Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: May 16, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: June 27, 2014

Attendance: Sam, Cassandra, Zeke, Liz, Peggy, Pam

Absent: Jim, Cindy, Rhonda, Tracey

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Lack of male staff coverage continues to create significant overages.

Outcome, Actions, Timeframe:	Please conserve when you can

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: 33 youth have expressed interest so far for the IYP East camp.

Outcome, Actions, Timeframe:	We will meet again briefly after EMT next week.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Florida Network Trainer of Trainers

Discussion: Sam noted that John Robertson asked if the Network offered Trainer of Trainer opportunities would that be of interest to CDS. Sam requested input.

Outcome, Actions, Timeframe:

2. Sub-topic: Update on Open Positions

Discussion:	East has several good prospects that are working through the system

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:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: Q.I. Goals Tracking Training

Discussion: Liz presented ideas to date

Outcome, Actions, Timeframe: We will continue to work on it.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: QI Review IYPC

Discussion: Reviewed Findings	; Discussed need to emphasize the importance of groups and documentation with Residential Counselors. Also noted the following applicable to all counselors

Outcome, Actions, Timeframe: Counselors should always have their file with them when they see participants and should have reviewed the Individual Plan prior to the session to help ensure that the session addresses issues germane to the Plan. The Individual Plan should be updated as the issues unfold or circumstances change. It is the road map.

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Contingency Contract Forms

Discussion: F-PR-1200

Outcome, Actions, Timeframe: Update Pending

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:

Discussion:

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:

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan

1.	Sub-topic: Telephone System

Discussion: Sam requested any information regarding problems with the phones or computer lines

Outcome, Actions, Timeframe:	Please set up your voice mails

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: 180 Day Follow up changing to 30/60 Day Follow up

Discussion: Sam asked for input regarding any procedural questions that need to be sent to the Fl. Network. Current thinking is that administrative assistants will generate the forms for all follow ups due that month at the beginning of the month. Rachel will generate a report weekly to monitor follow ups that are due and pass on information about any additional follow up forms administrative assistants need to pull.

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	June 13, 2014

Name	Date