Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: January 24, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: February 21, 2014

Attendance: Jim, Sam, Peggy, Cindy, Rhonda, Zeke, Cassandra, Tracey

Absent: Pam

Guests: Jill Wells Chief Probation Officer, Melanie Kretzman DJJ Reform Specialist

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Budget is still running high. Hopefully now that we are out of the Holiday season things will improve.

Outcome, Actions, Timeframe:	Please remain focused on this.

B.	Marketing and Business Development

1. Sub-topic: Electronic communications (Pending)

Discussion:

Outcome, Actions, Timeframe: It was agreed that we would do a three month pilot at Central and see what we learn. Sam will look at the forms we will need to adjust.

2. Sub-topic: Answering the phones

Discussion:

Outcome, Actions, Timeframe: Please remind people when answering the phone to state

their program, their name and may I help you or a facsimile.

3. Sub-topic: Domestic Violence Services

Discussion: Discussed issues related to the DV process with Jill and Melanie. Asked that they help us with transportation issues in the rural areas when possible and to help ensure workers are entering into the JJIS system in a timely manner. Also requested getting as much relevant information as possible at the time of screening to facilitate an appropriate and safe placement. All agreed this was a useful discussion and Jill encouraged Managers to call her directly if problems arise.

Outcome, Actions, Timeframe: Appropriate and timely placement of DV youth remains a top priority.

4. Sub-topic: SNAP Stop Now And Plan

Discussion: Melanie explained that this is a new DJJ initiative to use an evidenced based

Curriculum with youth under 12 who are not in the system, but are at risk. It is a partnership

between DJJ, Alachua Schools, GPD and CDS. The participating school will be Rawlings

Elementary

Outcome, Actions, Timeframe:	Isaiah Harmon FA Counselor will participate in a week long training 2/24-28 and be part of the implementation team.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: HIPAA Training

Discussion: http://floridadcf.adobeconnect.com/hippa2013internetprod/

Outcome, Actions, Timeframe: Above is the new training site to be used. The training value is 30 minutes and the site will print a certificate. If not done yet Staff should complete by 2/24/14

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1. Sub-topic: Licensure Review

Discussion

Outcome, Actions, Timeframe:	This will occur on 2/26/14 at IYPC and 2/27/14 at IYPE and IYPNW

2. Sub-topic: QI Review for IYPNW

Discussion:

Outcome, Actions, Timeframe: This will occur 2/4/14 and 2/5/14

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

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion: Our codes for reporting have changed.

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: ES file order and Mother Sheet (Pending)

Discussion:

Outcome, Actions, Timeframe: Sam will get on the Intranet and will also send out the Non-Residential file order

2. Sub-topic: Q.I. Goals Tracking Training

Discussion: The Counselor and Youth Care Worker forms were shared for review.

Outcome, Actions, Timeframe: Sam will place the forms on the Intranet.

3. Sub-topic: Medication Errors Follow up

Discussion: Cassandra will set up a daily review rather than weekly as is done currently. Cindy/Pam will look at the allocation of duties of key staff.

Outcome, Actions, Timeframe: Cassandra noted a QI initiative where she now uses one key staff member to call in during all medication times to assist staff in ensuring medication is properly managed.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No 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: Manual Updates

Discussion:

Outcome, Actions, Timeframe: Sam indicated that he had manual updates and asked Managers to get him their manuals.

2. Sub-topic: Bed Checks

Discussion:

Outcome, Actions, Timeframe:	Sam asked that the Bed Check review process be assigned to a specific staff person and be done daily for a supervisor to review.

3. Sub-topic: Screening and Referral Form

Discussion: Recommended changes were discussed

Outcome, Actions, Timeframe:	Sam will update and get on the Intranet

4. Sub-topic: NETMIS Program Log Intake /Exit Info Family Action

Discussion: Recommended changes were discussed

Outcome, Actions, Timeframe:	Sam will update and get on the Intranet

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

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic:	Strategic Plan

Discussion: Sam asked for any additional feedback since the EMT meeting earlier in the week,

Outcome, Actions, Timeframe:	Sam will update and get on the Intranet

2.	Sub-topic:	Accessibility Plan

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

A.	Risk Management Plan (exposure to loss)

Sub-topic: Performance and Risk Management Packet

Discussion: P 2 Participant and Parent Satisfaction has improved in accuracy and surveys returned. P. 9 Tracking of Risk Factors has improved significantly P. 11 Managers check your staff’s Outreach efforts, we are not capturing all we should. P. 23 & 24 no missing data. Incident Reports no trends noted.

Outcome, Actions, Timeframe: P. 32 & 33 Peggy please check Discharge Status P. 34 Managers review cases on this list P 35-37 Ryan, Can these case be numbered to make case load size easier to see? P. 38 Cindy please review RHY status Great jog on data improvements!!! Please thank everyone.

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:

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	February 6, 2014

Name	Date