Taking minutes at meetings is one way for health centers to demonstrate compliance in a variety of areas. However, sometimes minute taking isn’t easy; minutes can often lack documentation, or may not express what actually transpired with a discussion. This session will provide participants with the following: Understanding why meeting minutes are important for HRSA compliance Identifying what should be included in meeting minutes for topics such as Quality, Sliding Fee Discount Program and Governance Examples of meeting minutes that can be utilized to develop best practices

1. www.compliantfqhc.com
Strategies for Effective Meeting Minutes
COMPLIATRIC WEBINAR SERIES
Michelle Layton BSN, MBA
Infidium Healthcare Solutions
Jennifer Genua-McDaniel, BA (Hons), CHCEF
Genua Consulting, LLC

2. ThankYou For AllYou Do!!!

3. Disclaimers
 This presentation is not endorsed by Management Strategists
Consulting Group (MSCG).
 This presentation is not endorsed by Health Resources Services
Administration (HRSA) or the Bureau of Primary Health Care
(BPHC).
 Not employed by MSCG or BPHC.
 Independent Consultants who are contracted to conduct
Operational SiteVisits (OSV), provideTechnical Assistance and
assist health centers with preparation for their OSV.
 This information should not be considered legal advice.
Confidentiality Notice: This document is confidential and contains proprietary information and intellectual property
of Infidium Healthcare Solutions and Genua Consulting. Neither this document nor any of the information contained
herein may be reproduced or disclosed under any circumstances without the express written permission of the
aforementioned parties.

4. Agenda
 Previous Webinars
 Importance of Meeting Minutes
 Contents of Meeting Minutes – What Should be Included?
 Examples of Meeting Minutes
 Best Practices for Meeting Minutes
 QUESTIONS: marketing@fqhcwebinar.com

5. PreviousWebinars

6. Previous Webinars
Continuous Compliance Series
 Webinars focus on maintaining continuous compliance with each
Chapter of the HRSA Health Center Compliance Manual
https://compliatric.com/resources/
Presenting Quality Data to the Board
 Webinar focuses on best practices for presenting Quality Data to
the Board of Directors, as well as what questions to ask
https://compliatric.com/resources/

7. Importance of Meeting Minutes
 1.They offer legal protection
◦ Represent actions of the staff and board
 “If it’s not written down, it’s not done”
◦ Need just the right amount of documentation
 In situations of critical importance, and where the
record is important, you may need to take detailed
minutes.
 2.They provide structure
◦ Need certain information

8. Importance of Meeting Minutes
 3.They drive action
◦ Use meeting minutes to measure action
◦ Also provide accountability as it provides if
there is any follow up needed and who will
follow up
 If items are tabled, minutes will provide information
on why and when it will be brought back to the
board for discussion

9. Content of Meeting Minutes
 Effective and Efficient Meeting Minutes
◦ Date and Time
◦ Attendees (Board vs. Staff vs. Guests)
◦ Quorum? (Based on board approved bylaws)
◦ Use the meeting agenda to outline the minutes
◦ Committee Report Out
 Admin (CEO)
 Finance/Operations
 Clinical/Quality Improvement
 Medical, Dental, Behavioral Health,Pharmacy, etc.
 Facilities
 Development/Fundraising

10. Content of Meeting Minutes
 Effective and Efficient
Meeting Minutes
◦ Old Business and
New Business
◦ Approval of
Motions
 Any abstain? All in
favor? Motion
carried?

11. Content of Meeting Minutes
Consent Agendas
• Items that do not need any discussion, are routine procedures, or are
already unanimous consent.
• Allows the board to approve items together:
• Approval of Minutes
• Routine matters such as committee reports
• Reports provided for information only
Items can be pulled from the consent agenda for
discussion from the board
HRSA approvals should NOT be in the consent agenda

12. Sample Consent Agenda

13. Meeting Minutes Samples-YES

14. Meeting Minutes Samples-NO

15. Meeting Minutes Samples

16. Quality Committee Meeting Minutes
Why Are They Important?

17. Quality Committee Meeting Minutes
Why are they Important?
 Provides a record of the organization’s implementation
of the Quality Improvement/Assurance Plan
 Provides a record of the organization’s attempts to
address quality initiatives and performance
improvement measures
 Provides a record of active discussion by both Quality
Committee Members and Board Members

18. Requirements for
Quality Committee Meeting Minutes

19. Requirements for
Quality Committee Meeting Minutes
Quality Committee Meeting Minutes must:
◦ Demonstrate Quality Committee membership for all
services in scope
◦ Demonstrate the evaluation and reporting of quality
initiatives for all services in scope
◦ Demonstrate the evaluation and quarterly reporting for
both clinical services and clinical management metrics

20. Components of Effective
Quality Committee Meeting Minutes

21. Components of Effective
Quality Committee Meeting Minutes
 Agenda Item
◦ Minutes should demonstrate all items on the agenda
were addressed
◦ Items not addressed due to time constraints should be
reflected as such
 Discussion
◦ Minutes should demonstrate engagement and discussion
by committee members for all items on the agenda

22. Components of Effective
Quality Committee Meeting Minutes
 Action
◦ Minutes should identify action that will be taken based
on the documented discussion
 Responsible Party
◦ Minutes should reflect accountability for identified
actions that will be taken
 Follow-Up Date
◦ Minutes should reflect a follow-up date for action items

23. Sample Quality Committee
Meeting Minutes

24. Best Practice? YES

25. Best Practice? NO

26. Presenting Clinical Quality Data to the
Board of Directors

27. Presenting Quality Data to the Board
 Determine if the health center will have a Board Quality
Committee
 Present a monthly Quality Report and engage in active discussion
◦ Don’t just present Quality Committee Meeting Minutes!!
 Present data in a format that is appropriate for the skill set of the
Board
◦ Visual versus narrative
 Ensure Board Meeting Minutes are reflective of active discussion
and management decision making!! All discussion and decisions
must be documented!

28. Additional Resources
Compliatric: Compliatric -
HRSA Compliance
HRSA Compliance Manual
(8/2018): Compliance Manual
HRSA SiteVisit Protocol
(5/2021): SiteVisit Protocol
HRSA Summary of Updates:
Summary of Updates
ECRI: ECRI |TrustedVoice in
Healthcare

29. Questions & Answers

30. Have Additional Questions?
Marketing@fqhcwebinar.com