Reflection assignment health science 450
Ayoosh
CommitteesandTeamsPartII.pptxCOMMITTEES AND TEAMS: PART II
PRESENTED BY DR. TERENCE HODGES
HSCI 450
Committee chairperson
The chairperson of a committee could be filled in several ways:
Direct appointment or;
Manager may appoint himself or herself
Committee members may select chairperson
The chairperson’s role may rotate among members
| Direct Appointment | Committee |
| Director of Patient Care Review Program | Utilization Review Committee |
| Safety Manager | Safety Committee |
Committee Chairperson Duties
Coordinating the schedules of committee members
Correlating committee activities with the work of related committees or departments
Checking for compliance with mandated deadlines and actions
Obtaining meeting space
Issuing meeting notices as to time, date, place, and agenda
Coordinating and distributing support information before meetings
Preparing the agenda, including sequencing items according to priority
Chairing meetings
Meetings should always start on time
State the purpose of the meeting at the start and determine that everyone knows why they are present
Ensure that someone (“a recorder”) is assigned to record the proceedings for the purpose minutes and assignments
Encourage discussion
Remain in control of the proceedings
Remain in control of the group itself
End with some specific plan
Follow up after the meeting
Minutes and proceedings (1 of 3)
Minutes serve as the permanent factual record of committee proceedings
A surveyor checking for compliance with patterns of patient care requirements might request the minutes of the utilization review committee over the past year
The Joint Commission may call for minutes and proceedings of the medical staff committees to help in determining whether the staff is fulfilling its medico-administrative responsibilities
Minutes could be subpoenaed by the courts for legal matters
Minutes and proceedings (2 of 3)
Minutes are prepared in two stages.
First, either the proceedings are transcribed in their entirety by clerical staff or a summary of key points is compiled by a staff assistant
Minutes are generally reviewed and approved or not approved before the committee meeting begins
Minutes and proceedings (3 of 3)
Minutes should reflect what is done, not what is said
In general, adequate minutes as a matter of course contain the following:
The name of the committee
The date, time, and place of the meeting
Whether it is a regular or special meeting
The names of members present
The names of members absent (include a notation of excused absence if appropriate)
The names of guests
teams
Teams have been at the forefront of the implementation of quality management (TQM) programs
A “team” may be “standing” such as a “departmental” team
In general, a team is less formal than a committee
Committees are required to take minutes and are more likely to be associated with voting
What to avoid in using employee teams
Never allow an employee team to deal with terms and conditions of employment
Do not solicit from teams’ complaints, grievances, or suggestions about terms and conditions of employment
Do not let team meetings turn into gripe sessions
Do not allow an employee team to exist and function without a clear mission
Effective employee teams
Define a clear mission or charge before soliciting team membership
Keep the team focused on productivity or quality improvements only
Staff teams with volunteers, or use rotating memberships
For standing committees or long-lived teams, maintain a majority membership of managers
Establish specific problem solving or work improvement ad hoc groups
The end
