The Alva hospital trustees approved the consent agenda and then heard CEO and CFO updates about staffing, billing, finances and upcoming capital projects during their October meeting.

The board approved the consent agenda, which included minutes of the Sept. 23, 2025 regular meeting, finance committee minutes from Oct. 28, 2025 and a check report covering Sept. 9 to Oct. 8, by a roll-call vote. Dr. Brown moved to approve the consent agenda and Dr. Simon seconded; trustees voting in favor included Martin, Bowman, Burke, Simon, Brown and Hanford.

The hospital CEO reported recent hires and operational changes. The CEO said the hospital has hired new clinical staff including Jillian Burton (a recent Northwestern graduate) and that Gabby Morales returned to the organization after completing an RN. The CEO also introduced Amanda Schroeder, a new strategy-and-growth hire; Schroeder said she will focus on community outreach and building relationships with local providers and groups. "It has been a dream come true for me," Schroeder said of the opportunity to work on rural health expansion.

The CEO told the board the hospital switched billing vendors in mid-June and that the change has improved billing performance. The transcript uses multiple vendor names in different places (transcribed as "Coquic" and later as "Code Quick"). The CEO reported fewer billing complaints and accelerated cash receipts since the switch; the board heard that cleaner registration and billing processes have reduced registration errors.

Kelly, the hospital's chief financial officer, presented the finance report and said the hospital received a notice requiring a repayment of about $517,000 to Medicare because Medicare had overpaid based on prior-year volumes. The CFO said that repayment is due by November. Kelly also reported a recent strong month for net operating income of about $175,000 and year-to-date net income after sales tax of $290,720; after three months the organization still showed a $57,000 operating loss, an improvement from an $82,000 loss in the same period last year.

On cash and payables, the CFO reported total payables for September of about $511,000 (down roughly $71,000 from August) and said roughly 68% of payables were current. The CFO noted the organization had used its line of credit briefly during a federal processing slowdown of Medicare claims but expects to repay quickly.

The finance committee heard from Bank of Oklahoma about borrowing options for capital outlay projects. The CFO said trustees could seek financing of roughly $2.5 million for HVAC and other capital items, subject to lender and board approvals.

The board received a report on revenue-cycle performance showing marked improvement: a transcribed "clean claim rate" in the report was described as about 99.6%, and a revenue-cycle score rose from a low in August to 64.4% in September after vendor changes and operational work. The CFO emphasized efforts on net days in accounts receivable, unbilled discharges, point-of-sale cash collections and denial rates as the main drivers for improvement.

The trustees also discussed the hospital's convalescent-home transition. The transcript indicates the nursing-home asset (referred to as New Beginnings / "Beatles New Beginnings" in the record) has its Medicare license in the PECOS system and that the hospital has been receiving Medicare payments on that business; staff expect the hospital's financial involvement to wind down by the end of the calendar year, though some accounts receivable processing and record maintenance will continue.

The homestead (the transcript labels this operation "Homestead") was reported to have a roughly $12,000 loss in September and a year-to-date shortfall around $40,000 compared with being in the black last year. The CFO attributed the change to operational shifts after the nursing-home sale, higher utilities and staffing and increased supply costs; trustees were told a recommendation on annual rate adjustments will be prepared.

Routine policy revisions and an employee corrective-action policy were included on the agenda as items to be approved by a single vote unless pulled for separate consideration; Dr. Brown moved to approve the policy items and Dr. Simon seconded. The board approved those policy items by roll call.

Medical Staff Executive Committee reported no business to bring forward. The meeting concluded without other substantive board actions.

Votes at a glance
- Consent agenda (minutes 9/23/25; finance minutes 10/28/25; check report 9/9–10/8): motion by Dr. Brown, second Dr. Simon — approved (Martin, Bowman, Burke, Simon, Brown, Hanford recorded as yes).
- CEO report (shared medical center report for October 2025): motion by Dr. Simon, second by Mr. Bowman — approved (Bowman, Art, Simon, Brown, Hanifrey, Martin recorded as yes in the roll call transcript).
- Policy items (revisions dated 9/30/2045 and corrective-action/employee-success procedure): motion by Dr. Brown, second Dr. Simon — approved (Burke, Simon, Brown, Haniford, Martin, Bowen recorded as yes).

The board did not take any votes that failed or were tabled during the recorded portion of the meeting.