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Counting Time Spent Serving on Boards

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  • #6460

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    Posted by: Kathy Kloppe, St. John’s Hospital

    Date: September 9, 2009, 12:38 pm

    We have a number of people who serve on various community boards. Many times because of their service, we participate in a following community activity. I usually collect the board member’s time associated with community planning under category E3-In Kind Donations for employee costs on work time associated with community health boards and other community involvement. After the fact, we may participate in a community health fair, health screening, etc, that is related to the board members involvement.

    These activity expenses and hours are collected in category A1-Community Health Education or A2-Community Based Clinical Services, etc. depending on the nature of the participation. We collect community benefit information on a monthly basis and follow CHA guidelines. Can anyone suggest to me how they categorize and collect this type information? Is this the correct way to collect it, or should I be setting up an Activity after the fact and then moving the planning and preparation time into this separate Activity? Any insight would be appreciated.

    #6635

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    Response: Donna Stone, Southern New Hampshire Medical Center

    Date: September 10, 2009, 1:03 pm

    Interesting. I take a different approach. I create a separate activity for each different community board my staff is associated with. I enter under “F – Community Building Activities” categories depending upon whether it is leadership, community involvement etc. From there, the time spent working on board activities is entered for each participant.

    #6636

    admin
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    Response: Samantha Frost, Ochsner Clinic Foundation

    Date: September 10, 2009, 1:27 pm

    That is what we do also.

    #6637

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    Response: Roxanne Hull, Yavapai Regional Medical Center

    Date: September 10, 2009, 1:34 pm

    I’m still back tracking events to the beginning of the year and haven’t really gotten to my community involvement items yet. I was planning on entering each as an occurrence under the corresponding category depending on what the topic was. Most of them will probably go under F-Community Building Acuities. From there I can always use my user codes to further define the activity.

    #6638

    admin
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    Response: Renee Hanrahan, Via Christi Health System

    Date: September 10, 2009, 2:56 pm

    If the board membership is health related, I track under In-Kind Donation. If community related, I track under Community Building. Once you start using CBISA to record goals (short-term & long-term) it will make things easier if you have activities separate as the goals may be different.

    #6639

    admin
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    Response: Mary Luthy, St. John’s Health Center

    Date: September 15, 2009, 3:10 pm

    Do you enter their time as volunteer, or as a cost?

    #6640

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    Response: Donna Stone, Southern New Hampshire Medical Center

    Date: September 16, 2009, 9:37 am

    I enter as a cost because the meetings are done on work time/as representatives of the organization.

    #6641

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    Response: Augusta Mueller, Yale-New Haven Health

    Date: September 16, 2009, 9:45 am

    We do the same here and enter as cost since the staff member is getting paid to represent the hospital.

    #6642

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    Response: Augusta Mueller, Yale-New Haven Health

    Date: September 10, 2009, 1:57 pm

    It sounds as though you have it appropriately categorized according to the guidelines. Generally the time spent coordinating / planning a health fair or education event would likely take place outside the general board meetings in a planning committee or ad hoc group and would be included in the event itself. There are a few different areas where board or committee involvement may be accounted for E3, F2 or F6 and any of them may result in screenings or other health related activities that would be found elsewhere in the database.

    I believe you may be able to link them in the leadership journal.

    #6643

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    Response: Carol Candor, Bayhealth Medical Center

    Date: September 10, 2009, 2:29 pm

    Kathy, the method you are using is the method we use too….. board work under In Kind and community event work coming from board involvement under Community Health Improvement Services or Community Building Activities.

    #6644

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    Response: Jo Anne Leslie, Henry Ford Health System

    Date: September 10, 2009, 2:44 pm

    Kathy Kloppe & Carol Candor: We follow the same methodology as you do.

    #6645

    admin
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    Response: Michelle Brooks, University Health Systems of Eastern Carolina

    Date: September 10, 2009, 2:50 pm

    We are collecting Board/committee representation under 2 activities….one for health related, which is E3 and other community boards not specifically health related under one of the community building categories.

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