Minutes: Conference Call Meeting 12:30- 2:00 PM

Page 6 of 7

VNA CEA Committee

December 4, 2009, VNA Headquarters, Richmond

Minutes: Conference Call Meeting 12:30- 2:00 PM

Present: Sharon Broscious, Debbie Coats, Nancy Craft, Jenny Dixon, Kathy Mahone, Jennifer Matthews, Sandra Olantori, Lolita Ramsey, Ann Rebera, Mary Jo Whitacre,

Item / Discussion / Action / Resolution /
Announcements: / ·  Update on status of committee with reviewers. Will lose JoAnne, Donna and Melody. Linda Dedo to return in the spring and Cathy to return. Vickie with one review per month. New orientees: Mary Jo and Pam to finish tandems in December; Marlene still in orientation. / None / None
Approval of minutes from September 11, 2009 / ·  Minutes approved as distributed. / None / None
Old Business
Fee schedule / ·  Notification sent to Susan Motley on revision fee. Fee Effective: Nov 1, 2009
·  Debbie will charge the fee to the applicant after the 2nd revision and will send an email notification to the co-chairs of the charge and contact information. The co-chairs will call the applicant to assist the applicant where needed. / Reflect this in policy. / Follow-up in January.
Delinquent providers in submitting annual reports / ·  Ongoing process. Met with Nancy on this process. Will obtain a list from Debbie on who has sent in their annual reports this year and the single activity applicants who have submitted their evaluation summaries. / Debbie and Kathy to obtain an updated list. Lolita to send Debbie an Excel spreadsheet to keep track of items received. / Follow-up in January.
Nurse peer reviewer submission of bioform and CVs / ·  Nurse peer reviewers were to have submitted their bioform and CVs to Debbie on Oct 1, 2009. Submit if not already done so. / Bioform will be posted on website for those who may need it. Debbie will create a list of those who did not submit to her. / Co-chairs to follow-up on those who have not submitted.
Job descriptions / ·  Locating the co-chair and nurse peer reviewer descriptions.
·  Discussed load of reviews to do: active and annual reports. Once we have enough reviewers, plan for co-chairs to be removed from active reviews and to do the activity reviews submitted with approved provider’s annual reports. This will help to see the bigger picture and quality. / Reflect this in job descriptions/policy. / Follow-up in January.
Article submitted to the Virginia Nurses Today / ·  Article will appear in the December issue.
·  Will need to post in the next VNT the number of approved providers and their names. / Kathy will submit to next VNT. / Follow-up in January.
Workshop 11/19/09 / ·  Power point slides for new orientees and updates will be posted on web (workshop slides 11/19/09).
·  Please review workshop slides (either from July or Nov 2009) by January 1, 2010. Send to Debbie an email letting her know that you have reviewed the ANCC 2009 manual and workshop power points.
·  Summary of evaluations from July and November workshop need to be done. / Reviewers to send an email to Debbie and log in file. Lolita to send to Debbie Excel file.
Debbie to complete the summary evaluation from the July and November workshop and send us the report before the next workshop. / Follow-up mid to end of January.
ANCC notification of new coordinator contact change / ·  Will send another notice to ANCC of this change just in case it was not received. / Kathy and Debbie send notice. / Follow-up in January.
Monitoring subcommittee / ·  Continual process with monitoring approved providers. Will need to form a subcommittee to create a process for monitoring repeat activities.
·  Form I was proposed and will need to be refined by the subcommittee. Form I was created for single activity applicants to complete after an activity was given, but prior to the next repeat activity. Will need to decide who should check the form.
·  Suggestions to Form I were noted: Make each question specific on the type of change; remove item C2. / Sharon and Lolita to gather members for subcommittee. / Follow-up in January and by email.
Revised forms and applications / ·  All revised forms were finalized and samples were created. New forms will be required to be used by applicants January 1, 2010.
·  Posting of forms and application to the website were made and will be finalized. Website will hopefully be more user friendly. Everyone should review and be familiar with the new forms and applications and the directions for completing them. / Work on finalizing website with Kathy. / Follow-up in January.
Policy reviews / ·  Review proposed revisions to the policies and send comments and corrections to Lolita and Sharon via email by January 1, 2010. Once comments and corrections have been submitted, a final set of policies will be sent via email for a email vote by the committee. This is necessary to have the policies ready for the ANCC in February/March. / Send feedback to Lolita and Sharon. / Follow-up in January.
Business attestation statement / ·  Check to see if business attestation statement signed and on file for Jennifer Matthews and Susan Motley. / Kathy to check if on file. / Follow-up in January.
New Business
Financial update from Kathy / ·  Total income $13,046 minus total expenses $6,591.04 leaves a net income $6,454.96. We are half way through the budget and are doing well.
·  Reaccreditation fee can be funded through the foundation and will go to the board. / None / None
Update from Kathy and Jennifer on ANCC reaccreditation process / ·  No onsite visit will be made by the ANCC.
·  Changes will be made from a 6 year accreditation period to a 4 year period.
·  Kathy has been to a workshop and planning succession for the future. More help is needed and assistance will be needed from co-chairs. Members from the committee are open to assist when able.
·  Accreditation expiration date: June 30, 2010.
·  January is when we need to get organized and will be notified by the ANCC of the time frame/ time line for reaccreditation. / Once we obtain time line, a conference call will be scheduled to prepare for the ANCC.
Members/reviewers interested in helping are to email Debbie. / Follow-up in January.
Website / ·  Post on website dates of changes effective by the ANCC and geographic regions requirement.
·  Also to include a FAQ section. / Work on finalizing website with Kathy. / Follow-up in January.
Process for applicant’s request to talk to a reviewer / ·  No clear policy currently in place. Propose the following: After an applicant has gone through Debbie for answers, if an applicant requests to talk to a reviewer, Debbie will send the 2 reviewers’ forms and the applicant’s contact information to one of the co-chairs. The co-chair will clarify with the reviewers when a finding is not clear and help to be the mediator between the applicant and reviewers. / Add to policies. / Follow-up in January.
Process for discrepant reviewer findings / ·  Policy reviewed: Debbie will contact the reviewers when a discrepancy between two reviewers occurs (Denial vs. Approval/Deferment; Approval vs. Deferment). The reviewers will communicate where their reviews differ and a solution to the discrepancy will be concluded within one week. If unable to resolve the differences, the co-chairs will review the application and make a final decision. If there is a conflict of interest for the co-chairs or further disagreement occurs, the VNA Commissioner on Nursing Education will intervene and make a final decision. / Add to policies. / Follow-up in January.
Process on approved provider applicants and submission of 3 activities (previously approved by VNA) / ·  For new applicants applying to be approved providers: Discussed the need for the 3 activities and evaluation summaries to be previously submitted to the VNA by the applicant. Activities approved by other state nurses associations will not be accepted as the forms differ and may not have the same criteria as the VNA. The 3 activities need to have been submitted and approved by the VNA and completed on the VNA application and forms. / Add to policies. / Follow-up in January.
Reassess requiring approved provider applicants use VNA application form for their single activities / ·  Some applicants have internal forms that they use that may not match the VNA single activity application forms. Subsequently, the applicant submits the internal forms with their application packet to the VNA rather than complete the VNA forms. We will require that all approved provider applicants (new and renewing) use the VNA application form (both for the provider application and the single activity samples) when submitting their application packet to the VNA.
·  Operational requirements should be met for recordkeeping. The approved provider needs to meet these requirements/criteria. There is no requirement as to how an approved provider should collect the required information internally for recordkeeping. We are aware that some approved providers are creating their own forms or using the VNA forms internally and if this is to be practiced, the approved provider needs to be clear that they are not to use the form for approving activities. Approved providers can not approve activities. / Add to instructions page, website and FAQ. / Follow-up in January.
Approved providers using a 2 year repeat activity timeframe / ·  At the workshop we were made aware of the practice that some approved providers are using the 2 year repeat activity timeframe- a timeframe that applies to single activity applicants and not approved providers. Some approved providers have used a 2 year time frame for allowing repeat activities and reassigning new approval numbers as needed.
·  Discussed that approved providers are approved for 3 years, therefore they may provide activities up until their providership expires. Should not practice the 2 year time frame. Activities should reflect the current VNA approval number. Independent study activities should have the correct VNA approval number as well. Will need to make sure that approved providers are providing and not approving activities. / Will need to send this information to approved providers. Add to instructions/website. / Follow-up in January.
Assessment of goal achievement for September and December / ·  Goal achievement in policy for September: Reviewing and approving CE Annual Report, # of providers, # of educational activities – Not met- overdue goal assessment- will need to obtain these numbers.
·  Goal achievement in policy for December: Establishing criteria for approving CE (consistent w/ANCC) - Met goal with new forms and processes. / Debbie and Kathy to provide number of educational activities and number of providers for the year. / Follow-up at next meeting in March.
Updating approved providers on ANCC 2009 criteria / ·  Will send a letter to approved providers highlighting changes and ask they send an email that they have reviewed the new forms, applications, criteria and workshop power point.
·  Time frame for approved providers to implement new criteria and have policies updated by April 2010.
·  New ANA Scope and Standards to be released in Jan/Feb 2010. Will ask that approved providers incorporate the new scope and standards into their policies and procedures by 6 months from the release of the scope and standards. / Lolita to finalize the copy of the letter and send to Kathy and Debbie to distribute to approved providers via email. / Follow-up in January.
Quality Report / ·  Sharon contacted Rebecca for a quality report. QA was not done last year. Rebecca will do a quality report using old ANCC criteria. May need to find someone to possibly replace Rebecca. If Rebecca leaves, will also need to document the quality report process.
·  Will also need to relook at performance improvement by surveying applicants after new forms/applications are rolled out.
·  Create survey monkey for reviewers to give feedback and for applicants to give feedback after January. Need to check consistency/reliability of reviewers. / Sharon to keep contact with Rebecca. / Will follow-up in January.
Schedule next CE meeting / ·  Next meeting will be in-person, March 5, 2010, Friday from 12:30 to 2:30 PM.
·  Next CE workshop will be scheduled for some time in February. Will schedule via email and notify the committee. / Reminders will be sent out and emailed to the committee.
Schedule CE workshop for February. / Will follow-up in January.

Minutes respectfully submitted by: Lolita Ramsey

VNA CEA Committee: 12/4/09 Meeting Minutes