Meeting Agenda

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: April 18, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: May 16, 2014

Attendance: Jim, Sam, Cindy, Pam, Cassandra, Zeke, Tracey, Rhonda, Liz

Absent: Peggy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion:

Outcome, Actions, Timeframe:	Please do what you can to impact this in a positive

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: Summer Camp Planning

Discussion: Sam passed out some of the planning documents to date

Outcome, Actions, Timeframe:	Please share any input or ideas.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Motivational Interviewing and PAT training

Discussion: Sam asked how many people still need training. 8 staff need PAT training (Naomi, Jason, Angela, Jennifer, Lytinia, Angela, Stephanie and Angie)

Outcome, Actions, Timeframe: Sam will pass on the information to the Fl. Network

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:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Basic Center Grant

Discussion: Sam discussed the issues we needed help with on the 6 months performance reports

Outcome, Actions, Timeframe: Cassandra and Cindy will get together and discuss.

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: Q.I. Goals Tracking Training

Discussion: Sam indicated based on reviews we are still struggling with Training and asked Liz to sit in to engage in the discussion to help determine whether we can improve the use of our available technology as part of the solution. Also discussed how this fits into the implementation of our Training Plan, as well as setting up a system similar to our QI Box where the training materials would be more readily accessible to staff. I.E have two hanging Folders for each topic area have materials in one and a sign in sheet for completion in the other.

Outcome, Actions, Timeframe: Liz will get with Walter regarding the system currently in use in N.W. We will agenda again for the next meeting. Cassandra also shared information about a new web based First Aid/CPR training site. She will e-mail managers the details.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: DCF Licensure Review

Discussion: Reviewed Findings

Outcome, Actions, Timeframe:	Overall a very good review. Nice Job!

2. Sub-topic: QI Review IYPC

Discussion: Discussed the preliminary review information. We have four areas initially rated as Limited. We need to look at these closely when the Draft document comes out for the 5 day review.

Outcome, Actions, Timeframe: Sam will try and find out if there consequences related to that number of Limited’s.

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Contingency Contract Forms

Discussion: Sam sought input regarding F-PR-1200 and F-PR-1201

Outcome, Actions, Timeframe: It was agreed that 1201 should be eliminated. Cassandra agreed to rework 1200 the Contingency Contract and bring it back for review.

2. Sub-topic: Manual Updates

Discussion: Sam reviewed the following policies and provided them to managers for the manuals. P-1050 Outreach Plan for Targeting Youth for Program Services, P-1045 Incident Reporting Procedures, P-1268 E-Verify Policy

Outcome, Actions, Timeframe: These policies are on the Intranet.

3. Sub-topic: Form Updates

Discussion: F-PR-1183 Case Staffing Recommendation Letter Updated to current letterhead

F-PR-1184 Case Staffing School Referral Letter Updated to current letterhead

F-PR- 1004 Chart Order Youth Services Non Residential Updated Chart order has agreed to at the CINS/FINS Managers meeting

Outcome, Actions, Timeframe:	These forms are 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:

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 Satisfaction Surveys

Discussion:

Outcome, Actions, Timeframe:	Sam asked Managers to look into their Satisfaction Survey process as returns are down.

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 Review Packet

Discussion: Those present reviewed the packet

Outcome, Actions, Timeframe: P4. Ryan please review for IYPC and N.W. Percentages seem high. P. 6 discussed the idea of adding more names on this form at the suggestion of Data Systems. Suggestion Add Cindy Starling to the list. Collapse YCW categories under the shelters. P.19 Sam will try to get more information about change in Follow up from the Fl. Network P. 23 Peggy please check Voluntary withdrawals, P.47Sam discuss with Peggy abuse reports documented. No trends noted in the Incident Reports.

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: Telephone System

Discussion: Sam sought input regarding shelter extensions and automatic voice mail after 5 rings.

Outcome, Actions, Timeframe:	The shelters will move to the new system on Tuesday the 22nd. Bivens and Admin will move to the new system on Wednesday the 23rd.

A 2-page “Quick Start Guide” will be passed out along with “User Guides” and an extension list for the new phone system. Everyone with a phone will need to perform the steps on the front page. Please note that Admin will have extension numbers in the 37xx range. For example, Sam’s extension will change from 3823 to 3723. Outside callers will still be able to dial the old extension numbers and they’ll forward to the new numbers. All internal callers will need to use the new extension numbers once the system goes live. All other extensions will stay the same.

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	May 9, 2014

Name	Date