DEVELOPING CHARTER AND COVENANTS 1 Using a PFPCQS

DEVELOPING CHARTER AND COVENANTS 1

Using a PFPCQS® Charter to Prepare for Challenges Challenge Approach • Developing shared mental model of purpose/mission • Statement of purpose • Modeling partnership • Membership composition • Organizational support • Executive +/or Board reporting • Attendance • • Attendance requirements Covenant (rules) • Leadership and teamwork • Leadership turnover • One year co-lead terms, annual elections & succession planning 2

PFPCQS® Charter Structure i. Introduction ii. Purpose and Objectives iii. Accountability (Reporting Relationship) iv. Amendments v. Membership vi. Leadership Team vii. Standing Committees and Working Groups viii. Meetings ix. Operations 3

PFPCQS® Charter SECTION II: PURPOSE AND OBJECTIVES 2. 02 Specific Objectives To assist [H] to continually improve the safety and quality of services it offers the patients and families who seek care at [H]; To strengthen communication and collaboration among patients, families and other non-professional caregivers, and [H] staff and associates; To provide ongoing feedback to [H] that addresses patient service issues; To promote information sharing between [H] and the patients, families, and community it serves; To aid in establishing [H] organizational priorities in response to patient, family and community needs; and To promote patient and family advocacy and involvement in quality improvement and safety work 4

PFPCQS® Charter SECTION III: ACCOUNTABILITY 3. 01 Accountability The PFPCQS shall be accountable for its recommendations and actions to [HOSPITAL NAME’s] Board Safety / Quality Committee. 3. 02 Reporting relationship The Co-chairs of the PFPCQS Leadership Team shall report to [HOSPITAL NAME’s] Board Safety / Quality Committee. 5

PFPCQS® Charter SECTION IV: AMENDMENTS 4. 01 Amendments of Charter The vote of a majority of [HOSPITAL NAME’s] Board Safety / Quality Committee, then in office is required to amend, repeal, or otherwise modify this Charter, subject to approval of the [HOSPITAL NAME] Board. Such action may be taken at a regular or special meeting of the Board Safety / Quality Committee provided written notice of the purpose the meeting shall be given. 6

PFPCQS® Charter SECTION V: MEMBERSHIP 5. 01 PFPCQS Members To model partnership, the PFPCQS shall have two categories of members: (i) Six patients and or family members; and (ii) Six [H] associates or representatives. The number or members may be changed only by amendment of this Charter. The categories of members may be changed only by amendment of this Charter. 7

PFPCQS® Charter SECTION V: MEMBERSHIP 5. 02 Eligibility The following eligibility requirements apply for each class of PFPCQS members: i. The commitment to actively support the Purpose of the PFPCQS and achieve its objectives; ii. The commitment to regularly attend monthly meetings of the PFPCQS, which will be 2 -3 hours in length; iii. Agreement to take the immunizations required by [H] to protect the health of [H] patients, PFPCQS members and [H] staff and visitors; iv. Agreement not to disclose confidential information given to you as a member of PFPCQS; and v. Willingness to actively participate in the PFPCQS projects, committees or working groups and be responsible for accomplishing their goals. 8

PFPCQS® Charter SECTION V: MEMBERSHIP 5. 03 Membership and Voting i. Since the role of the PFPCQS is advisory, it shall have no formal voting mechanism on matters other than election of Leadership Team members, removal of PFPCQS members, or removal of a member of the PFPCQS Leadership Team. ii. If the PFPCQS does not reach consensus on a non-voting matter, the differing opinions or points of view shall be summarized in the notes of the meeting and any recommendations made to [H]. iii. Each PFPCQS members shall have one vote. If a tie-breaking vote is needed on a matter of PFPCQS business, the Chair of [H Board Safety/Quality Committee] may cast a tie-breaking vote. 9

PFPCQS® Charter SECTION V: MEMBERSHIP 5. 04 Founding Members appointed to serve at the establishment of the PFPCQS in (YYYY) shall be known as Founding Members. 5. 05 Member Terms The following membership terms apply for each class of PFPCQS members: i. Founding Members of the council shall have the following terms, as determined by [H] at the time of the member’s appointments. a) Three Members in each membership category shall have terms starting at the time of appointment in (YYYY) and extending through December 31, (YYYY+1); and b) Three Members in each membership class shall have terms starting at the time of appointment in (YYYY) and extending through December 31, (YYYY+2). 10

PFPCQS® Charter SECTION V: MEMBERSHIP 5. 05 Member Terms (cont. ) Members shall serve no more than three consecutive two years terms; provided, however, that Founding Members whose first terms are less than two years in length shall be eligible under this Charter to serve three additional two-year terms after their initial term is over on December 31, (YYYY+1). Subject to the limits on consecutive terms stated in this section, persons who have previously served on the PFPCQS are not prohibited from serving again. 5. 06 Appointment of Members shall be appointed by the [[H] Board Safety/Quality Committee] or, if it so delegates, a committee or an executive serving [H]. 11

PFPCQS® Charter SECTION V: MEMBERSHIP 5. 07 Resignation or Termination of Membership i. Any member may resign at any time. The member will submit his/her resignation to the Chair of the [H] Board Safety/Quality Committee. Resignation will be accepted and effective once letter is submitted. ii. A PFPCQS member who becomes inactive will be assumed to have resigned and may be replaced by the [H] Board Safety/Quality Committee. An inactive member is a person who has missed three PFPCQS meetings in a row or three over a year’s time. 12

PFPCQS® Charter SECTION V: MEMBERSHIP 5. 09 Ad Hoc Members The PFPCQS may have Ad Hoc Members appointed by [H]. Ad Hoc members shall not vote, serve specific terms or be subject to the term limitations set forth in this Section. Ad Hoc members shall have the following roles: i. To assist in staffing the PFPCQS in support of the Leadership Team; and ii. To act as liaison between the PFPCQS and [H] organizational units that interact or wish to interact with the PFPCQS. Ad Hoc Members shall be encouraged to participate in PFPCQS discussions and activities, including committees and working groups. 13

PFPCQS® Charter SECTION VI: LEADERSHIP TEAM 6. 01 General Powers PFPCQS affairs shall be managed by or under the direction of the Leadership Team, which shall have the power and responsibility to: i. Draft the PFPCQS meeting agendas and set meeting times; ii. Conduct PFPCQS meetings; iii. Make suggestions to the [H Board Safety/Quality Committee] for new PFPCQS members; iv. Support, mentor and develop members of the PFPCQS; and v. Review suggestions, complaints, compliments or other feedback about PFPCQS activities or PFPCQS members. 14

PFPCQS® Charter SECTION VI: LEADERSHIP TEAM 6. 02 Composition of the Leadership Team To model partnership the Leadership Team shall consist of: i. Patient/Family Co-Chair; ii. [H] Co-Chair; iii. Patient/Family Vice-Chair, and iv. [H] Vice-Chair. 15

PFPCQS® Charter SECTION VI: PFPCQS LEADERSHIP TEAM 6. 03 Qualifications Each PFPCQS Leadership Team member must agree to attend at least one Agenda Planning Meeting each month to develop or review the agenda for future full PFPCQS meetings and address any other matters that need to be addressed to help the PFPCQS succeed in achieving its Purpose and Objectives. Agenda Planning Meetings can be conducted by telephone or email exchange. Agenda Planning Meetings are informal and it is not expected that minutes will be taken at these meetings. 16

PFPCQS® Charter SECTION VI: LEADERSHIP 6. 04 Terms and Succession As part of start up planning in (YYYY), Leadership Team members will be appointed. At the (YYYY+1) annual meeting and thereafter at each annual meeting, Leadership Team members shall be elected for a one (1) year term; provided, however, that the terms of the Leadership Team appointed in (YYYY) shall extend through December 31, (YYYY+1). When the terms of the Patient/family Co-Chair and the [H] Co-Chair end, they will be succeeded by the Patient/family Vice-Chair and [H] Vice-Chair, respectively. PFPCQS members who have served as Co-Chairs or Vice Co-Chairs in the past are not prohibited from doing so again. 17

PFPCQS® Charter SECTION VII: STANDING COMMITTEES AND WORKING GROUPS 7. 01 Committees and Working Groups By majority vote, the PFPCQS may create one or more committees or working groups and appoint to those committees/groups: i. PFPCQS members, or ii. Other persons nominated and approved by the PFPCQS Leadership Team. 18

PFPCQS Culture/Covenants We’re all in this together We listen without being judgmental We participate We embrace change We are personal committed to [H’s] patient-centered safety and quality mission We don’t miss PFPCQS meetings 19