Maintaining Colleague Engagement During an Integration; How to Successfully Integrate

by

Laura Majewski

and

Christine Jensema, Ph.D., MS, SPHR, SHRM-SCP

• Introduction of Hospital Sisters Health System (HSHS)

• Introduction of St. Clare Memorial Hospital formerly Community Memorial

Hospital

• Share reasons that led to the integration

• Share engagement steps taken prior to the integration

• Share engagement steps to take at time of integration

• Share engagement steps to take post-integration

• Review what our Integration Plan(s) looked like

• Share lessons learned

How we will spend out time together

Hospital Sisters Health System (HSHS)

• MISSION

• To reveal and

embody Christ’s

healing love for all

people through our

high quality

Franciscan health care

ministry.

VALUES

Respect

Care

Competence

Joy

VISION

Rooted in our

Franciscan Mission,

we will be the unique,

high quality Health

System providing

exceptional care,

centered on the whole

person.

HSHS Quick Facts

• Population served: 3,000,000+

• Inpatient Admissions: 83,062

• Emergency Department Visits: 300,095

• Inpatient surgeries: 21,105

• Outpatient surgeries: 43,981

• Physicians on Medical Staff: 2,356

• Physicians Fully Integrated: 589

• Total Colleagues: approx 15,000

• Volunteers: 4,201

• Operating Revenue: $2.0 billion

• Bond Rating: AA-

• Community Benefit Services: $174.2M

Hospital Sisters Health System

Western Wisconsin Division

Sacred Heart Eau Claire

St. Joseph’s Chippewa Falls

Eastern Wisconsin Division

St. Clare Oconto Falls

St. Mary’s Green Bay

St. Vincent Green Bay

St. Nicholas Sheboygan

Southern Illinois Division

St. Anthony’s Memorial Effingham

St. Elizabeth’s Belleville

St. Joseph’s Highland

St. Joseph’s Breese

Central Illinois Division

St. John’s Springfield

St. Mary’s Decatur

St. Mary’s Streator

St. Francis Litchfield

HSHS System Strategies

• Franciscan Formation/Mission Integration

• Quality/Care Integration

• Develop Our People

• Stewardship:

• Operations/Finance

• and Growth

Welcome St. Clare Memorial Hospital

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125 S Main Street, Oconto Falls, WI 1921

History of Community Memorial Hospital

• Previous equity partnership

• Cultural and mission fit

• Continue to keep care local

• Meet the on-going healthcare needs of the local community

Decisions that Led to the Integration

• Build an Integration team; utilizing talent from both organizations

• Communications regarding the integration from both organizations

• Build an effective robust comprehensive integration plan

• Be visible

• Build relationships

Engagement steps prior to the integration

• Be visible

• Build relationships

• Intentional focus on culture

• Be present and onsite

• Have a communication plan

• Follow your integration plan

• Manage the pace and amount of change

Engagement steps to take at time of integration

St. Clare Integration Integration “mantra”

•http://www.youtube.com/watch?v=xjloX_EvYiI -

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• Focus on engagement; educating and measuring

• Communications

• Be transparent about the integration steps and efforts

• Be visible

Engagement steps to take post integration

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Blessing Ceremony

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• Operational milestones

• Process for the “People team”

• “People” efforts

Integration Planning; the detail

Operational Team Milestones:

Catholic Identity Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Chaplain X (done)

Chapel & Dedication X

ERD Education (Board, Providers, SMT) X (done)

Staff Catholic Identity Education X

Religious icons X

ERD Compliant Policy and Procedures Updates X(done)

Roll out revised advanced directives X

People Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Colleague Onboarding X (done)

New Colleague Orientation X

Franciscan Formation for Colleagues X

Senior Leadership Development X

Colleague Forums X

People Soft conversion and alignment X

Annual Benefit Enrollment X

Finance Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Close FY2014 X

Complete SCO FY Operating 2015 X

FY2014 Cost Report Completion X

990 Completion X

General ledger conversion (people soft) X

Create Chargeback: cost allocation process Prevea:SCO X

Create SCO Capital Budgeting Process X

Revenue Cycle Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Centralization of Patient Financial Services X

Implementation of Contract Management Module X

Centralization of Health Information Management X

Standardization of Charge Master X >180

Information Services Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Gmail to Outlook migration X

Epic updates to existing platform X

Evaluate new Epic enhancements at SCO X

Retire Legacy billing systems Series/Mysis X HOSPITAL X CLINIC

Meaningful Use Attestation (YR2, Stage 1) X

IT Support Services Integration (HelpDesk) X

Supply Chain Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 GPO Conversion X 12/1

Sodexo Conversion X

Pharmaceutical Supplies conversion (to Cardinal) X

Waste Stream Conversion (to Stericycle) X

Primary Care Clinics Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Provider contract term transition X

Staff Conversion SCO-Prevea X

Operational Team Milestones:

Brand Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31Signage

External (radio, newspaper, billboard)

Internal

X (phase I)

X

Forms conversion X(Start) Completion

Collateral conversion X

Marketing Campaign X

Quality, Safety, CPI, IP, Regulatory Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Initial meetings to determine integration into divisional structure X

Mapping of current to future job roles for SCO colleagues X

Implementation of EWD Divisional Plan X(Start) Completion

Risk Management/Compliance Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Initial meetings to determine integration into divisional structure X

Mapping of current to future job roles for SCO colleagues X

Implementation of EWD plan X(Start) Completion

Clinical Care Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 Integration of SCO CNO into EWD Nursing leadership structure X

Integration of SCO Nursing into EWD strategic nursing plan X (start) Completion

Patient Experience Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 SCO Leadership Education X

SCO Colleague Education X

Implementation of EWD structure and process X(Start)

Philanthropy Sept 1 – Nov 30 Dec 1 – Dec 31 Jan 1 – March 31 HSHS approval of Friends of St. Clare X

Alignment of Friends of St. Clare within EWD development plan X

Integration of SCO database with EWD data base X

People Integration

• Core Team with ad hoc members

– Eastern Wisconsin Division Colleagues

– St. Clare Memorial Colleagues (former CMH)

– System Partners

People Integration Activities

• Pre-closing; due diligence, job mapping, planning and communications

• Post-closing; first week activities– Build Trusted Relationship

– Transactional paper work

– Handbook and Policy introduction

– Birthday celebration

– Blessings Ceremony

– Orientation

– PeopleSoft Build

People Integration Activities continued:

• Benefit integration; January 1, 2015

• Compensation integration

• Support Services restructuring

• Catholic Identity

• Development

–Colleagues

–Leadership

– Just Culture

–Formation

–The Promise etc. (Customer Service Training)

Integration Activities continued:

• Traditions, celebrations, and cultural focus

• Colleague Engagement

• Metrics

• Action OI

• Recruitment processes

• People tools; Halogen and Healthstream

• And more..amongst the daily People Operations (our whirlwind)

• Engage the Nursing staff into current division efforts ASAP i.e. Professional Nurse

Practice Council and Professional Nurse Development Plans

• Develop relationships with key nursing leaders

• Assess and reassess talent

• Allow the hospital leadership at the “impacted” organization to be at the front of

managing the pace of change

• Keep your Board of Directors informed

• “Paint the lobby” do something very visible for the colleagues to resonate with the

change. Show the great efforts of why the integration is the right decision

• Remove any barriers to not allow building relationships and being visible

Lessons Learned

From the words of St. Francis

Start by doing what is

necessary, then what is

possible, and soon you will

be doing the impossible

St. Francis of Assisi

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