Columbus Regional Hospital Leadership Meeting

1. Columbus Regional HospitalLeadership Meeting Sandy Hook United Methodist Church June 19, 2008

2. Security • Security • Police Presence 24/7 • Limited access to facility (one entry employees, one entry contractors) – Employees will be required to sign in and out of building. • Parking Pass • Employee Parking will be North Parking Lot. Passes will be distributed when employees check in at HR. • East Parking Lot will be restricted. A parking pass will also be required and will be distributed to those individuals identified by Martha Myers.

3. Access • Contact Number: 201-484-9575 • Directors or VP must call contact number for employees, themselves or vendors to enter CRH. • Requests can be made M-F 8am-4pm. • Any special requests for access outside these times can only be granted after the VP of the area communicates to the contact number . • Sign-in /Sign-out at the North Employee entrance only. • Enter/Exit at the North Employee entrance only. • No CRH property can be removed from the building • Asset removal teams will be identified to control the asset removal from the building • Access to gather personal property will be determined and scheduled at a later date.

4. Employee Assignments4 Types of Employees: • REGULAR DUTY • REGISTRY • SPECIAL PROJECT • UNASSIGNED

5. Regular Duty Employees Employees who have a work assignment with their current manager similar to their regular duties, likely at another physical location within SIHMI/CRH • Should not show up at Human Resources unless directed by manager due to lack of regular work • Should report directly to location that manager designates for regular duties • Managers will track and report PTO for these employees

6. Registry Employees Employees who are scheduled to work job duties similar to their own, but for another healthcare facility • Must be assigned through coordination of NAC’s • Must pick up information packet in HR prior to the start of each NEW assignment (we can also email it) • Should not show up to HR for duty next week if they have been given an assignment from Manager/NAC by that day - will go directly to assigned facility • Must turn in time sheet WEEKLY to HR (by Friday PM) and pick up new time sheet

7. Regular Duty Employees Employees who have a work assignment with their current manager similar to their regular duties, likely at another physical location within SIHMI/CRH • Should not show up at Human Resources unless directed by manager due to lack of regular work • Should report directly to location that manager designates for regular duties • Managers will track and report PTO for these employees

8. Registry Employees Employees who are scheduled to work job duties similar to their own, but for another healthcare facility • Must be assigned through coordination of NAC’s • Must pick up information packet in HR prior to the start of each NEW assignment (we can also email it) • Should not show up to HR for duty next week if they have been given an assignment from Manager/NAC by that day - will go directly to assigned facility • Must turn in time sheet WEEKLY to HR (by Friday PM) and pick up new time sheet

9. Special Project Employees Employees who have been assigned a special project/ team that was approved by LDI Steering Committee. • Must be assigned through coordination of their manager and project team leader • Should not show up to HR for duty next week if directed show up at another location for project work • Must maintain time sheet weekly and give to project leader for approval. Project Leaders must turn all team member’s time sheets in to HR weekly.

10. Un-assigned Employees Employees who are not working for another hospital through Registry, or their manager does not have a regular duty or special project assignment for them • Employee needs to report to HR starting next week on their REGULARLY SCHEDULED DAY/TIME per original department schedule. • Employee should not report to HR on Monday 6/23 unless they were originally supposed to work that day. • Employee will work with HR Staff to obtain a daily assignment. Daily assignments will be various types of work, and not just manual labor. • Employee must return time sheet DAILY to HR at end of shift with their daily supervisor’s signature. Time sheets will need to be picked up along with daily assignments at the beginning of each regularly scheduled shift for that employee. • Dress code for unassigned employees - closed-toe shoes, jeans, capris or shorts, T-shirts or other sleeved shirt. Be prepared for all scenarios!

11. Manager Responsibilities • Check in with HR/Recruiters at least weekly to report scheduled PTO (or call-ins, problems, etc) • Notify HR if employee category changes (moves to/from Registry, Projects, Unassigned, etc). • Notify HR of terminations as you receive them. • Field your employees’ questions, trying to answer what you already know. When you don’t know, call HR yourself to get the answers. • Stay in touch with all your employees, being their reliable contact person.

12. Human Resources • HR staff will be available Mon-Fri, 7a-5p • Will be staffed by NAC + 1 other leader 24/7 to accommodate all shifts • Located on 2nd floor of HMOB North(same building as Employment Office & Breast Health Center).Turn left at top of stairs, or right coming out of elevator(do not go into Columbus Adult Medicine/Gynecology). • 812-376-5420 main HR phone • Main fax # • Employee health phone # • Benefits phone # • Weekends and eve/night shifts between 5p-7a will have a table on 1st floor by door entrance for security reasons

13. Types of Teams • Training • Personal Development • Process Development • Process Improvement/Lean Sigma • Regulatory • Business Development/Growth

14. Other Projects… • If you have identified other projects/work which would take staff away from the organizational prioritized projects, you must submit to the LDI Steering Committee for approval. • Contact Katie in Human Resources at 376-5240. • LDI Steering Committee will review each Friday and will get back with you.

15. This is a Life-Changing Event • Project teams will be making many changes that will be implemented once we are back up and running. • Changes will create efficiencies, better quality among others.. • This is our opportunity to redesign our entire operations during downtime.

16. Special Projects

17. Other improvement/ efficiency teams • LDI Steering will meet weekly. • Contact LDI Steering Committee member if you have further questions. • Kathy Wallace Shannon Walden • Joe Turco Bill Algee • Sean McAlister Carolyn O’Neal • Jeanine Hulse Cindy Loyd • Susan Rust

18. What: Weekly Leadership Meeting When: Fridays, 8:00 a.m. – 9:30 a.m. Where: TBD Ongoing Leadership Meetings

19. Communicating with Staff • www.crh.org – updated daily • www.therepublic.com – page A2 • Telephone trees • Meetings with your staff • Starting soon: • Hard copies of updates at the HR office • Jim’s weekly memo to employees • In the Know

20. Communicating with staff • Stop the rumor mill • Reinforce key messages: • We are here for our employees, physicians and community • We are not moving, being torn down or closing • We will reopen services in stages • Systems will not be perfect, but we are doing our best. To quote one of our leaders “Lord knows we’re trying.” • Give leadership the benefit of the doubt when you hear something that doesn’t make sense • Get the facts • If you don’t know the answer, don’t make it up. Say “Ill get back to you with an answer on that.” • Employees need to reinforce these messages too