/background Term limits make-up and processes of Board members. Election of officers for selection, election and terms for officers and members. Committees Describe the charge and Governance responsibilities of each Quality and Board Committee. Clinical Affairs Strategy and Market Development Finance/Audit Executive Compensation 8
9 Session 3: Introduction to the Health System Mission, vision Provide understanding Review written mission, Board Chair 60 mins. values of mission, etc. and process vision, values and discuss CEO for sessions Values campaign for development. important points. 1, 2 & 3 Overview of the System s Familiarize new member organization structure with overall structure and Table of Organization responsibilities. Executive staff structure and responsibilities Management philosophy 9
10 Session 4: System Programs and Services Service Lines Name the specific Discussion. Use Sr. VP Patient 60 mins. service lines and other organization charts to Care Services services that the Hospital show placement in the has chosen upon which organization to build its business base. Patient Care Services (by department) Provides handouts on the specific departments Ancillary Services Give a brief description Provides handouts of the function of each on the specific department(s) ancillary department. Tours Relate information gained in reports, publications, etc. to specific geographical areas of the hospital. 10
11 Session 4: System Programs and Services Description of the Develop an understanding Handout of overview Sr. VP Operations 60 mins. following Service Lines: of the specific services of Operations by - Aging that TSH has chosen upon department and - Orthopedics which to build its business service - Women s Health base. Operating Departments and Develop an understanding Tours of services, Affiliates of the scope of service and departments and - Aging Services responsibilities of the affiliates: - Behavioral Health - Emergency Services - Clinics Operating Division. - Ambulatory Center -Emergency Services - CCRC -- Health & Fitness Institute -- Imaging - JCAHO - Organizational & Clinical Effectiveness Group-OCEG - Rehabilitation - Safety - Support Services - Surgery Center at Tully - Property Management - VNHC Visiting Nurse & Hospice Care - Wound Care Center 11
12 Session 5: Medical Staff/Quality Assurance and Improvement Overall description of hospital Describe hospital and services provided Types of physicians on the Describe Medical Staff. Medical staff Medical staff structure and governance Discussion Sr. VP Medical 90 mins. clinical departments and Distribution of Affairs leadership structure. Medical Staff ByLaws Credentialing process Describe why and how Describe initial physicians become appointment and members of the medical reappointment process staff. Quality Improvement Review performance Discussion of system Sr. VP Medical improvement, quality wide quality Affairs & Dir. improvement and peer improvement program Clinical Effectiveness review processes. Medical staff and hospital Describe roles and committees responsibilities of principal hospital/ medical staff committees Discussion 12
13 Session 5: Medical Staff/Quality Assurance and Improvement Steps involved in credentialing Describe process by which Discussion Sr. VP Medical process MD s become members of Affairs, Chair of the medical staff. Credentials Committee Review Board s responsibility and/or Medical Staff in the credentialing process. Office Corrective actions against Explain procedure and due Discussion physicians process when problems Refer to bylaws arise with medical staff, including implications. Regulatory Issues Describe state and federal Discussion Sr. VP Medical regulatory bodies. Affairs & Director Risk Management Patient Safety/Quality Describe patient safety/quality Discussion Sr. VP Medical Affairs & improvement measures at Director Risk Management Board level (QCAC), hospital level (CLC) and role of Directors of Clinical Effectiveness and Risk Management. Quality Monitors Overview of quality monitors. Discussion SVPMA & Dir., Risk Mgt. 13
14 Session 6: Strategic Planning Organization Chart for Describe function and Discussion/handouts Sr. VP Strategy 90 mins. Strategy and Market Development purpose of SMD and Market and explain tools utilized. Development & Corporate Director of Public Affairs Overview of Strategic Plan Explain how strategic Discussion/handouts Sr. VP Strategy plan is developed, and Market updated and monitored Development and how it guides decisionmaking. Summarize key elements of the plan. Strategy and Market Development Committee Describe the function of Discussion/handouts the Strategy and Market Development Committee. 14
15 Session 6: Strategic Planning (continued) Medical Staff Development Plan/ Describe how the Discussion Sr. VP Strategy Physician Recruitment Medical Staff plan is and Market developed and its function. Development Managed Care Contracting Explain the role of Discussion managed care and how contracts are negotiated. Regulatory Overview Provide an overview Discussion of state regulatory agencies and impact on SHS. Health Care Advisory Board/Research Review HCAB services and how their research assists in planning and management of services. Discussion 15
16 Session 7: Finance Finance Division Demonstrate understanding Discussion Sr. VP Finance 90 mins. Structure of the general Responsibilities responsibilities of the Financial Statements Operating Budget System s finance division. Monthly financial Capital Budget statement Official Statement Current operating budget (Bond issues) Official statement Investments Audit for past fiscal year Accounts Receivable Management letter Managed Care Issues Internal audit report Corporate Compliance Investment report Finance/Audit Committee Interpret information on the - Composition financial statements. - Responsibilities - Review fin. statements Review the operating and - Approves/oversees budgets capital budgets for current yr. - Recommends financial policies Discuss investment policy and - Approves investment policy and understand the general reviews performance of the composition. System s investment portfolio - Reviews financial feasibility of new projects/programs 16
17 Session 8: Health Foundation Foundation purposes PowerPoint/written SVP Fund 40 mins. and organization materials Development Staff areas of expertise Identify resources available PowerPoint/written to Board members. materials Why give to HF? Ways of giving Recognition Communications Future priorities Identify goals; where PowerPoint/written fundraising is focused and materials benefits. Discuss how gifts can be PowerPoint/written structured; Foundation s materials program areas; strengths/weaknesses. Discuss ways that Foundation PowerPoint/written demonstrates its appreciation materials with donors. Identify ways the Foundation PowerPoint/written keeps donors informed. materials Outline the Foundation s PowerPoint/written future strategic priorities materials 17
18 Mentoring Program Purpose: Goals: Participation: Assignments: To pair a new Board member with an experienced one in order to further the new Board member's effectiveness. Supplement information presented in the formal orientation program. Answer questions a new Board member may have after meetings or orientation sessions. Facilitate getting to know other Board members, senior management and physician leaders. Participation in the mentoring program is voluntary. New Board members will be asked if they would like a mentor. The Board Chair and CEO will agree on assignment of a mentor when a new Board member is elected. 18
19 Mentor s Guide Communication: The mentor and Board member may want to communicate accordingly: after the new Board member s orientation; after Board and Committee meetings; sitting together during meetings; regularly scheduled breakfast and lunch meetings. Information: The mentor and new Board member may want to address the following: new Board member s questions regarding how the Board works, about individuals or about Board actions; any problems with the new Board member s conduct that do not meet Board expectations; goals and major areas of interest as a new Board member; new Board member s satisfaction with the orientation as well as his or her ability to participate at Board and Committee meetings. 19
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