QI Council Agenda

Sun, 10/04/2015 - 15:52 -- gkroberts

Hi, would anyone be willing to share what their typical QI Council agenda looks like? We meet every-other-month, and I fear that ours has started to become boring and routine. Maybe you guys can help me beef it up a little!

Current agenda: welcome, overview of projects in process, new project proposal discussion and prioritization, process map of new project(s) and choose project team(s).

Thanks!

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Submitted by 4Sloan on

Our Quality Improvement Council is our Performance Management Team. A few months ago we sought to streamline our agenda-setting and note-taking for these meetings by turning our agenda and note-taking template into tabular form. Also, we decided to use the Public Health Foundation's five-component structure for the topics we would cover in meetings: Visible Leadership, Performance Standards, Performance Measurement, Reporting Progress, and Quality Improvement. This makes sense for us because we're using the PHF assessment in performance management also to demonstrate progress from year-to-year.  This new approach is saving us considerable time in reviewing notes and creating agendas. I would be happy to share an example if you provide your email address.

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Submitted by gilda.zarate on

Excellent thread! I would also be very interested is seeing that example @4Sloan, my email is gilda.zarate@co.madera.ca.gov. Thanks for your generosity!

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Gilda Zarate-Gonzalez, MPH, CLC-Madera County Public Health Department

Submitted by QIangeloni on

Hi! thanks for the good question. I can't share my agendas because I incorporate them into a long email with other updates and things, but I can give you some examples of what we discuss: 

- QI council charter, membership, structure, etc. 

- There is one member representing each division in our organization, so I ask each council member to provide QI updates at their regular staff meetings, so the message is constant and is the same to everyone. I give them updates which I think they can share with others.  

- Their role in the promotion of a culture of QI, which includes giving more information about training opportunities and (mostly online) resources available

- Discuss about the strategy behind the annual QI fair we plan

- Ways to incentivize employees to attend the QI training or to submit an improvement idea

- How the Council will play a role in the selection of the QI projects and the sustainability of the efficiencies after the QI project is complete. We think we should use the Department's performance measures to identify projects and the Council should be able to make a recommendation

- We are going through accreditation and just received their report with the areas of excellence and the opportunities for improvement. I am sharing that report with them and letting them see the role they want to play/recommendations they want to make to the Department. 

- I share with them the results of the PHWINS survey that ASTHO did nationally (you know about that?). The results of the survey were disseminated in a whole edition of the Journal of Public Health Management and Practice and there is one article in particular [Characterizing the Business Skills of the Public Health Workforce: Practical Implications From the Public Health Workforce Interests and Needs Survey (PH WINS)] which indicates that “survey participants (state health department employees) who were proficient in applying quality improvement concepts were significantly more likely to report job satisfaction”. I thought this is important information the Council should have to continue to promote the benefits of QI. I want them to be informed about QI and be ready to share valuable pieces of information to others in the staff and in their own programs. 

- I convene meetings every other month or less often than that, and I schedule them when I have a full agenda  :)

 These are some ideas. Contact me if you have other questions. I look forward to hear from others as well! 

Magaly

 

 

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Magali Angeloni, DrPH, MBA
Rhode Island Department of Health's Academic Center Director
magali.angeloni@health.ri.gov

Submitted by A066391 on

Magaly,

I would love to hear more about your annual QI fair.  Please send me an email at:

Orlanda.Bratlien@dhcs.ca.gov

Thank you,

Orlanda

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Submitted by gkroberts on

@4Sloan, my email is gurleen.roberts@dph.ga.gov, thanks! It's great that you have 1 team for QI and PM. That certainly makes things a little easier.

Megaly, thank you for sharing your agenda items. It's valuable to hear what other QI coordinators have planned. I was not aware of the PHWINS survey that you mentioned, but I will take a look at that. Those results are gratifying to show that QI can improve job satisfaction! Another thing that stood out was that you only convene meetings when the agenda is full. That is a great idea. I realized this recently, and am leaning towards doing this as well so that I can maximize the value/time of QI Council members. Also, can you please share a little more information about your annual QI fair? I think other PHQIXers could benefit from this knowledge.

Thanks!

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Gurleen Roberts, MPH
Director of Quality Management
Cobb & Douglas Public Health
Marietta, GA
gurleen.roberts@dph.ga.gov

Submitted by Carol Heier on

In Alabama at the state health department, our QI Council and Performance Management Team are the same, too.  I'd be interested in seeing an example of the agenda mentioned by 4Sloan.  My email is Carol.Heier@adph.state.al.us.  Thank you!

Our QI Council used RACI charting to streamline work processes to get the objectives of our QI plan accomplished.  A part of our QI Council agenda each month is focused on updates from those individuals who are accountable and/or responsible for certain objectives.  We also get updates on QI projects in process from the QI Council member assigned as the respective QI Team Champion.  Sometimes, I also share or provide training on a QI tool or topic and share information of interest to them.    

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Submitted by karnold on

@ 4Sloan, I would love to see an example of your PMQI agenda if you are still willing to share!  chris.n.arnold@gmail.com.  We also are trying to incorporate performance management and QI into one meeting.  It makes sense with QI being a component of PM!

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Submitted by karnold on

@ 4Sloan, I would be very interested in seeing an example of your agenda.  Thank you for sharing your process!  My email is chris.n.arnold@gmail.com.  Many thanks.

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Submitted by tkane on

Hi Gurleen. Great question. First, I think the QI team meeting agenda ought to reflect the roles and responsibilities of the QI team outlined in the QI plan. The meeting is an opportunity to check-in on the work happening between meetings and to identify needed resources.

Here are two ideas that might strengthen your agenda: 

First, you could consider a training component. The topic may be related to a new QI method or tool or some other competency that is important for a QI leader (e.g., facilitation skills, stages of team development, etc.). While you're at it, consider asking a different QI team member (or members) to develop and lead this brief (10-20 minute) training session at regular meetings. 

Second, QI team meetings are an opportunity to discuss and make decisions about "What's going around?" related to QI in the agency. Because QI team members are the eyes and ears of QI in the agency, QI team meetings are an excellent time to discuss: "What's going well?", "What's not going well?", and "Where can we improve?" related to organizational QI activities. 

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