February 9, 1999

We continue our efforts to control the Medical Center's costs while ensuring the highest quality of care. In mid-October, we began to limit hiring to jobs absolutely essential to patient care and support. More recently, we asked our management team not to make minor equipment purchases less than $25,000, excluding equipment required to meet urgent needs; curtail pay increases; control work orders by only approving items essential for safety or to meet regulatory requirements; and freeze travel. Preliminary information indicates our cost control efforts are beginning to work. We truly appreciate your understanding and cooperation, and will continue to update you as we move forward.

At our next communications meeting, I will review the board of trustees' Feb. 13 meeting.

W. Stuart Smith, Interim Vice President for Clinical Operations Interim CEO, MUSC Medical Center

Parking Update

• Cindy Garmon, business associate for Parking Management, said the new 4:45 a.m. shuttle bus from the Fishburne/Hagood parking lot has been well received. She asked managers to continue to promote this pick-up time.
• Earlier this year, Parking Management wanted to lease 85 parking spaces across from the Fishburne/Hagood parking lot from the City of Charleston. The lease did not work out due to complicated restrictions.
• The Lockwood Drive parking lot is scheduled to be completed by early fall. Located next to Harborview Office Tower, the new lot will add approximately 400 spaces to the parking system. While these additional spaces will not solve the parking shortage, the new lot will temporarily relieve the overcrowded situation at the Fishburne/Hagood parking lot.

Donation Limitations

• Pam Cipriano, Ph.D., administrator for Clinical Services, and John Franklin, director of Support Services, said they receive many requests from missionary groups and other international organizations for donated items such as medical/surgical supplies. Franklin reminded the management team that MUSC can't donate any state property. State property must be in use or in surplus. The state controls the appropriate redistribution of surplus items.
• Franklin noted that if MUSC staff members are involved in providing care at a function such as a health fair, then MUSC can provide supplies in support of clinical educational activities. The supplies should be tracked on IIT forms for accountability.

Campus Safety

• Paul Moss, manager of Medical Center Safety and Security, said 14 reports of criminal incidents were filed within the Medical Center in January, including stolen property and prank phone calls. Moss offered the following guidelines for promoting safety on the MUSC campus:
• Know the people who work or belong in your area.
• Always wear your ID badge with the picture clearly visible
• Secure offices, desks and lockers.
• Report suspicious activity or people to Public Safety by calling 792-4196.
• Call Public Safety for an escort if you feel uncomfortable walking to your car alone.

JCAHO Update

• Vivian Gettys, JCAHO program manager, presented highlights of the recent mock JCAHO survey of Ambulatory Care Services. Based on survey findings, several initiatives have been targeted to improve continuity of patient care. These initiatives include:
• Educating staff on specific policies and procedures.
• Documenting patient care information.
• Using medical records to support coordination of care.
• Enhancing the quality network.
• Gettys also reported that efforts are under way to improve documentation of required age-specific competency information in Medical Center employee files. She noted that maintaining up-to-date records of environment of care inspections is a constant challenge tht continues to receive a great deal of attention.
• Susan Carullo, manager of Employment, Compensation and Employee Relations, discussed revised procedures, effective immediately, for linking age-specific competency to the position description and performance evaluation process. Documentation of age-specific competency must appear in the position description and be rated in the performance evaluation (EPMS) form.
• The following statement must be incorporated into the position description and the EPMS form: “Demonstrates knowledge and skills required to provide care and/or service appropriate to the age and level of development of patients, with consideration of the needs of patients’ families.”
• The position description must clearly identify the patient populations served by each employee, including infant, pediatric, adolescent, adult and geriatric.
• Age-specific competency documentation must be attached to each EPMS form.
• Unit educators from Clinical Services will provide support to managers to ensure age-specific documentation requirements are fulfilled.
• Please contact Carullo at 792-1684 if you have additional questions about age-specific competency requirements.