Dahl Memorial Clinic board approves fees, staff contracts and multiple policy readings; executive director outlines staffing and pharmacy plans

The Dahl Memorial Clinic board approved multiple policy actions, personnel contracts and an administrative fee proposal during its regular meeting Feb. 27, while also hearing operational updates from Executive Director Alex Wall.

Most significant votes: The board approved the second reading of the 2025 revised billing and collections policy and adopted an administrative fees proposal; the board also approved three personnel contracts (dental hygienist, billing and coding manager, dental assistant) and completed first readings or introductions of several governance policies including a conflict-of-interest policy and a patient-family grievance policy. All recorded votes on these items were unanimous in the meeting’s roll-call tallies.

Why it matters: The governance changes, new fees and personnel contracts underpin clinic operations and finances. Director Wall also outlined operational changes intended to reduce burnout and improve coverage in the clinic’s urgent and emergency services.

Operational updates from director: Wall said increasing patient volumes — including a sharp rise in dental patients — have prompted a change to staffing for after-hours and urgent care. Rather than rotating a single provider on call, Wall said the clinic will create a dedicated urgent-care team and keep other providers focused on primary care to reduce burnout and match provider strengths. “In this way, we will have some providers who actually aren't on call,” Wall said.

Wall also provided updates on federal grant funding and other operational items: she reported a response from HRSA indicating the clinic should receive a partial continuance award within about two weeks to allow operations to continue, followed by a full notice of award later (likely in May). The board was told the clinic opened a bank account at Tongass Federal Credit Union with $4,000 in donations, and that the clinic’s pharmacy implementation will go live April 7 using Rx30 with Telepharm, initially operating out of the clinic with eventual relocation to Portland House if that facility becomes available.

Votes at a glance (recorded roll-call outcomes): - Approval of agenda amendment to add a presentation by Virginia Long: Motion passed, 5 yeses. - Postponement of approval of Jan. 30, 2025 minutes to next meeting: Motion passed, 5 yeses. - Second reading and approval: 2025 revised billing and collections policy: Motion passed, 5 yeses. - First reading/introduction (approved by roll call): Conflict of interest policy; Administrative document retention and organization policy; Credentialing and privileging policy; Identification of business associates policy; Patient-family grievance policy; Code of conduct policy — each recorded as 5 yeses on the first-reading votes. - Administrative fees proposal: Motion passed, 5 yeses. Director Wall noted a 30-day notice period is required before fees take effect. - Contracts approved (each passed by roll call, 5 yeses): Dental hygienist contract; Billing and coding manager contract; Dental assistant contract. - Amendment to code of conduct language (bullet 19 and 19a) passed, 5 yeses; subsequent first reading of amended code of conduct also passed.

Clarifications and conditions: When the board approved the administrative fees, staff noted the clinic must provide 30 days’ notice before charging the new fees. On HRSA funding, Wall said the expected partial continuance award will allow ongoing operations, with a full award expected later in the fiscal cycle. The pharmacy rollout is staged; April 7 is the stated “go-live” date with inventory and workflow built over time.

Other board business: Committee reports included bylaw-review progress (committee reached page 14 of 21 and scheduled further meetings) and planning for a strategic planning process with Foraker (dates pending; cost not yet confirmed). The board also considered insurance positioning for GAAP coverage in anticipation of separation from the municipality at a future date.

What was not decided: The board did not take final action on the Portland House donation or any trust or lease agreements related to that proposal; that item was presented for consideration. Several policies were approved only on first reading and will require follow-up where second readings are required.

Next meetings and logistics: The bylaw review committee will meet March 3; finance and planning committees meet March 17; the board’s next regular meeting is March 27 at 7 p.m.