Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: March 22, 2013

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: April 19, 2013

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

Absent: Rhonda

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Overall the budget is really looking good.

Outcome, Actions, Timeframe:	Thank you for the continued focus!

2. Sub-topic: Overtime adjustments

Discussion: Central is still looking at this opportunity. East and NW do not presently have a use for it.

Outcome, Actions, Timeframe:

3. Sub-topic: Copying Log Books

Discussion: Pam shared the cost of getting the log book done at Target including copying pages. If you do it this way Ocala is considerably less expensive.

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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:

Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Program Drills

Discussion:

Outcome, Actions, Timeframe: Sam will send out new drill forms to make sure everyone is staying up to date.

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: ES file order and Mother Sheet

Discussion:

Outcome, Actions, Timeframe:	Still Pending

2. Sub-topic: Peer Reviews

Discussion:

Outcome, Actions, Timeframe: These are due now to Peggy. Please submit if you have not

already.

3. Sub-topic: QIC Update

Discussion: John from the Network noted that he receives about 6 medication reports per week. The Network will probably keep the same rating system that is in place right now, but may also look at a way to identify Best Practices as part of the reporting process. The Network is very interested in programs demonstrating the use of Trauma Informed Care Practices.

Outcome, Actions, Timeframe:

4. Sub-topic: Q.A. Review in N.W.

Discussion: Tracey noted that the review team is not interested in looking at things that are more than 6 months old and they want 4 examples (suicide screens etc.) She also updated the policy file which she passed on to Peggy for the next review. She also noted that based on the number of reviewers more than 1 staff to support the team may be needed.

Outcome, Actions, Timeframe:

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: Involving Volunteers

Discussion: Sam noted that we cannot use volunteers to replace the functions of staff. For example a volunteer cannot substitute for staff to make up the mandated staff to child ratio

Outcome, Actions, Timeframe:	Most Volunteers are there as part of a learning experience and to add enhancements to the Program. Volunteers cannot be used as substitutes to provide staff responsibilities. Please clarify this in staff meeting.

2. Sub-topic: Policy review: P-1121 Supervision and Staffing Ratio Scheduling and P-1003 Volunteer Program

Discussion: In light of an event occurring earlier in the week, it was determined that these policies should be reviewed by managers.

Outcome, Actions, Timeframe:	Sam will take input and send out in draft.

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:

Outcome, Actions, Timeframe:

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 Reports

Discussion: Those present reviewed the packet. P. 5 contract compliance is looking good. P.6 E.S. participation has tapered off significantly. P.16 & 17 Ryan out did himself!!! P 26 Sam noted that the Network is considering changing the follow up time frame next contract cycle. P. 33 Cindy noted that youth at 62.86 weeks is a CINS Petition with a pick up order pending. P.34& 35 FA caseloads are beginning to balance. There were no trends noted in the Incident Reports section.

Outcome, Actions, Timeframe: P. 20 & 21 Managers please stay on top of risk factor issue. P. 38 Cassandra will check discharge status.

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: Medication Record Log & Screening Referral form

Discussion: Information that Cassandra sent out earlier in the week was discussed. Date regarding Medication verification was not accepted at this time. Reason for meds and note that ½ pills must be cut will be added.

Outcome, Actions, Timeframe:	Cassandra will send changes to Sam for the Intranet.

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	March 25 2013

Name	Date