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For internal use only. Please do not distribute.
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Weekly Newsletter for Employees of VNA Care Network Foundation
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To ensure you're seeing the Connecter in its entirety:
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CONNECTER
ARCHIVES
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Below is this week's issue of the Connecter newsletter, which is required reading for all employees. The next edition will be published on Monday, April 11, with articles due to connecter@vnacarenetwork.org by Friday, April 8.
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IN THIS ISSUE:
SERVICE EXCELLENCE
ANNOUNCEMENTS AND UPDATES
CLINICAL APPLICATIONS
CLINICAL SERVICES
FUND DEVELOPMENT
HUMAN RESOURCES
INFORMATION SYSTEMS
QUALITY AND RISK MANAGEMENT
VNA HOSPICE CARE
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April 4, 2016
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Volume 5, Issue 14
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Service Standard of the Week:
Service Standard #7: Communication Etiquette
We follow communication standards and expectations when engaging in electronic and telephone communications; ensuring to always use a warm and friendly tone.
Here are some behaviors that demonstrate standard #7:
- Use VNA communication etiquette standards, answering all calls within 4-rings and with a smile; thanking the caller, giving them your name, using hold carefully, and keeping them updated if they are on hold.
- Leave clear and detailed voicemail messages, including your name and your call back phone number.
- Never use voicemail to avoid calls.
- When necessary ask the caller, "May I place you on a brief hold?" Eliminating call transfers whenever possible.
- Adhere to communication messaging standards.
Huddle Topic Suggestions/Conversation Starters:
- When was the last time you cleared voicemails off your agency-provided cell phone? Please note that agency cell phones cannot save an unlimited number of voicemails. To ensure customers are able to leave messages, make sure your voicemail is not full.
- What is the centralized, standard vehicle for delivering organizational information?
- Does both your office phone and cell phone adhere to the agency's communication guidelines for greetings?
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Service Excellence Champion Group
The Service Excellence Champion group meets monthly to discuss ways to further our organization's commitment to exceptional service excellence.
Key Initiatives Being Worked On:
- Improving patient experience
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- Town Hall Meetings
- Streamlining communication methods and tools
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- Huddle strategies
- Ongoing Service Excellence training
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- Ann Bohac
- Debbie Brown
- Katie Callahan
- Jen Casper
- Simone Charpentier
- Lori DeRosa
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- Wendy Drake
- Jill Enwright
- Kelly Frew
- Dave Hanley
- Brielle MacDonald
- Cheryl Milas
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- Mary Ann O'Connor
- Adele Pike
- Lorraine Potter
- Dave Rose
- Geri Spina
- Charlvic Williams
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Submitted by Laurie Connolly, RN out of the Needham office
I visited an 83 year-old patient recently to complete a discharge from VNA. The patient had a total hip replacement at New England Baptist and then went to rehab at Newbridge on the Charles for a few days before being admitted to VNACN. The patient commented on how relieved she was with the smooth transition of care from one place to the next, saying that she 'didn't have to do a thing' and everything was taken care of and put into place for her from her admission to New England Baptist to her arrival home. She was thrilled with how quickly she was healing, thrilled that was discharged from PT, OT and SN within a two week period because of the wonderful care she received.
Submitted by Jennifer Wisel, Clinical Services in the Leominster office
The following is a letter from the daughter of a patient:
Dear VNA Staff,
I'm really at a loss as to how to adequately express my gratitude for your kind and gentle care of my Mom during these last weeks of her life. You all played such an important role in encouraging her and supporting me. I'd like to especially thank her OT- Sue Gauthier, and PT Lori Dery, who came multiple times and always treated my mom with the utmost respect and me as a friend. Please also extend my deepest appreciation to her social worker Diane Protano, and nurses Peggy Schneider, Diane Brennan, Chris Beriau, and Danielle Melvin. Truly, I cannot be effusive enough. YOU made a difficult journey into a sweet and precious time. Thank you for the memories.
This is what it is all about. "People won't remember what you said or what exactly you did, but they will remember how you made them feel."- Myra Angelou.
We are so privileged to be of service to others and it is a precious thing. In the end, this is all that matters in our work. It keeps us going through all the stress. You made a real difference in this patient and families' life. I am so honored and humbled to be working with each of you!
Submitted by Maura Vitello, Patient Care Manager in the Needham office
I would like to compliment Michelle Guerra and Ivette Mulero for their assistance with clarifying a patient's diagnosis & medications while a clinician was out. There was great collaboration AND support from Michelle and Ivette to get the job done, THANK YOU!
Submitted by a satisfied patient
I would like to thank the visiting nurses and acknowledge and give kudos to both Eric Reger, my physical therapist, and Jessica Whalen, my occupational therapist, for the outstanding care and attention they both provided me after my recent knee surgery.
I will be having my second knee surgery in a few months and if I could have both of them as my therapists I would be over the moon. If that is not possible, I do hope that my next therapists will be as wonderful as Jessica and Eric have been.
I don't think enough credit can be paid to the visiting nurses and all that they do.
Submitted by a case manager from Dana-Farber
I just wanted to give a "shout out" to one of your hospice intake people. Tom Wood is a joy to work with. He has been very helpful and understanding whenever I call him for a referral. Hope you will pass this on to whoever needs to know - Tom Wood is Terrific!
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Scenes from the Street
The WCVB Channel 5/Chronicle team paid a visit to Rose Monahan last week for an upcoming episode on end of life decision making. Stay tuned for when it will air!
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It appears that the jokers in the Danvers office played a little April Fool's Day prank on Caroline Walton, Clinical Services Manager.
"One of these things is not like the others, One of these things just doesn't belong, Can you tell which thing is not like the others. By the time I finish my song?"
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ANNOUNCEMENTS AND UPDATES
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Length of Service Award Recipients - Weymouth Office
Our employees are our greatest asset and best indicator of our success...and based on our HomeCare Elite status and 4-4.5 CMS Star ratings, we have an exceptional team! We are lucky to have so many dedicated employees who commit themselves to our organization and the patients we serve.
Over the next several weeks we will go office by office and recognize all those who have reached milestone anniversaries. Congratulations!
Weymouth Office
Andrea Segel
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25 Years
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Christine Reddy
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20 Years
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Nicola Anderson
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20 Years
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Rebecca Manning
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15 Years
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Renee Scott Packard
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15 Years
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Kerri Stevens
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15 Years
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Margaret Herlihy
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15 Years
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Deborah Tatarczuk
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15 Years
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Joan Roth
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10 Years
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Nicole Sullivan
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10 Years
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Nigel Best
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10 Years
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Elizabeth Corcoran
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10 Years
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Jennifer Bilodeau
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5 Years
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Mauro Bernardino
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5 Years
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Maria Bielawski
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5 Years
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Patti Darling Manager of SEN Team
By Katie Callahan, Associate Clinical Director
It is my pleasure to announce that Patti Darling, interim Patient Services Manager for the SEN Team in Charlestown, has accepted a permanent management position on the team.
Patti brings many years of experience with her; she has carried a caseload, worked as the weekend triage nurse, assisted many of us as the Office Nurse, and, most recently, stepped up to interim manager. Patti is well known to many in our organization as well as colleagues in the community. Each of us will benefit from her wisdom and guidance.Please join me in welcoming her to her new role.
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2016 Dufault Lecture
Please see the educational opportunity below. Click on the image for full details.
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Encore Code Load: Tuesday April 12
By Christine Day, Clinical Application Specialist
Instructions for laptop point of care users
Please read carefully as these instructions are very important. Set your laptop up for a laptop sync on the night of Monday, April 11. Please make every effort to do this even if you are not scheduled to work on Tuesday, April 12. If you have not already done so already, communicate the Revision file to your laptop immediately. The Code Load goes live at 6:00am on Tuesday, April 12.
What to do Now:
- Clear all (H) Held Email
- Clear everything out of "Complete Work in Progress"
What to do on Monday, April 11:
- Do an immediate sync to send over your work once finished.
- Do not enter anything including Encore email after this Communication
- Set up for your usual nightly Laptop Synchronization
What to do on Tuesday, April 12:
- Do not touch your laptop at all until 06:30am or later.
(Office staff: the server will not be ready until after 8am, wait for announcement by email.)
- Then, clear the holding screen or turn your laptop on and click into Encore.
- If you see a lot of technical jargon scrolling on the screen, do not interrupt this process. This is normal and will clear in approximately 30 to 45 minutes. Look for a successful revision message.
- If you do not see a lot of technical jargon scrolling on the screen, check the version of Encore in the upper left corner of the screen. If the version is 06.00.0300, you are all set. If you do not see this version, log off and shut down your laptop. Then, log back into Windows and Encore. You should see the scrolling of technical jargon begin. Remember that it may take 30 minutes to complete.
- You may use your laptop normally if the version is correct and you have no other error messages.
- Do not communicate your laptop until we make an email announcement that the communications are functional.
Purpose: Financial and Clinical Changes
Common Problems:
- Revision file never communicated to the laptop---your laptop is unusable, turn it in
- Did not finish and communicate work by Monday night--it may be lost and need to be recreated
- New version not updating-try logging out of Encore or into Encore
- Any other error-request support
Be sure to prepare ahead as the server will be down for approximately two hours on Tuesday. Ask for printouts Monday of any forms (i.e. Med List) that you would need to provide patient care on Tuesday should there be any issues with your laptop.
Questions? Contact the Clinical Applications Department:
- Christine Day 617 886 6453 or cday2@vnab.org
- Kerry Leo 508-751-6828
- Liz Bourne 617-886-6730
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Encore Code Load 06.00.0300: 3 Changes to Expect
- CHANGE #1: New question, Allergy/Immunization page in the Medications Form
- CHANGE #2: Verbal Orders
- CHANGE #3: Oasis M1011 and 1017
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Reminder - Coding in Encore Clinical
When adding in ICD-10 codes; if the code is not complete an error message (see attached) will appear asking for a complete code.
Complete codes are listed in the F1 Help in Referral - Clinical. Use one of the codes in this field OR one of the codes already entered in the chart in the HHRG/Dx tab. These are all complete codes. Click the FULL ARTICLE button for more information.
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Reminder to All Clinicians who Draw Blood for Lab Work
Please ensure that the lab slip you submit with the blood for testing has the physician listed. This is essential for the lab when reporting critical values.
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Wound Care Corner
By Carol Jones, WOC Nurse Leader
Suggestions for Ordering Supplies from Byram:
- Order all your supplies from the patient's home. This way the patient is sure that you placed the order and you are sure you ordered everything they need
- WEEKEND staff ARE EXPECTED to order wound care supplies. You can call or fax in an order on Saturday and fax in an order on Sunday. These orders will be processed on Monday morning.
We want to welcome our NEW WCC nurse Kim Valente. She has been working as a Case Coordinator in the Danvers office and will now be working as a wound/ostomy nurse for 664 in the Needham office and the Danvers office. We are so happy to have her on board!
Please contact you WOC nurse for all new patients with a wound/ostomy. Contact information by office is below.
Name
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Office
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Ext.
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Cell
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Schedule
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Carol Jones
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Danvers/Gloucester
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ext 1257
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508-246-1052
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M-F
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Harri Blau
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Southborough
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ext 6120
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508-340-0450
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M,T,W,F
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Carrie Bergman
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Worcester
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ext 5419
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508-259-1534
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M,W,Th
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Meg Norberg
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Needham 663
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ext 4630
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508-735-1456
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M,T,Th,F
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Shirley Lucier
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Leominster
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ext 6210
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508-667-3060
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M,W,Th,F
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Nikki Hamm
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Worcester
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ext 6620
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508-259-1769
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M-F
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Kim Valente
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Danvers/Needham 664
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ext 2505
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508-868-7267
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M-F
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Telemonitoring Insurances Accepted
Please refer to the chart below as an easy reference for insurances accepted for the Telemonitoring Program.
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April is OT Month
By Judy Walsh, Director of Rehabilitation Services
I wanted to take a moment to recognize and appreciate the many ways Occupational Therapists help our patients to recover from illness as well as to improve their quality of life and ability to manage chronic disease states.
Most known perhaps for ADL retraining, let's not forget about the many other ways our OT/COTA colleagues help our patients. In honor of OT month, I wanted to share this article submitted last September by Anne Muskopf, OTR. Thanks Anne, and THANK YOU to all of our OT/COTA Colleagues!
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Occupational Therapists do Much More than basic ADL training. There are many times when an OT referral may be appropriate for your patient.
Consider the following scenarios:
- Your patient is "noncompliant" with or having difficulty managing their medications
- Could a mild visual or cognitive deficit be part of the cause? An OT eval might help to tease this out and put the right interventions in place for success.
- Are they squinting at the bottles saying, "I can't tell which one this is"...? Or are they having trouble sequencing or understanding the purpose of the medication?
- Your patient has had a recent COPD exacerbation
- Often times they need activity pacing, energy conservation, education on proper use of O2 with ADLs and tubing management, among other interventions.
- Your patient is not drinking enough water because they cannot open the bottle of water or retrieve it from the refrigerator
- Your patient sleeps in a recliner because s/he cannot get in/out of bed and is at risk of developing pressure sores
- Your patient scores a fall risk on the MAHC 10 for impaired vision, impaired cognition, environmental considerations, or difficulty with ADLs
- Your patient is wearing the same clothes every time you see them, often in a housecoat or robe
- You clearly identify hygiene issues and may have referred in a HHA which was not previously needed
- Your patient does not wear socks even on the coldest day, and has "increased abdominal girth"
- Your patient's family is wondering how much supervision they need to be safe at home
- Your patient's PHQ-9 score indicates depression, especially if decreased participation in hobbies and other activities
- Your patient is not wearing their ordered compression stockings because they cannot get them on
- You have difficulty making visits simply because you r patient can't operate their phone and/or door buzzer system
When in doubt, feel free to consult with your area OT or your Rehab Services Manager about a referral, and please always indicate the reason for your referral so that we address the most important concerns first. Thank you!
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Clinical Services - Meetings Revamped 2016
If you're a clinician, you've undoubtedly noticed that there are some new, renamed, and redesigned meetings happening. Your Clinical, Rehab, Quality and Operations Directors have put a lot of thought into this redesign and each meeting has a specific purpose. The goal of this meeting redesign is to have consistency across teams and offices and to utilize best practice processes to drive clinical and operational outcomes. In order to reduce confusion in terminology, some of the meetings have been renamed. Here is a summary of the meeting descriptions and purposes:
Meeting
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Frequency/Time
(Delta code)
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Facilitators, Participants
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Purpose
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Expected Outcomes
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Episode Manage-ment
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2x/month for 1 hour
06
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CSM, RSM facilitate and document
SN, PT, OT, SLP attend
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Review Medicare pts at specific time points in the episode to review utilization: schedule, disciplines referred, d/c planning.
Tools: Home Health Gold reports.
May identify need for individual pt Case Conference
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Reduce ACH, LUPA
Improve rehab utilization and
referrals to BH, TH, Palliative, Hospice.
Goal achieve-ment with efficient visit schedule, coordination of visits.
CAHPs
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Caseload Mgt Meetings
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As needed, determined by manager, 06
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Manager and Clinician 1:1
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Discuss caseload using standard review guide.
Delta/McKesson open
Case management, visit frequency, d/c planning, practice issues. provide clinician support
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Visit frequency, timing of visits
D/C planning
Visits match frequency ordered
Reduce ACH
CAHPs
EBBP in POC
ID need for joint visits, case conference
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Case Confer-encing
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As needed or by request, 06
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Telephonic, standing 20 minute times.
PCM facilitates and documents
Can invite external case managers, others as appropriate
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Discuss single patient case with all clinicians involved in care. Review plan, barriers, resources needed to d/c, coordination of care.
Delta/McKesson open; PCM tool with SBAR
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Reduce ACH, LUPA
RC vs DC
CAHPs
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Rehab Round-tables
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6/year at 1.5 hours
(total 18 hours/year)
08
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RSM
PT/PTA
OT/COTA
SLP
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Clinical development and education, professional skill development
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Discipline specific skills develop-ment
Based upon patient population needs
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Staff Meetings
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Monthly 1.5 hours
07
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CSM/PSM co-lead with RSM*
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Communication, education
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Standard agenda
Compliance - Joint Comm., CoPs;
Procedures
Operational benchmarks
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During the Episode Management, 1:1 Caseload Management meetings and Case Conferences, facilitators will ask lots of questions. This is not intended to question your professional knowledge or judgment, but to spark discussion around best practices, patient progress, barriers, and to offer support and treatment suggestions. In some cases, treatment planning considerations and referrals to other disciplines may be suggested. We recognize that clinicians are busy, and sometimes taking time to stop and think about the plan of care and discuss options with other clinicians truly allows for best practices to emerge. If you have not yet experienced all of these meetings, you will. Episode Management will be in place in all teams within the next few weeks, and Case Conferencing is available in all offices. As always, if you have questions, don't hesitate to ask your Manager or Director.
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Flu Reported Widespread
By Susan Stiller, QI Specialist & Chief Infection Officer
Please be aware that we are seeing a number of referrals of patients with the flu over the last couple of weeks. The Massachusetts Health Department as well as the Boston Public Health Commission is reporting confirmed flu cases, mostly Influenza A. The vaccine was a good match this year so that is helpful in minimizing complications and severity of illness from the flu.
The health department also reports on influenza like illness with is defined as a fever of > 100°F, a cough and/or a sore throat as shown below. Tamiflu is helpful but must be given early on during the illness. As a reminder, the period of contagiousness is 1 day before symptoms developed up to 5 to 7 days after becoming sick. In some people, especially those with weakened immune systems, the period of contagiousness may be extended. The virus is spread mainly by droplets from the ill person through coughing, sneezing and even talking. Droplet precautions should be used for patient care in that early period of time, about the first week. This means put on a surgical mask when close to the person - 3 to 5 feet. And as always - frequently perform hand hygiene.
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Consider Wellness Clinics When Discharging Patients
By Bev Salate, Wellness Manager
Clinicians, did you know that the wellness department offers multiple Keep Well and blood pressure clinics throughout our service area? When you are getting ready to discharge your patient, but still wish he or she could be monitored medically in some way, please consider a wellness clinic. Many of the sites offer transportation for the clients. We monitor B/P, blood sugars, weights, etc. and have a chart on each patient and confer with MD's as needed.
If you are unsure of when and where the clinics are do not hesitate to ask one of the wellness nurses:
- Southborough: Judy Manning 508-786-1525 ext. 5556
- Needham: Jennifer Gangadharan 781-455-6661 ext. 4260
- Danvers: Joan Fitzpatrick 978-777-6100 ext. 1326
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Additional CE Offering: Medication Management with the Patient with Parkinson's Disease
By Mary Meade Ambrefe Pharm D., CGP, Clinical Pharmacist
The Education Department is pleased to announce an addition to the CE offerings already posted and available. On Tuesday, May 17th in the Needham office from 8:30-10 and Wednesday, May 18th in the Worcester office from 8:30-10, Mary Ambrefe, Pharm.D., CGP, will offer a program on Medication Management in the setting of Parkinson's Disease.
Employees will be able to use their Agency Education Hours for these courses; the process for requesting to use Education Hours applies. Requests to use Education Hours for these courses must be submitted to your manager at least 30 days before you plan to take the course using the Education Day Application form. In addition, please call Brielle MacDonald at 508-786-0693 ext. 5633 or email at barsenault@vnacarenetwork.org.
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Focus on Fall Risk Reduction
I'd like to invite ALL clinical staff to attend one of our three Continuing Education sessions entitled Care of the Patient at Risk for Falls The next session will be held in Needham on Thursday, April 21 from 2-4pm and then in Charlestown on Thursday, May 5 from 8:30-10:30am.
Click the FULL ARTICLE button below for more information.
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Boston Globe Subscribers: Donate Ad Space
You can donate ad space to VNA of Boston, VNA Care Network, and VNA Hospice Care through the Globe Readers And Nonprofits Together (GRANT) program. Watch your email or mail for your voucher. You can also complete a short form on the Boston Globe's website.
You will need your subscriber number, which can be found on your home delivery invoice or by calling 1-888-MY-GLOBE.
For the organization name and city, please use one of the following:
- VNA of Boston, Charlestown
- VNA Care Network and either Needham or Danvers
- VNA Hospice Care, Woburn
Thank you to everyone who helped us earn a free ad in last year's GRANT program. We hope you'll help us take advantage of this great opportunity again this year. Be sure to submit your voucher by April 30, 2016.
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 Employee New Hire Referral Bonus Program
The new hire referral bonus program includes employee referrals for RNs, LPNs, PTs, PTAs, OTs, COTAs, and SLPs. If you would like to refer a friend, family member, or colleague, please inform the appropriate Human Resources Representative at your location prior to the applicant coming in for an interview. Please note, when two or more employees refer the same applicant, the referral bonus will be split equally amongst the employees. Referral bonuses are paid out after the referred employee's three and six month anniversary, as long as they are in a paid status at those intervals. Please contact Cheryl Milas at cmilas@vnacarenetwork.org or Debbie Brown at dbrown@vnab.org for more information.
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 Job Postings - VNAB and VNAHC
To learn more about career opportunities listed in the links above, contact Debbie Brown, Human Resources Manager at dbrown@vnab.org.
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Job Postings - VNACN and VNAHC
To learn more about career opportunities, contact a human resources representative:
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 Employee Advisory Team Suggestions
To suggest an area of focus to the Employee Advisory Team (EAT), please email your suggestion to EATSuggestionbox@vnab.org. Suggestions can include ideas to improve current processes and procedures, remove redundancies, or even to provide feedback on something you think is/is not working. Please feel free to discuss any issues that you would like brought to EAT with the following members of the committee:
- Liz Bourne
- Ray Brackett
- Linda Britt
- Kim Dio
- Kelly Frew
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- Mary Helen Mahoney
- Susan Marlin Procter
- Mary McCarthy
- Ilona O'Connor
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- Mary Ann O'Connor
- Mae Powers
- David Rose
- Danny Yang
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EAT is also on the lookout for new members. If you're interested in participating, or for more information on what EAT is all about, please reach out to any of the members listed above. Meetings are held monthly in the Charlestown office.
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IT Department On-Call Staff for Week of 4/4/16
For Encore issues including communications, Encore laptops, WebVPN and general technology
- Through Friday, April 8, 11:59 PM - Eric Bromberg (774) 463-7320
- Beginning Saturday, April 9, 12:00 AM - Sean Carroll (508) 868-0615
For McKesson issues including iPads and laptops and general technology (support is provided weekdays 6:00 PM to 10:00 PM, weekends and holidays 7:00 AM to 3:00 PM)
- Through Tuesday, April 5, 10:00 PM - John Williams (617) 913-3003
- Beginning Wednesday, April 6, 6:00 PM - Cathy Langone (617) 913-3003
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QUALITY AND RISK MANAGEMENT |
High Alert Medication List Alert!
By Carol Morris and Marilyn Bowden, Patient Care Managers
Kudos to Stephanie Kealey, RN in the Charlestown office. Stephanie questioned the absence of antiseizure medicine carbamazepine (Tegretol) during the team meeting about the new High Alert Medication List.
The High Alert Medication List has been corrected to include this medication. However, if you have already downloaded the list to your laptop, you will need to download it again to have the complete list. Understanding how time-pressed your days are, we apologize for the inconvenience of downloading again.
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PATIENT CARE MANAGERS
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Name
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Email
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Cell
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Position
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Covering Office
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Bowden, Marilyn
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774-502-7478
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Patient Care Manager
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Danvers and
Gloucester
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Dunn, Maria
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508-688-2449
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Patient Care Program Manager
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SS02 Southborough
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Gardner, Elaine
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617-680-1105
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Patient Care Manager
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Charlestown
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Gill, Christine
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774-502-5725
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Patient Care Manager
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Worcester
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Mihalick, Kyra
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617-913-6823
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Patient Care Manager
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VNAB Therapy
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Morris, Carol
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617-913-3006
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Patient Care Program Manager
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Quincy
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Saxena, Surabhi
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774-463-7336
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Patient Care Manager
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Leominster & SS55 Southborough
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Vitello, Maura
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774-502-7475
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Patient Care Manager
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Needham
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QI SUPPORT
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Covering Office
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Name
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Email
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Office Phone
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Position
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All VNAB
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Hughes, Kim
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617-886-6501 x5419
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QI Support Coordinator
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All VNACN
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Schultz, Chris
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617-886-6501 x6527
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QI Support Coordinator
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All VNACN
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Rao, Shamala
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508-756-7176 x6876
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QI Nurse
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Hospice Memorial Service Sunday, April 10
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April 4, 2016 |
The Connecter
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Volume 5, Issue 14
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FOLLOW US ON SOCIAL MEDIA!
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Confidentiality Notice: The Connecter newsletter is an internal communication intended only for employees of VNA Care Network Foundation and Atrius Health. Information contained within this newsletter includes confidential, proprietary, and privileged content. Unauthorized forwarding, printing, copying, distribution, and/or negligent handling is strictly prohibited and could result in disciplinary action.
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