Fill - Free fillable SMS Student Affairs2012 14 Biennial Report Final (University of Hawaii at Hilo) PDF form

DIVISION OF STUDENT AFFAIRS

2012-14 Biennium Period Report

Unit Name: ____________________________________________________________________

Unit Manager: _____________________________________ Date Compiled: _______________

PART A: Please provide 1-2 significant or major examples of how your unit’s activities,

programs, services, etc., substantively/meaningfully contributed to achieving each of the

following: (a) the Division of Student Affairs strategic plan implementation matrix

(http://hilo.hawaii.edu/uhh/vcsa/documents/UHHiloDSA2011-

15StrategicPlanImplementationMatrix.pdf); (b) UH Hilo’s strategic priorities

(http://hilo.hawaii.edu/strategicplan/); and/or (c) the UH System’s strategic priorities

(http://www.hawaii.edu/ovppp/uhplan/)? Please be sure to identify/reference specific

priorities and provide specific examples and sufficient detail.

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University of Hawaii at Hilo Student Medical Services

Heather Hirata

5/28/2014

Guided by it's passion for making a positive difference in students' lives, UH Hilo

Student Medical Services (SMS) substantively contributes to the Division of Student

Affairs (DSA) to achieve its goals .Our main goal is the provision of medical care and

health education of our students at UH-Hilo. Our passion flows over into achieving the

goals of the UH Hilo DSA strategic plan and the broader goals in the UH Hilo Strategic

Plan 2011-2015.

SMS has increased the number and variety of co-curricular experiential learning

opportunities available at SMS, accomplishing the UH Hilo DSA 2010-2012 Strategy 1.5

to: Increase the number and variety of co-curricular experiential learning opportunities

that are available to first-year students both on- and off-campus that link classroom

content with real-world application, including but not limited to student employment,

service learning, student practica, internships and externships,and student exchange

programs.

(http://hilo.hawaii.edu/uhh/vcsa/documents/DSAInterimStrategicPlan2010-2012-FINALIZ

ED10-25-10.pdf ).

UH Hilo’s Strategic Priorities Goal number 1 is to: Provide learning experiences and

support to prepare students to thrive, compete, innovate and lead in their professional

and personal lives.

http://hilo.hawaii.edu/uhh/vcsa/documents/DSAInterimStrategicPlan2010-2012-FINALIZ

ED10-25-10.pdf

In the last year we have increased the use of student employees and volunteers from the

health sciences professional degree programs in SMS daily operations. We utilize

professional programs, such as the nursing programs on both the UH Hilo and HCC

campuses to fill our student nurse positions and assist with our free flu clinics. We

executed a MOU 10/1/13 between College of Pharmacy (CoP) and SMS to provide

pharmaceutical services to UH Hilo community coupled with clinical pharmacy

experience for CoP students. The CoP has increased this year creating real life

experiences in our newly formed UH Hilo Pharmacy that will help to meet the needs of

our state with well educated professionals. This year, 47 pharmacy students rotated

through UH Hilo's SMS to gain clinical experience. SMS has had six Nurse Practitioners

rotate through the clinic from UH Hilo DNP program and UH Manoa’s Master’s program,

as well as BSN students and a high school senior from Waiakea High School doing her

Senior project. All of these individuals increase our services while providing learning

opportunities for our students.

All three strategic plans very briefly mention or allude to the medical services.

UH Hilo Strategic Plan, Goal III: Build a learning environment that facilitates student

development and success; Selected Strategy: Continue through the OSA to provide

support for student groups likely to need special services in order to achieve their

educational objectives. For the system wide plan under Goal 3 “Promote wellness of

faculty, staff, and students through education, health and counseling services, and policy

guidance”.

Activities, programs, and services that contribute to achieving these goals include:

Assist students accepted in specialty programs (College of Pharmacy, BSN, Teacher

certification) with required immunization, physical exams, lab work, so they are able to

enroll and continue with their course work and reach their goals. Provide medical care to

students sustaining injuries or illness from field or laboratory work. Assist students in

obtaining required medication or immunizations for overseas travel and research.

Promote a healthy lifestyle through health education brochures and participation in

health fairs. Supply other campus programs and departments (Women’s Center,

housing, Women’s Studies) with health related information and supplies. Serve as a first

responder when a sexual assault occurs. Assault victims who are seen at SMS may

choose to receive Emergency Contraception and STD testing and treatment. They are

offered assistance in reporting the event to the police and campus security, and in

arranging a forensic exam. Counseling is encouraged with either an on or off campus

professional.

PART B: Please list and describe your unit’s 2-3 priority areas for focus to improve outcomes

or enhance positive impact for students or the constituents your serve. How will you know if

you have achieved your desired outcome or impact? Note that both quantitative and

qualitative measures are acceptable.

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SMS has two priority areas: (1) increasing capital to improve quality of care and access

to services, (2) and assessment of outcomes. Regarding the first, one goal is increasing

insurance reimbursements by consistently through more comprehensive billing for all of

our services, including family planning. The amount of insurance reimbursement

received would be tracked through assessment of outcomes procedures (priority 2).

Another approach to increasing capital is an annual review of fees for immunizations,

physical exams that are not school related, and other appropriate fees that are standard

in medical offices. A process for this review was created with UH Hilo Medical Services

and the VCSA. This was a memo that was created and endorsed by UHHSA through the

democratic process and approved by the Chancellor for implementation. In addition,

another strategy is to have the semester health fee increased to be on par with peer

institutions.

The second priority area, assessment of outcomes, will be accomplished by developing

procedures for formally collecting and analyzing statistical data on number and type of

patients seen for by the Family Planning/ Medical Clinic/ Shot clinic, and tracking the

amount of insurance reimbursements received by each clinic. Quantitative analysis will

help determine who is currently being served, the type services effectively provided, and

patients who may benefit from increased outreach. Tracking insurance reimbursements

provides a way to predict incoming capital. Qualitative assessment using peer chart

review will be used to determine levels of improvement in quality of care. Peer review

processes help to identify areas of strength, barriers to providing evidence-based care,

and other factors that may contribute to utilization of services. Currently SMS is engaged

in a self-assessment evaluation of the program for WASC accreditation CSA sub-unit

review

PART C: How are you reallocating your fiscal, human, facility, technology and other resources

to support your priorities?

PART D: What strategies have you implemented, if any, to either increase efficiency and

productivity in your unit, reduce waste and unnecessary cost, and/or increase your access to

alternative funding sources, including extramural funding? What new strategies do you have

planned in the coming year?

PART E: So that we can better plan and prepare for future UH System biennial budget and

supplemental budget requests, please indicate your most urgent resource needs (e.g.,

human, fiscal, facility, etc.) in the next several years and provide an estimate of the annual

recurring funds required, i.e., base dollars, and justification for the need.

3 | Page

In this current environment of doing more with less, it is important to sustain the core

functions of Student Medical Services. We are doing this by sourcing less expensive

products in our purchases. We also are utilizing volunteer labor to continue to keep all of

our services while increasing the level of comprehensive care that we can provide to the

students of UH Hilo. As a preceptor for Masters level nurse practitioners and UH Hilo

DNP students as well as rotating pharmacy students, these additional resources have

provided resources to increase efficient medical care delivery.

Organization of resources, both human and material, has helped SMS increase

efficiency and productivity in our unit. The plan for the 2014-15 year is to increase

insurance reimbursements through more comprehensive billing for all of our services,

which will be greatly enhanced and expedited through implementation of an electronic

medical records system. This one-time expense will facilitate an increase in insurance

reimbursement over a number of years, making the overall system significantly more

cost-effective. We renewed our family planning grant this upcoming year that will serve

the student medical services with funds for the next 3 years. We have increased our

services that made us eligible for further funding through the Title X grant for providing

long acting contraceptive options.

Also, having staff and providers adhere to their job descriptions has greatly reduced the

waste and unnecessary costs of having providers doing administrative tasks that take

time and focus away from patient care. I have been working with the career center to

access more funding for student workers and we were granted monies for this purpose

this past fiscal year.

The most urgent need at Student Medical Services is capital to hire professional staff.

Although we can maintain by using student workers and volunteers, there is high

turnover of these individuals, which results in more time training and supervising them.

The stability and expertise that professional staff will bring to the clinic is needed. An

examination of staff ratios at peer institutions (under 5000 students) indicates that our

ratios are insufficient to effectively serve all students in need of services. This cost will be

approx $30k (plus benefits) for a full time front desk person, another $40k (plus benefits)

for a full time RN, and another $50k (plus benefits) for a half-time APRN. This step will

ensure consistent daily operations of the clinic, and more efficient and comprehensive

care. Another urgent need is more space. On average,25 students visit the clinic daily,

which greatly taxes our existing space, and results in crowded work spaces, long wait

times, lack of storage, and a higher risk of violation of confidentiality. This could easily

be accomplished by acquiring two rooms beside the clinic and the cost of some

renovations to up-fit the space. Cost for up-fitting would be approximately $20k.

Electronic medical records are also a need with an approximate cost of $10k for initial

installation and a renewal cost of $1-2k per year.

PART F: (if applicable) Please describe at least one learning outcome that you intended to

achieve for students who interface/interact with your unit’s functions, programs, and/or

services for the coming year. How will you measure student learning relative to this

outcome? (For units who are exempt, please note what efforts you made to assess program

outcomes, e.g., conduct self-study using CAS standards. Units may conduct both learning and

program assessment.)

PART G: How can the Office of the Vice Chancellor for Student Affairs better assist with or

support your unit’s mission, goals, priorities, etc.? Examples might include helping to

change/update a policy, establishing a pathway for better communication with another unit

on campus, receiving information about a particular issue, etc.

PART H: Are their additional comments or information you wish to provide? List attachments

included with your submission.

Please submit report electronically to your cluster leader (if applicable) with copy to the VCSA by

Friday, June 20th at 5:00 PM HST. Additional sheets may be attached. All reports will be posted online.

4 | Page

The one learning outcome that I would have is that the students trained here leave with

the knowledge of how a medical clinic should function and the roles that are required all

to function efficiently. Learning outcomes are measured by students who go on to be

hired in a professional capacity. We also have a survey that rotating students complete

to assess their experience at UH Hilo Student Medical Services and provide feedback for

the clinic's operations and development.

In comparison to comparable campuses UH Hilo’s student health fee is extremely low,

and not on par with peer institutions. An increase in the fee would significantly support

our priorities and goals. Assistance from the Vice Chancellor’s office to support an

increase in fees at the Board of Regents level is necessary to increase this fee and

support our goals as a unit.

APRN position Justification and costs

SHWP Goals Final

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