Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action- Central CINS/FINS

Date: May 31, 2015

Time: 9:00 a.m. Staff did not meet on this date. Please read your meeting notes.

Location: Bivens

Date of Next Meeting: June 9, 2015 Alachua County Counselor/Case Managers Only Meeting with Teen Court

Attendance:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Actuals for East and Central were improved for the pay period. N.W. jumped with staff on leave.

Outcome, Actions, Timeframe:	FYI

B.	Marketing and Business Development

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Fire Extinguishers expire end of the month

Discussion: Joy called and the company and they said they came, verified the tags were not updated. They agreed to return.

Outcome, Actions, Timeframe:	6/1/15

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Benefits Annual Meeting

Discussion: Tentatively scheduled for 6/11/15 3-5 pm.

Outcome, Actions, Timeframe:	verify date and time.

E.	Annual Budget Planning and Process

1.	Sub-topic:	Mileage, medical reimbursements, purchases orders etc..

Discussion:	Please submit all reimbursements to fiscal as soon as possible. We are nearing the end of the fiscal year and need to submit reimbursement requests. Please try and turn in your mileage with your time sheet if you have sufficient amount to do so.

Outcome, Actions, Timeframe:	Past due 6/12/15. June’s requests are due by 6/30/15.

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:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic:	May reports include one incident and multiple child abuse reports.

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic: Trauma Informed Care Training Due by 6/30/15

Discussion:

Outcome, Actions, Timeframe: Isaiah Harmon due.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF Response has been submitted by Sam.

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Form Updates on the Intranet

Discussion: Peggy provided directly to Mary and Lane. Others will be handed out on 6/9.

Outcome, Actions, Timeframe: F-PR-1321 Service Tracking Form CINS/FINS Definitions

New form that provides definitions for the Service Tracking form Services provided options

F-PR-1096 NETMIS Program Log Intake/Exit Info Form Residential

This form was reorganized in a more logical manner to make filling it out easier

F-PR-1097 NETMIS Program Log Intake/Exit Info Form Non- Residential

This form was reorganized in a more logical manner to make filling it out easier

F-PR-1319 Screening and Referral Form Family Action

The requirement for Parental Social Security numbers has been eliminated

F-PR-1095 Screening and Referral Form Interface

The requirement for Parental Social Security numbers has been eliminated

F-PR-1239 Screening Attachment – Referral Resources for Youth & Families

Retitled the form and updated referral sources

F-PR-1220 Board Codes

Code #19 has been added Bed Wetter/ Wake during night

F-RM-1033 Need to Know Telephone Numbers & Websites

Several of the sites referenced were out dated and have been updated. This form is imbedded in the following other forms that have been updated.

F-PR-1129 INFORMED CONSENT AND PARTICIPANT AGREEMENT

PARENT/GUARDIAN ORIENTATION PACKET

F-PR-1130 INFORMED CONSENT AND PARTICIPANT AGREEMENT PARTICIPANT ORIENTATION PACKET

F-PR-1104 INFORMED CONSENT AND PARTICIPANT AGREEMENT CINS/FINS Non-Residential (East Region)

F-PR-1103 INFORMED CONSENT AND PARTICIPANT AGREEMENT CINS/FINS Non-Residential (Central Region)

F-PR-1102 INFORMED CONSENT AND PARTICIPANT AGREEMENT CINS/FINS Non-Residential (N.W. Region)

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. 4 We are doing well on our outcome measures. Thanks to all involved!!!

Outcome, Actions, Timeframe: Staff please review caseload report for cases over 12 weeks and close cases or justify maintaining them as open. If they are court ordered or CINS/FINS petition pending let Joy know so we can document in NetMIS. No new intakes after 6/19 and please remind your appointments with July dates of their appointment date and time.

B.	Employee Concerns or Complaints

1.	Sub-topic:	Increase number of large roaches in the building.

Discussion:	Most are dying and located in hallways and bathrooms.

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:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues FYI

1.	Sub-topic: Nurses

Discussion: Talked about preferred schedule for Nurses. Probably in the 6-10:00 p.m. Monday thru Friday would generally work.

Outcome, Actions, Timeframe:	Sam will check with Terry about whether nurses are required to call the pharmacies. Sam also requested any input for ideas for advertising for nurses and rates of pay that anyone could come up with from their contacts.

2. Sub-topic: Medication Carts

Discussion: Talked about need for North Florida Communications to set up lines in the shelters.

Outcome, Actions, Timeframe:	Sam will coordinate with Laura.

B.	Counseling and Programming Issues FYI

1. Sub-topic: Cell Phones

Discussion:

Outcome, Actions, Timeframe:	Cassandra will e-mail other managers the survey to complete with staff.

2. Sub-topic: Bed Bugs

Discussion:

Outcome, Actions, Timeframe:	Pending

VII.	Other Business:

1.	Sub-topic: Staff Vacation

Discussion: Staff is encouraged to take time off during end of June, July and early August.

Outcome, Actions, Timeframe:	Lane will be on vacation from 6/5-6/10. Joy will be on vacation 6/4-6/9. Mary will help with coverage and follow ups. Gwen will enter data. Please pay attention to Joy’s e-mails re: what to do with NetMis data entry.

Respectfully submitted by:

Peggy Vickers	6/8/15