**Safe Patient Handling Facility Champions (SPH FC)**

**Monthly National (Groups 1, 2, & 3) Conference Call Notes**

**9/24, 26, 29, 2008**

+-------+----------------------------+----------------------+---------+
| **TO  | **DISCUSSION**             | **DECISION/ACTION**  | **RESP  |
| PIC** |                            |                      | ONSIBLE |
|       |                            |                      | PE      |
|       |                            |                      | RSONS** |
+=======+============================+======================+=========+
| In    | -   Group completed roll   | Those missing call,  | Mary    |
| trodu |     call by supplying Mary | please send Mary     | Matz    |
| ction |     with their name, VISN, | Matz an email. Make  |         |
| of    |     & contact information. | the subject line     | Carrie  |
| team  |                            | your VISN &          | S       |
| nat   | -   Mary Matz introduced   | facility. Note in    | ullivan |
| ional |     herself and her        | email your status as |         |
| reso  |     background in safe     | FC, whether          |         |
| urces |     patient handling.      | temporary, interim,  |         |
|       |     Contact Mary for       | or permanent         |         |
|       |     implementation,        |                      |         |
|       |     equipment, and other   |                      |         |
|       |     questions. (813)       |                      |         |
|       |     558-3928 or email her  |                      |         |
|       |     in Outlook.            |                      |         |
|       |                            |                      |         |
|       | -   Carrie Sullivan was    |                      |         |
|       |     introduced as the      |                      |         |
|       |     data/program manager   |                      |         |
|       |     and contact person for |                      |         |
|       |     Program                |                      |         |
|       |     Evaluation/Study       |                      |         |
|       |     questions. She works   |                      |         |
|       |     with the VISN 8        |                      |         |
|       |     Patient Safety         |                      |         |
|       |     Research Center and    |                      |         |
|       |     can be contacted       |                      |         |
|       |     through Outlook or     |                      |         |
|       |     at (813) 558-3935.     |                      |         |
|       |                            |                      |         |
|       | -   HQ data & funding      |                      |         |
|       |     requests will be       |                      |         |
|       |     submitted to Kevin     |                      |         |
|       |     Grant (HQ) through     |                      |         |
|       |     Outlook.               |                      |         |
+-------+----------------------------+----------------------+---------+
| O     | **DATA CALL WILL GO OUT IN | 1.  FY 08 HQ Funding | **a.    |
| ctobe | LATE OCTOBER/EARLY         |     Follow-up Data   | F       |
| r/Nov | NOVEMBER...**              |     Request:         | acility |
| ember |                            |                      | Cham    |
| 2008  | 1\. FY 08 HQ Funding       | ```{=html}           | pions** |
| D     | Follow-up Data request:    | <!-- -->             |         |
| USHOM |                            | ```                  | **b.    |
| Data  | **NOTE: The following data | a.  Contact VISN or  | F       |
| Call  | will be requested,         |     Facility         | acility |
|       | however, there may be      |     Logistics        | Cham    |
|       | additional information     |     Officer for a    | pions** |
|       | requested from you. When   |     list of patient  |         |
|       | that is available, I will  |     handling         | **2.    |
|       | let you know.**            |     equipment        | F       |
|       |                            |     purchases &      | acility |
|       | a.  Cost of equipment      |     costs.           | Cham    |
|       |     purchased using the    |                      | pions** |
|       |     **FY 08** funding      | b.  Review list of   |         |
|       |     provided by the HQ     |     equipment        |         |
|       |     SPHM program.          |     purchases and    |         |
|       |                            |     contact          |         |
|       | b.  NRM costs related to   |     Facilities       |         |
|       |     the **FY 08**          |     Management/      |         |
|       |     equipment (ceiling     |     Engineering      |         |
|       |     lift) purchases. (NRM  |     Projects to      |         |
|       |     refers to Nonrecurring |     assist you in    |         |
|       |     Maintenance Costs such |     determining the  |         |
|       |     as those incurred when |     NRM costs        |         |
|       |     a sprinkler head is    |     associated with  |         |
|       |     moved or asbestos spot |     installation of  |         |
|       |     abatement is completed |     the FY 08        |         |
|       |     in order to install    |     equipment        |         |
|       |     ceiling lift tracks.)  |     (ceiling lift)   |         |
|       |                            |     purchases. Most  |         |
|       | 2\. SPH Program Evaluation |     facilities will  |         |
|       | by VISN 8 Patient Safety   |     not incur these  |         |
|       | Research Center            |     costs. Purchase  |         |
|       |                            |     costs for        |         |
|       | a.  [Activation            |     ceiling lifts    |         |
|       |     Survey]{.underline}    |     will generally   |         |
|       |     (obtain input from     |     include costs    |         |
|       |     Nurse Executive, Chair |     associated with  |         |
|       |     of the Safety          |     normal           |         |
|       |     Committee, and         |     installations.   |         |
|       |     Facility Champion)     |                      |         |
|       |                            | **Each Facility      |         |
|       | b.  [Baseline Milestone    | Champion will be     |         |
|       |                            | asked to submit this |         |
|       | Questionnaire]{.underline} | information to their |         |
|       |                            | VISN Quality         |         |
|       | c.  [Baseline Facility     | Management staff who |         |
|       |     Champion]{.underline}  | will then forward    |         |
|       |     [Program Status        | data to HQ (Kevin    |         |
|       |     Report]{.underline}.   | Grant). Facility     |         |
|       |                            | Champions will NOT   |         |
|       |                            | need to forward      |         |
|       |                            | information directly |         |
|       |                            | to Kevin. Return     |         |
|       |                            | this information     |         |
|       |                            | within 2 weeks of    |         |
|       |                            | receipt of data call |         |
|       |                            | request.**           |         |
|       |                            |                      |         |
|       |                            | **Return to Carrie   |         |
|       |                            | Sullivan (Outlook)   |         |
|       |                            | within 2 weeks of    |         |
|       |                            | receipt of data call |         |
|       |                            | request. For         |         |
|       |                            | questions contact    |         |
|       |                            | Carrie.**            |         |
+-------+----------------------------+----------------------+---------+
| Unit  | **PLEASE NOTE: The         | -   If an external   | Mary    |
| Pa    | timetable for conducting   |     patient care     | Matz    |
| tient | the unit ergonomic         |     ergonomic        |         |
| Care  | evaluations has changed.   |     consultant is    |         |
| Ergo  | This will be due June 2009 |     needed, let Mary |         |
| nomic | rather than December       |     know and she     |         |
| E     | 2008.**                    |     will make        |         |
| valua |                            |     recommendations. |         |
| tions | Although Mary noted that   |                      |         |
|       | she is no longer available | -   Mary will be     |         |
|       | to conduct patient care    |     available for    |         |
|       | ergonomic evaluations and  |     phone & email    |         |
|       | training, she will be      |     consultation.    |         |
|       | providing LIMITED field    |                      |         |
|       | support after the first of | -   Mary will        |         |
|       | the year. If needed, she   |     include a review |         |
|       | can recommend consultants  |     of the ergonomic |         |
|       | to assist facilities. She  |     evaluation       |         |
|       | emphasized that the HQ SPH |     process in an    |         |
|       | funding CANNOT be used for |     upcoming         |         |
|       | consultants. The funding   |     conference call. |         |
|       | for external consultants   |                      |         |
|       | must come from facility    | -   In those         |         |
|       | monies.                    |     facilities where |         |
|       |                            |     Mary has         |         |
|       | **The ergonomic            |     completed a      |         |
|       | evaluations must be        |     patient care     |         |
|       | completed in a timely      |     ergonomic        |         |
|       | manner even though the     |     evaluation, use  |         |
|       | suspense date has been     |     that report, but |         |
|       | extended. Your facility    |     if changes have  |         |
|       | should start this process  |     occurred to any  |         |
|       | NOW,** in order to hold an |     unit/area, the   |         |
|       | equipment fair, select,    |     recommendations  |         |
|       | and price equipment for    |     may change.      |         |
|       | the June 2009 data call    |     Also, Mary was   |         |
|       | that will include          |     not able to      |         |
|       | estimated equipment        |     evaluate EVERY   |         |
|       | funding requests.          |     area where       |         |
|       |                            |     patient handling |         |
|       |                            |     occurs within    |         |
|       |                            |     most facilities, |         |
|       |                            |     therefore most   |         |
|       |                            |     likely there     |         |
|       |                            |     will be other    |         |
|       |                            |     areas in need of |         |
|       |                            |     evaluations.     |         |
+-------+----------------------------+----------------------+---------+
| Equi  | Questions were raised as   | Determine best time  | **F     |
| pment | to when to hold equipment  | for holding          | acility |
| Fair  | fairs. Conduct these as    | Equipment Fair for   | Cham    |
|       | soon as possible in order  | your facility.       | pions** |
|       | to provide staff the       |                      |         |
|       | opportunity to have input  |                      |         |
|       | in the equipment selection |                      |         |
|       | process. Many VA           |                      |         |
|       | facilities will by vying   |                      |         |
|       | for the same manufacturer  |                      |         |
|       | reps to participate. If    |                      |         |
|       | your facility waits, the   |                      |         |
|       | reps may not be available. |                      |         |
+-------+----------------------------+----------------------+---------+
| Fac   | Conference call            | If necessary, use    | **F     |
| ility | participants noted that    | EDM as reference for | acility |
| Cha   | few had an official 0.5    | need of the 0.5 FTEE | Cham    |
| mpion | FTEE position as the SPH   | position. Some       | pions** |
| Rol   | FC, and that the majority  | facilities, such as  |         |
| e/Pos | were carrying this as an   | Tampa are opting to  |         |
| ition | additional responsibility. | fund an additional   |         |
|       | Without at least a part    | 0.5 in order to make |         |
|       | time (0.5) position        | the FC a full-time   |         |
|       | coordinating the program,  | position.            |         |
|       | it will be very likely     |                      |         |
|       | that the program           |                      |         |
|       | performance monitors will  |                      |         |
|       | not be met, thus HQ        |                      |         |
|       | funding for patient        |                      |         |
|       | handling equipment, etc.   |                      |         |
|       | will be withdrawn for      |                      |         |
|       | those delinquent           |                      |         |
|       | facilities. Each facility  |                      |         |
|       | will need to include the   |                      |         |
|       | costs for the FC in the FY |                      |         |
|       | 09 data call. One          |                      |         |
|       | participant noted that the |                      |         |
|       | .5 FTEE wasn't the         |                      |         |
|       | problem; it was the fact   |                      |         |
|       | that she had other         |                      |         |
|       | responsibilities. If that  |                      |         |
|       | is the case, Mary advised  |                      |         |
|       | that there may be a need   |                      |         |
|       | to hire an additional      |                      |         |
|       | person to perform the FC   |                      |         |
|       | duties for her facility.   |                      |         |
|       | Another participant        |                      |         |
|       | questioned the impact on   |                      |         |
|       | her salary. Mary noted     |                      |         |
|       | that the functional        |                      |         |
|       | statement was included in  |                      |         |
|       | the EDM and that when      |                      |         |
|       | developing the costs for   |                      |         |
|       | FY 09 all should include   |                      |         |
|       | the appropriate salary for |                      |         |
|       | this position.             |                      |         |
+-------+----------------------------+----------------------+---------+
| Fac   | A question was raised as   | Mary has sent        | **Mary  |
| ility | to how important these are | information on       | Matz**  |
| SPH   | and when they should be    | participation and    |         |
| Team  | instituted.                | responsibilities of  |         |
| /Task |                            | this                 |         |
| Force | Mary noted that it is      | multi-disciplinary   |         |
|       | helpful to have this Task  | team. If you didn't  |         |
|       | Force in place as soon as  | receive this, please |         |
|       | possible.                  | let Mary know.       |         |
+-------+----------------------------+----------------------+---------+
| Unit  | Questions were asked       | Determine best time  | **F     |
| Peer  | related to the timing of   | for instituting Unit | acility |
| Le    | bringing on UPLs. Mary     | Peer Leader Program. | Cham    |
| aders | noted that in the original |                      | pions** |
|       | Safe Patient Handling      | Mary will send out   |         |
|       | study, the UPLs were       | UPL training         | Mary    |
|       | brought on board at the    | materials in a few   | Matz    |
|       | inception of the program,  | weeks.               |         |
|       | so they were available on  |                      |         |
|       | the unit as the champion   |                      |         |
|       | and go-to-person for staff |                      |         |
|       | right from the beginning.  |                      |         |
|       | So, Mary recommends        |                      |         |
|       | bringing them on board     |                      |         |
|       | soon (after the DUSHOM     |                      |         |
|       | data call items are        |                      |         |
|       | complete). They will be    |                      |         |
|       | helpful when holding the   |                      |         |
|       | equipment fair and when    |                      |         |
|       | determining locations for  |                      |         |
|       | and installing ceiling     |                      |         |
|       | lifts, and introducing     |                      |         |
|       | other equipment.           |                      |         |
+-------+----------------------------+----------------------+---------+
| SPH   | Mary advised that the SPH  | Ensure quarterly     | **F     |
| P     | Performance Monitor will   | goals are attained.  | acility |
| erfor | soon be posted on the VHA  |                      | Cham    |
| mance | OPHEH SharePoint site.     | **I will forward the | pions** |
| Mo    |                            | revised Performance  |         |
| nitor | **PLEASE NOTE:**           | Monitors to the      |         |
|       |                            | group after they     |         |
|       | **The Performance Monitor  | have been posted.    |         |
|       | has been revised. When the | You will not be able |         |
|       | new monitor is posted, I   | to access them on    |         |
|       | will let you know.** It    | the SharePoint       |         |
|       | will reflect the changes   | site.**              |         |
|       | in completion dates for    |                      |         |
|       | the unit ergonomic         |                      |         |
|       | evaluations and other      |                      |         |
|       | changes as a result of     |                      |         |
|       | this.                      |                      |         |
+-------+----------------------------+----------------------+---------+
| Com   | Many participants asked    | Mary will combine    | Mary    |
| munic | for a copy of the EDM, the | conference call      | Matz    |
| ation | link to the VISN 8 Patient | notes from all three |         |
| w/    | Safety Center's Facility   | calls and will send  |         |
| FCs   | Champion page, the Logo    | them out along with  |         |
|       | and the name of the        | the requested        |         |
|       | company who made the       | documents and other  |         |
|       | shirts, the UPL training,  | information. DONE... |         |
|       | the UPL binder, UPL        | If you did not       |         |
|       | roles/                     | receive this         |         |
|       | responsibilities/selection | information, please  |         |
|       | criteria, Performance      | let me know.         |         |
|       | Monitor sharepoint site    |                      |         |
|       | link, and information on   |                      |         |
|       | the Facility SPH Team/Task |                      |         |
|       | Force.                     |                      |         |
+-------+----------------------------+----------------------+---------+
| FY 09 | It was asked if facilities | When developing FY   | **F     |
| SPH   | could include funding for  | 09 SPH cost estimate | acility |
| Fu    | marketing the program and  | include costs for    | Cham    |
| nding | for facility champions and | marketing the        | pions** |
|       | unit peer leaders to       | program and for the  |         |
|       | attend the March SPH       | facility champion to |         |
|       | conference. Mary noted     | attend the March SPH |         |
|       | marketing expenses and FC  | conference.          |         |
|       | conference funding could   |                      |         |
|       | be included, but not       |                      |         |
|       | funding for UPLs.          |                      |         |
+-------+----------------------------+----------------------+---------+
| FC    | There is a need to stay    | **The call-in number | Mary    |
| Confe | connected and assist each  | for all FC calls is  | Matz    |
| rence | other in implementing the  | 1-800-767-1750 and   |         |
| Calls | SPH program. Mary          | the access code is   |         |
|       | suggested having separate  | 52700**              |         |
|       | VISN calls, but has        |                      |         |
|       | decided to forgo that and  | It is preferred that |         |
|       | keep these 3 national      | Group and VISN       |         |
|       | calls due to the changes   | members stay         |         |
|       | in the FY 09 HQ SPH        | together, but on     |         |
|       | program roll-out.          | occasion, a FC can   |         |
|       |                            | call in to another   |         |
|       | Group 1 -- VISNs 1, 2, 3,  | group if necessary.  |         |
|       | 4, 5, 6, & 7.              |                      |         |
|       |                            | Groups 1, 2, & 3     |         |
|       | Group 2 -- VISNs 8, 9, 10, | will hold monthly    |         |
|       | 11, 12, 22, & 23.          | conference calls.    |         |
|       |                            |                      |         |
|       | Group 3 -- VISNs 15, 16,   | -   Group 1 will     |         |
|       | 17, 18, 19, 20, & 21.      |     hold a call      |         |
|       |                            |     every 4^th^      |         |
|       |                            |     Wednesday from 2 |         |
|       |                            |     -- 4 PM.         |         |
|       |                            |                      |         |
|       |                            | -   Group 2 will     |         |
|       |                            |     hold a call      |         |
|       |                            |     every 4^th^      |         |
|       |                            |     Tuesday from     |         |
|       |                            |     1:30 -- 3:30 PM. |         |
|       |                            |                      |         |
|       |                            | -   Group 3 will     |         |
|       |                            |     hold a call      |         |
|       |                            |     every 4^th^      |         |
|       |                            |     Monday from 2 -- |         |
|       |                            |     4 PM.            |         |
+-------+----------------------------+----------------------+---------+