Conference/Program Planning Committee meeting
November 2, 2012
12:00 pm – 5:00 pm Central
November 3, 2012
8:00 am – 12:00 pm Central
Minutes
item / action / who / Deadline1.Call to Order
The meeting was called to order at 12:09 pm (CDT).Present:Mary Jane Schroeder, Chair; Bob Michalski, AHIA Vice Chair and Education Committee Co-Chair; Amy Greenhoe Planning Committee Vice Chair; Laura Macaluso; David Richstone; Beth Schindler; Donna Wachman; Debi Weatherford; Marissa Frost and Michelle Cunningham
Absent: David Stumph and Marta Quinones
Guest: Laura Sak
2.Introductions
Committee members and staff introduced themselves and discussed their current roles on the committee.3.2013 Annual Conference Theme
MJ reported that one of the committee’s first responsibilities is to develop a conference theme – tagline and graphic concept. She presented the themes from the past 4 AHIA Annual conferences for the committee’s information. She reported that the theme needs to have visual appeal and generally ties to the host city.As a starting point, MJ offered two ideas for consideration:
-Navigating the Winds of Change in Healthcare
-Riding the Winds of Changein Today’s Healthcare
After discussion, the following ideas were presented:
-Blasting through the Winds of Healthcare
-Excellence in Auditing, Assurance and All That Jazz (graphic themed – “Chicago musical style”)
The committee unanimously agreed that the theme of the meeting will be: Excellence in Auditing, Assurance and All That Jazz.
AHIA staff will work with a graphic designer on the development of the graphics, and will present 3 unique concepts for the committee‘sreview and approval. One treatment will include a “Chicago musical-like” style, one treatment will incorporate a saxophone/musical/cityscape element and the other will be created at the discretion of the designer. The committee-approved concept will be presented to the Board for final approval.
Michelle reported that ideally the concept should be approved in December 2012 – to allow us to begin promoting “save the date” correspondence.
Discussion followed on marketing points for the conference, includingthat the conference host hotel is the largest Hyatt in the world. / Contract graphic designer to theme treatments for Committee approval
Present committee approved concept to Board for approval
Draft hotel/city-specific marketing copy for the conference email marketing campaign. / Michelle
MJ/Michelle
Michelle/Marissa / IN PROCESS – Deadline November 19
December 2012
December 2012
- Schedule Composition and Main Preconference Structure
MJ reviewed the 2012 conference keynote presenters. Two keynote presentations willbe featured as the opening general (non-concurrent) sessions on Monday and Tuesday of the conference.She reported that her goal is to maintain a balance of motivational (high audience participation, high energy) and informative qualities. She reported that opening keynote presentations set the tone of the meeting. The following recommendations were discussed:
Opening keynote (motivational/inspirational/audience participatory):
-Dan Thurman
Secondary keynote
(Industry-specific/Informational):
-Drug diversion (NAADA)
-Advisory Board
BOARD FEEDBACK ON 2012 CONFERENCE
MJ reviewed the AHIA Board of Directors’ comments and recommendations. Main discussion points focused on:
- Soda – due to prohibitive costs incurred with providing soda through the duration of the conference, it was determined that soda will be offered sparingly as the budget will allow.
- Increased networking/Exhibit Hall access - MJ reported that we will be increasing the luncheon to 1.5 hours and we will be extending breaks to allow for more networking and face-time with the exhibitors
- Presenter capacity and budgetary impact: Discussion followed on the increase in the number of overall presenters involved in the 2012 Annual Conference due to the addition of the New Auditor track, Speed Mentoring and a newly implemented speaker reimbursement policy. Michelle reported that while conference revenue was strong, it was 1.6% below budget. Discounted registrations were 974.3% higher than budgeted which had a positive impact on attendance but a negative effect on overall income. Discounted registrations accounted for more than 57% of all registration revenue. Discussion followed on whether to allow multiple presenters in a 50-minute session.
- Vendor/Practitioner speaker ratio:Ideally, the Board wishes to maintain a presenter ratio of 70% practitioners, 30% vendors. They have ongoing concerns about vendors focusing more on their services than the actual topics.
- CPES (NASBA scheduling requirements): NASBA awards 1 CPE per 50-minutes of learning. Session length was discussed in consideration of being limited to only 50- minute or 100 -minute sessions. Bob reported that in section 3.04 (S13-01) of the NASBA Statement of Standards document, it is possible to accumulatetotal credit hours for the entire conference by adding and dividing the total number of credit hours for all sessions attended. This allows for the incorporation of 60 or 75-minute sessions. Staff expressed concerns with state licensing requirement variances that require credits to be qualified in a particular subject area. Consideration will be given to incorporating 60- and 75-minute sessions during the schedule template development portion of the meeting.
- Moderators: Discussion followed on the need to ensure moderators are fulfilling their responsibilities - running the session, requesting break, time keeping and strong presentation skills.
- Exhibits – Last year the Expo Hall was set in a row – which was not ideal for networking. Moving forward, the standard Expo Hall set-up will be a hollow square. All food will be set in the exhibit hall.
- Welcome reception– Extended an hour in 2012, the 2013 reception will close at 7:00 pm.
- EMR Track – MJ explained the challenges and issues involved in pulling this track together in conjunction with the Tech Committee. It was determined that there will NOT be a designated track exclusive to EMR considerations for 2013, but that EMR elements should be included across each track.
5.2012 Evaluation and Speaker Rating Review
MJ presented the 2012 session and presenter scores, and pre-registration numbers for each session. She reported that Kimberly New (Session B6)received the highest presenter score and will be named the 2012 Session Leader of the Year, pending Board approval next spring. Amy Greenhoe reported that she would like to see her take her presentation to the “next level” – more practical, “how-to” info that attendees can take-a-way.Discussion followed on those sessions that were not highly rated including:
- B11
- F8
Speed Mentoring was discussed and deemed a success. MJ reported that it did not happen as originally structured wherein mentees would rotate in small groups to various mentors. Instead, it was more of a roundtable discussion. Ongoing consideration will be given to conducting this event as an interactive panel and we plan to limit the number of mentors to approx 3 to 4 individuals.
The committee reviewed the evaluation comments and discussion focused on:
-Incorporating more opportunities to network
-AV issues
2013 proposed schedule:
MJ presented the schedule from last year and discussed session timing. It was recommended that the last session of the conference is a general session (wherein no concurrent sessions are offered in addition). Previous years show minimal attendance patterns. This will save us money by eliminating the need for an additional five sessions.
After discussion, the following schedule of events was agreed upon:
Sunday, 8/25/13:
1:00 pm to 5:00 pm – CAE/Audit Roundtables:
- CAE RT – IA Focus (Deloitte)
- CAE RT – IA and Compliance (Sinaiko/Altegra)
- Senior Auditor RT – SPONSOR TDB
- IT RT – SPONSOR TBD
If another vendor wants to have a roundtable, we will need to determine what topic they would like to discuss.For those interested in facilitating – but are unable to sponsor – we can offer them the room, but no food.
Monday, 8/26/13 and
Tuesday, 8/27/13:
- Breakfast: 7:00 to 8:00 am
- Announcements/Awards: 8:00 to 8:35 am
- Gen Session1 and 2: 8:35 to 9:50 am
- Networking Break: 9:50 am to 10:20 am
- Session 1 and 5: 10:20 to Noon
- Lunch: noon to 1:30 pm
- Session 2 and 6: 1:30 to 2:20 pm
- Session 3 and 7: 2:30 to 3:20pm
- Networking Break: 3:20 to 3:50 pm
- Session 4 and 8: 3:50 to 5:30 pm
- Welcome Reception: 5:45 to 7:00 pm (Mon)
- Annual Business Meeting: 5:45 pm (Tues)
- Breakfast: 7:00 to 8:00 am
- Session 9: 8:00 to 9:45 am
- Networking Break: 9:45 to 10:00 am
- Session 10: 10:00 to 10:50 am
- Session 11: 11:00 to12:00 pm (GEN3)
6.Brainstorming of Session Topics
MJ reviewed the Annual Conference track definitions and requested input to define the audience type:-IT TRACK:IT people responsible for IT auditing, general auditor, coordination between Audit and IT - EMR
-Leadership: CAEs, aspiring leaders – new and existing leaders
-CAE Panel
-Women’s Panel (geared toward CAEs)
-New Healthcare Auditor: New to healthcare focus
-Speed Mentoring – think about including in this track this year.
-Determine what Jennifer McGill can offer to teach us about Reporting.
-Auditor Toolkit: Need to define (Laura, Amy and Beth)
-Specialty: Need to define (Laura, Amy and Beth)
-Compliance: Need to define (Laura, Amy and Beth)
Auditor Toolkit, Specialty and Compliance tracks must work together to make sure there are no repeated or similar session topics.
It was determined that we will not offer full-day data analytic sessions and this subject will not have its own track. This subject will be incorporated in conference sessions as appropriate.
Future consideration: Develop track by system type (Hospital, insurers, health plans, etc.) / Define audience recommendation / Amy, Beth and Laura / Ongoing – as track begins to take shape
7.2013 Presentation Submissions
MJ presented the Call for Submissions and reported that we received 54 official submissions – a 42% increase in submissions from last year. The group reviewed each submission and classified each by track. Track leaders were assigned various submissions in consideration of including them in their track. / Utilizing assigned submissions – develop balanced track content and outreach/confirmation to presenters / Track Leaders / January 31, 2013
8.Hotel Tour
The Hyatt Regency Chicago’s Conference Service Manager, Bradley Speer, toured the committee through the contracted conference space. Staff discussed adjustments to the contract such as moving the exhibits from Regency Ballroom A to the U-shaped area directly across from the ballroom, once again using the ballroom for track sessions.
The Committee indicated that the space would work well for the meeting.
9.Brainstorming of Session Topics/2013 Submissions - Preconference Workshops and CAE/Audit Roundtables
MJ informed the committee, based on the schedule, that each track will be responsible for five 50-minute sessions and five 100-minute sessions. MJ will take responsibility for identifying the final general session on Wednesday.Discussion followed on Preconference Workshops. Last year’s offering was not well attended and not as profitable as past years. After discussion, it was determined that Catherine Wakefield will be approached to conduct a 4-hour EPIC Advanced User Discussion Group for a fee of $99. If possible, we will find a company to sponsor this event.
Preconference: Sunday, 8/25/13
8:00 am – 12:00 pm
- EPIC Advanced User Discussion Group - $99– Coffee and breakfast will be offered
- Identify the facilitators /participating firms of the Chicago group conducting similar events. Ask Laura Sak to contact those firms to see if they want to sponsor their own roundtable.
- CISA Review (4 or 8 hours) – Need to talk with Johan about whether we should charge attendees… How much?
New Healthcare Auditor Track:
-Overview
- CMS
- Medicaid
- OIG
- Office of Audit Services
- Au regulatory
- FDA
- OSHA
-Non profit vs. for profit
-Single vs. multiple facilities
-Risk based audit plan – risk assessment
-Basic Revenue Cycle
-Front end
-Decision makers
-Sampling considerations
-Egos and attitudes
-Doctors
-Boards
-Interview/Communication Skills
-Major ancillary Dept – What do they do?
-Clinical terminology (DRG, CPT)
-Billing functions
Health plans (survey indicates that we need to feature information on this topic):
-Emerging trends
- Medstar/Piedmont ---Leadership
- UPMC
- Evolent Health
- Audit risk assessment (Kaiser and UPMC) --- Specialty
- Quality of Care Auditing – tie to leadership and or keynote
-Acquisitions
OIG – government
-Determine what they are looking for
-What is timely? (Hot topics)
General Health and Well being
-Stress reduction / Contact Catherine Wakefield to propose preconference offering
Outreach to Laura Sak
Outreach to Johan Lidros / MJ
Bob
David / January 31, 2013
COMPLETE
January 31, 2013
10.Discussion - Budget Requests
Speaker reimbursement was discussed.Michelle reported that the following individuals are compensated into the conference:- Planning Committee
- Board
- Committee Chairs
- Exhibitors/Sponsors
- Ken Spence (Editor)
- Award Winners
The following will be included in the 2013 AHIA Annual Conference budget request:
-Keynote: MJ requested $10,000 to secure a prominent keynote presenter for Monday.
-Welcome Reception: 3-piece jazz band ($750-$1,000), heavier hors d’oeuvres, incorporate prize give-a-ways, activities and/or strolling entertainment (i.e. magicians)
-Welcome treat: Famous popcorn place (Chicago) Garrett
-Speaker lounge
Additional considerations could include:
-Arrangement for free drinks off site location – following the welcome reception
-Massage Sessions
Discussion followed on the possibility of raising the conference registration rates – it was deemed acceptable to raise the rate $50 per person. Michelle will incorporate this into the budget for Board approval. / Draft conference budget in consideration of requests / Michelle / November 23, 2012
11.Discussion - Social Functions
David Richstone reported that he did some scouting of possible social event activities and presented the following ideas:Welcome Reception:
-Costume party or luau
-Festive – balloons, magic tricks, “WOW” factor
-Scavenger Hunt, Raffle, give-a-ways, history of Chicago Jazz
-“Open Mic” type of Karaoke (play instruments)
Have a welcome reception after-party
-Drinks at a local bar (free 1st drink ticket after reception)
On your own activities could include:
Taste Bud Tours
$44-$50/person
Walking/food tour
7 restaurants
Building into registration
Open schedule on Sundays
White Sox – Baseball Tickets
Kingston Mines
Blues/Jazz music
Reduced cover charge
Sunday night before 8pm (free entrance), open until 4am
Allen’s Jazz Club(0.5 miles from Hyatt)
Ongoing consideration will be given to these ideas and others will be researched.
12.Timeline and Committee Phone Meeting Schedule
MJ presented the following timeline for the committee’s consideration:-December (early): PPC Meeting
-January 2013: PPC Meetings start every 2 weeks
-January 31, 2013: Speakers identified and confirmed
-February 2013: Reject/accept letters
-March 1, 2013: Speaker Forms due
-March 2013: Plot sessions on schedule
-April 1, 2013: Open Registration
-June 30, 2013: End of Early Bird registration rate
-July 5, 2013: Presentations due
Committee teleconferences will be held monthly through December 2012. Beginning in January 2013, we will hold teleconferences every other week.
13.Unfinished/Other Business
None.14.Adjourn
The meeting was adjourned at 10:37 am (CDT).