09/27/2006 - Department of Psychiatry at the University of Minnesota

Dr. Schulz opened the meeting by welcoming the Department’s faculty and staff to the first All-Department Meeting and stated that these meetings will be held quarterly. He stated that he hoped that the meetings would help facilitate communication between specific areas of the Department and also that the meetings were being held in response to the departmental survey conducted by the University of Minnesota auditors.

Dr. Schulz thanked Dr. Adson for making the recent Psychiatry Update a success. Dr. Schulz commented that more than 300 people attended the conference and that the feedback he had received was excellent.

The Department is moving to a new Center, along with ENT, Neurology and Neurosurgery The Center is an initiative from the Dean’s office to encourage similar departments to work together to provide synergy. The new center will be named NEURO. The Center Administrative Structure is as follows:
- Mary Hensely - Center Director.
- Mike Nemcek - Assistant Director of Academic Operations
- Twila Jensen - Assistant Director of Finance & CSU Ops
- Deb Melander - Human Resources in the Center.

He further stated that certain functions of the VA, such as administration of grants, may be handled through the new Center, but most VA operations and all operations of hospital affiliates would be handled by those entities.

Dr. Schulz announced that Drs. Kumra and Carroll both have been awarded new grants.
UMP has issued a request for applications for clusters of departments to create new multidisciplinary programs. Our cluster’s new program proposal focuses on neuromodulation.
The Inpatient Task Force recently had its final meeting. Dr. Schulz complimented the Task Force on its imagination and energy and said that they had addressed the external reviewer’s most pressing concerns by suggesting a new system whereby senior faculty would be more involved in the supervision of residents on the ward.

Dr. Schulz commented on the increase of the number of Vice-Chairs from one to three, stating that each major focus of the Department (education, patient care and research) now had its own Vice Chair. He then turned the floor over to Dr. Lim.

Dr. Lim began by showing various aspects of the Department’s website, including the Grand Rounds section. He commented that the existing web management system is difficult to work with and suggested that the University may be adopting a new system soon.

Dr. Lim then commented on NIH’s new consolidated grant submission page and stated that EGMS is attempting something similar, so that faculty will have a single place to submit information, and EGMS will collate and submit the information. He stated that EGMS has a February 1, 2007 deadline for this system to be implemented.

Dr. Lim discussed an examination of processes and methods to search for inefficiencies. He also stated that the Department needs forecasting and financial tools in all areas, not just grants, so that predictions can be made and funds can be more closely monitored. He stated that one important goal is the reduction of repetitive, time consuming work.

Dr. Lim closed with projections that in the future the Department would make greater use of electronic media, such as a departmental listserv and the department’s website, in disseminating information and tools.

Dr. Mackenzie discussed education, beginning by stating that at any given time the Department is training 40-50 residents, fellows, interns and medical students. He stated that RRC is visiting the residency program on October 3 to assess for accreditation.

Dr. Mackenzie stated that from now through February the Department will be hosting candidates for our residency, and reiterated that it is important for everyone, especially faculty, to make a good impression upon these candidates by being approachable and helpful.

Dr. Curdue began her discussion of the clinic by emphasizing that everyone in the department is involved in providing excellent clinical care. She then stated that the recent survey of patient satisfaction gave us excellent marks and represents a great improvement.

Dr. Curdue stated that teaching in the clinic has been reorganized, with faculty providing closer supervision of residents. She stated that this and other changes have led to an increase in number of patients seen and a great increase in intakes, which rose from an average of 50 per month last year to 154 in August.

Dr. Curdue discussed the subspecialty clinics and noted that they are operating in spite of some past problems in getting them started. She stated that the clinic is working toward a team model of care in relation to subspecialty clinics.

Dr. Curdue then noted that a number of changes, including maximizing use of clinic space, changing processes to make them easier and reduce repetition, and bringing transcription in-house have reduced costs and increased effectiveness in clinical treatment.

Dr. Schulz resumed the floor to discuss the results of the Departmental survey by the auditors that revealed concerns about administrative openness to feedback and suggestions, and especially the result that stated that 39% of Departmental faculty and staff believed that they would not be shielded from retaliation if they reported a violation. Dr. Schulz said that he is concerned by this result and stated that the Department will not retaliate against people reporting violations. He emphasized that everyone in the Department should feel free to come to him, the Vice Chairs, or Mike Nemcek with a problem so that it could be resolved quickly. He also stated that the University website for reporting violations, www.Ureport.ethicspoint.com , will be distributed to the Department.

Dr. Schulz reminded faculty that minutes of Brown Bag meetings, and of this meeting, can be found online. A recording of this meeting is also available by contacting John Hopwood at mpsyctek@umn.edu

Dr. Schulz closed the meeting by discussing computer security, especially the use of cables for laptop computers.