Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: February 28th, 2019

Time: 930-1030

Location: Bivens

Date of Next Meeting:

Attendance: Mary Simmons, Jessica Bechtold, Isaiah Harmon, Joy Steiner, Joy Brown, Evelitza Soto, Cassandra Denham, Katie Magee

Absent: Corey Collins, Carlos Aguirre

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:	Reminded staff to obtain supervisor permission for overtime

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Timesheets

Discussion:	Reminded staff to review timesheets and calculations before submitting.

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Productivity and outreach

Discussion: Jess and staff discussed recent outreach requests and opportunities.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic Youth Build

Discussion: Outcome, Actions, Timeframe

C.	Regulatory Issues

1.	Sub-topic: QIC

Discussion: (See Quality Improvement)

Outcome, Actions, Timeframe: Pending

2.	Sub-topic: UA’s and cash receipt

Discussion: Jessica discussed new receipt system for receiving drug screen cash. Please defer to Jess or Joy in order to decrease risk of error and increase consistency.

Outcome, Actions, Timeframe: Pending

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Car Insurance and Evaluations due

Discussion: Please submit any updated insurance information. Jess discussed evaluations due in the near future,

Outcome, Actions, Timeframe:

2. Sub-topic:	Counselor/Case Manager

Discussion: Jessica recently hired Elizabeth Pratt for our Gainesville Counseling position. Elizabeth will start on March 25th, 2018

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Survey Questionnaire’s

Discussion: Jess distributed updated forms and discussed the importance of completing the full survey prior to submitting to 6th street. Jess also discussed making appropriate copies of the survey so that 6th street receives the form in it’s’ entirety.

Outcome, Actions, Timeframe: Pending

E.	Annual Budget Planning and Process

1.	Sub-topic:	Budget

Discussion: Jess reviewed with Evelitza Soto and identified areas in need of improvement.

Outcome, Actions, Timeframe: Ongoing

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Jessica Bechtold completed the drill for the month of February.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Active shooter and/or other safety related training

Discussion: Jessica contacted Will Halvosa to discuss possible trainings.

Outcome, Actions, Timeframe:	Awaiting response.

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

C.	Incident Reports (Reports, analysis of trends, recommendations)

1.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

A.	File Audits and Case Record Review (reports and recommendations)

1. Sub-topic: Risk Management Report

Discussion: Jess had staff review risk management report and case load reports. No errors on risk management report reported by staff

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Peer Reviewers and QIC

Discussion: Mary Simmons has volunteered to attend peer review training in April. Jess encouraged staff to sign up for the QIC training in April.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Referrals

Discussion: Discussed current referrals and problem solved ways in which to distribute evenly.

Outcome, Actions, Timeframe: Pending

4. Sub-topic: Amazing Give

Discussion: Discussed Amazing Give. Jess will distribute link when the event goes live.

Outcome, Actions, Timeframe: Pending

5. Sub-topic: Role Plays

Discussion: Jessica Bechtold discussed a challenging case related to reporting and had staff role play and discuss interventions and possible outcome measures. Jess also discussed appropriate referrals and inappropriate referrals and when counselors need to strongly consider case management.

Outcome, Actions, Timeframe:	Completed

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

Sub-topic:

Discussion: See Quality Improvement

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Review/Recap from last CINS/FINS

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget/Overtime

Discussion:

Outcome, Actions, Timeframe: Please continue to focus your efforts in this area.

B.	Marketing and Business Development

1. Sub-topic: Generic Fiscal Email

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Bed Checks

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: QIC Meeting

Discussion: Reviewed Agenda

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: DCF Shelter Re-licensing

Discussion:

Outcome, Actions, Timeframe: Kendra is coming March 4th and 5th, 2019.

4. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

5. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion:

Outcome, Actions, Timeframe:	The Training is the week of March 25th. 2019.

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic: Program Safety Issues

Discussion:

Outcome, Actions, Timeframe:

C.	Incident Reports (Reports, analysis of trends, recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

A.	File Audits and Case Record Review (reports and recommendations)

1. Sub-topic: Sexual Orientation, Gender Identity. Gender Expression

Discussion:

Outcome, Actions, Timeframe: Continue to update other sites on progress in this area.

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic: Peer Review Feedback

Discussion: Final document distributed and reviewed and discussed.

Outcome, Actions, Timeframe

.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic: Strategic Plan/Role Plays

Discussion:

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

4.	Sub-topic:	Input Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

5.	Sub-topic:	Community Relations plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

IV.	Risk Management

A.	Risk Management Plan (exposure to loss)

1.	Sub-topic: CINS Performance Packet	NetMis Extract

Discussion: The group reviewed and discussed the data packet.

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic:	Strategic Plan

Discussion: See marketing and business development.

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No Discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	No Discussion

Outcome, Actions, Timeframe:

4.	Sub-topic:	Input Plan

Discussion:

Outcome, Actions, Timeframe:

5.	Sub-topic:	Community Relations plan

Discussion:	No Discussion	Outcome, Actions, Timeframe:

IV.	Risk Management

Risk Management

A.	Risk Management Plan (exposure to loss)

1. Sub-topic: Risk Management Report

Discussion: See above discussion

Outcome, Actions, Timeframe: Completed

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe: Pending

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: IT

Discussion: No Discussion

Outcome, Actions, Timeframe: Ongoing

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP

Discussion: SNAP Clinical is on their 5th week with two SNAP Boys Groups. Our Tuesday Group consists of Boys ages 6-8 and is currently operating at 100%. The second SNAP Boys group is serving boys ages 9-11 and is currently operating over 100% with eight families in participation. The attendance rate, in part, is closely related to current outcome measures. According to one parent, it has helped her connect with her son and has helped her son stop and think before acting.

SNAP in Schools (SIS) will be finishing up this month with session 12.

Rawlings was selected to do some mock FSA testing for the county and had to reschedule some SIS groups to accommodate that schedule and to assist with their small group testing groups. SIS will finish this first cycle the first week of March and are looking forward to jumping right in with either 2nd or 3rd grade. 21st Century has already requested that SIS partner with them again this summer to work with their campers! This makes three consecutive summers!!

SIS recently attended the UF Lady Gators basketball game to cheer on and celebrate the students and families at Rawlings who were our Champions of Character this year. The team lost but the kids and families had a great time. Finally, during the week of March 5th, both SNAP programs will be scheduled for their very first Quality Improvement Audit. Jessica, Corey and Evelitza will work closely in order to make these audits a success.

Outcome: Ongoing

Sub-topic: SARB, Case Staffing and Truancy Court

Discussion: Finally, Case Staffing was held on February 6th, 2019 at 9am where there were two cases reviewed. SARB was held on February 12th and the 26th and will reconvene on March 12th, 2019 at 9am and Truancy Court was held on February 20th, 2019.

Outcome, Actions, Timeframe: Completed.

Respectfully submitted by:

Jessica Bechtold	March 1, 2019