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Long-term Care Ombudsman Program Advisory Committee Meeting Agenda




Thursday September 3, 2020

1:00 pm – 3:00 pm

Topic: Office of the State Long-term Care Ombudsman Advisory Committee

Time: September 3, 2020 01:00 PM Central Time (US and Canada)

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Meeting ID: 914 5795 8693

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  1. CALL TO ORDER and Introductions
    • Roll Call
      Anne Davis                               Via Zoom Teleconference/videoconference
      Esther Houser                           Via Zoom Teleconference/videoconference
      Trish Emig                                Via Zoom Teleconference/videoconference
      Paul Needham                          Via Zoom Teleconference/videoconference
      Dr. Germaine Odenheimer       Via Zoom Teleconference/videoconference
      Ruth Tatyrek                            Via Zoom Teleconference/videoconference
      Mary Brinkley                         Via Zoom Teleconference/videoconference

  • Approval needed for the May 27, 2020 minutes
  • Minutes are available in the attachments section

    • Staff (Attachment A)
    • Volunteers (Attachment B)
    • Complaints (Attachment C)
  2. CARES Act Funding Distribution
  • COVID Resource Grant
  • Interim Study Presentation
  • Federal Fiscal Year 21 Meeting Dates

Public Comment**



Date to be determined

1:00 PM TO 3:00PM      

Location to be determined

*Possible Action Items

** Public Comments are limited to 2 minutes per person


Minutes from 5/27/2020



May 27, 2020 Meeting Report

MEMBERS PRESENT: Anne Davis, Nurse; Ruth Tatyrek, Public at Large-Individual over 60; Esther Houser, Public at Large-Individual over 60; Trish Emig, Oklahoma Silver haired Legislature, Dr. Germaine Odenheimer, Physician.

 Paul Needham Public @ Large-Individual over 60 and Mary Brinkley LeadingAge OK.
Vacancies: On position on the ombudsman Advisory Committee is vacant.

STAFF PRESENT:  William Whited, State Long-Term Care Ombudsman; Tony Fullbright, Deputy State Long Term Care Ombudsman; Gerri Randolph, Ombudsman Program Manager; Sherra Belk, Ombudsman Program Manager; Michelle Goins, Ombudsman Program Manager.


Call to Order:

Chairperson Anne Davis called the meeting to order at 1:15 pm. There are (5) six members present.  Quorum has been met. Chairperson Davis handed the meeting over to State Ombudsman Whited.

Approval of Minutes:

Mr. Bill Whited begins with the approval process for the February 6, 2020 meeting minutes and the approval for the February 6, 2020 AGENDA.  Dr. Odenheimer pointed out there was misspelling of her name in the minutes and requested that correction be made. With the agreement to correcting the misspelling the May 27, 2020 meeting minutes was moved for approval by Dr. Germaine Odenheimer and Trish Emig 2nd the motion.  The minutes were approved by roll call and the vote was unanimous.

Approval of Agenda:

The May 27, 2020 AGENDA was moved for approval by Dr. Germaine Odenheimer and Ms. Esther Houser 2nd the motion. Roll call was conducted and the agenda as written was approved by unanimous vote.

Ombudsman Staffing Update:

Mr. Whited presented the following program staff update: 

State Office continues to be fully staffed. Manager to Supervisor ratio remains at 1 to 9

Current Vacancies in the Area Agency on Aging network continue to have some turnover.

COEDD has two vacancies. The positions have been posted and we hope to conduct interviews soon

The vacant position at EODD has been filled. Gina Elliott comes to us from the state of Kansas where she was an Ombudsman for over a decade. She was raised in Oklahoma and recently moved back. She is in the process of completing new supervisor training.

Questions was asked by Trish Emig: How is the COEDD area covered since both positions are vacant? Mr. Whited indicated that Michell Goins and Sherra Belk out of state office provide complaint coverage for the area while we are trying to fill the positions.

NWWPSA11 will soon have a vacancy. Jerome Thomas has decided to retire and will be leaving the program next month. The vacancy will be posted soon. It is only a part time position. It is 24 hours per week.

The INCOG vacancy applicants were interviewed prior to COVID and a person has been selected. Jamie Trost is the selected applicant. She is a current Ombudsman volunteer. She will be starting new supervisor training soon.

Questions was asked by Esther Houser: Will the Ombudsman Supervisor Salaries be increasing? Mr. Whited stated that at this time the increase to the minimum salaries has been postponed and we are not sure if or when they will be able to take place.   

Volunteer Recruitment:

Mr. Whited states there are currently 71 volunteers in the Ombudsman Program

Mr. Whited explained that all Ombudsman Volunteer visitation has been restricted at this time. Volunteers are still engaging with their supervisor's and receiving information related to COVID and the Ombudsman program via e-mails, phone calls and zoom calls. Mr. Whited indicated he is anticipating a further decline in volunteer numbers since many of our volunteers are themselves at a greater risk of COVID complications. New volunteer training has also been halted until such time it has been determined to be safe to conduct in person training again.

Complaint Report:

Mr. Whited reminded the committee that we will no longer be using the blue sheet to report complaints. We will be utilizing OmbudsManager to produce a complaint report that will report complaint data and compare that data to previous years. Mr. Whited referenced agenda attachment C. Ombudsman have received 1885 complaints for the period of October 1, 2019 and May 19, 2020. The biggest portion of those complaints (1692) were in nursing home and the remaining (192) complaints were in assisted living and residential care homes. The remaining complaint is a systems issue that is not related to a specific facility type.

In comparison, for Federal Fiscal Year 2109 Ombudsman investigated 3209 complaints with 3209 of them being from nursing homes and (302) being from assisted living a residential care homes.

Mr. Whited also referred to attached D, Ombudsman Delayed Response Policies. Mr. Whited informed the committee that during COVID all complaint investigations are being conducted utilizing our delayed response policy. Until such time it is determined to once again be safe to conduct in person visits, the ombudsman will utilize electronic forms of communication with complainants and residents. All cases will remain open until a face to face visit can be completed unless the resident withdraws the complaint. Passes away or returns to a community setting.  

New Business:

Mr. Bill Whited referred to Attachment D, Pat II regarding cares Act funding. The committee was updated on the award of $226,140.00 in CARES Act funding for the Oklahoma Ombudsman Program. Mr. Whited informed the committee that the majority of that funding will be awarded to the Area Agencies on Aging to buy personal protective equipment, hardware, and software to help the ombudsman do their job in the safest manner while enhancing the ability to engage in electronic communication. He indicated that the remainder of the funding will remain at state office to for training of staff and volunteers.  

At the conclusion of the presentation from State Ombudsman Whited the meeting was returned to Chairperson Davis.

Public Comments: There were no public comments at this meeting


Chairperson Davis entertained a motion to adjourn. Dr. Germaine Odenheimer Moved to adjourn and Esther Houser seconded the motion. The meeting adjourned at 3:00pm by unanimous vote.

Next meeting:

Next Meeting: Will be September 3, 2020 from 1:00 tp 3:00 pm. Location and format are will be determined at a later date.

Attachment A:

Ombudsman Staffing Report

Association of South Central Council on Government (ASCOG)

David Sexton

Malcolm Hutchinson,

Areawide Agency on Aging (Areawide)

Patricia Shidler

Erin Davis                                                          

Natalie Bingham left the program and the vacant position has been posted

Cynthia McWilliams

Freda Hill,

Martha Springer

Kellie Johnson

Central Oklahoma Economic Development District (COEDD)

Vacancy 1- posted

Vacancy 2- posted

Eastern Oklahoma Development District (EODD)

Scott Harding

Gina Elliott

Grand Gateway Economic Development Authority (GGEDA)

Lahona Young

Shelly Ferris

Kiamichi Economic Development District of Oklahoma (KEDDO)

Renee Johnson

Shawnna Nixon

Long Term Care Authority of Enid (LTCAE)

David Huff

Julie Torson

North West Planning and Service Area 11 (NWPSA11)

Jerome Thomas Retired and the position vacancy has been posted. Interviews took place on 9-1-2020

Southern Oklahoma Development District (SODA)

Tiffany Wingfield

Rebekah Williams

Julie McBride

South Western Oklahoma Development Authority (SWODA)

Cherrie Nutley

Indian Nation Council on Government (INCOG)

Leslie Smiley

Bill Waggoner

Jamie Frost

Attachment B

Volunteer Report

There is Currently 69 designated Volunteer Ombudsman. All facility visitations are currently still restricted, and volunteers are being provided COVID related information via e-mail and telephone calls from their Ombudsman Supervisors. All new volunteer trainings have been cancelled and will resume when it is declared safe to do so.

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