Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: August 23, 2013

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: September 20, 2013

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

Absent: Jim

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Sam noted we have a significant hole to dig out of, although not unusual for the time of year.

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic: Cell Phones

Discussion: Sam asked if anyone could potentially give up a phone

Outcome, Actions, Timeframe: Both Cindy and Cassandra will review it.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Tom Popadak Training

Discussion: Training went well.

Outcome, Actions, Timeframe: The tentative plan is to have Tom back October 30th.

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:

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

Discussion:

Outcome, Actions, Timeframe:	Move forward to the next meeting.

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

Discussion: Tracey and Pam shared what they had accomplished today. Everyone agreed that it was heading in a positive direction.

Outcome, Actions, Timeframe:

3. Sub-topic: Peer Reviews

Discussion:

Outcome, Actions, Timeframe:	Please plan to submit Peer Reviews on or before the CINS/FINS meeting in September using the CINS/FINS Checklist.

4. Sub-topic: Medication Errors

Discussion: Cassandra brought forward a draft form called Medication Record Log Checklist that could help increase accountability and reduce medical errors.

Outcome, Actions, Timeframe:	If you have additional feedback, please get with Cassandra.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: Contract Performance July, 2012- June 2013

Discussion: Sam will ask Laura/Ryan if our data matches the Network Data.

Outcome, Actions, Timeframe:	EXCELLENT JOB THANK YOU EVERYONE!!!

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Service Tracking Form

Discussion: Sam asked for feedback regarding the use of this form and noted a correction was made to the version on the Intranet

Outcome, Actions, Timeframe:

2. Sub-topic: DV Procedures

Discussion: Sam passed out the Domestic Violence respite Referral form and the Domestic Violence Screening Desktop Guide which was developed locally by DJJ in our circuits for use. Discussion ensued about how we might create an incentive for staff to join transport teams to meet our contractual obligations.

Outcome, Actions, Timeframe:	Please seek feedback from staff regarding transport teams and Sam will e-mail everyone the DJJ documents.

3. Sub-topic: Data Entry Lag time Follow-up Response

Discussion: The question was what are the specific and minimum data elements required to meet the 10 day entry requirement?

Outcome, Actions, Timeframe:	“Data entry lag is reported for events recorded 10 days greater than when they occurred. Technically we only report data entry lag for intakes… Missing fields are usually covered as separate issues. Missing dates of birth might not have anything to do with data entry lag.”

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: No trends were noted in the Incident Reports

Outcome, Actions, Timeframe: P.4 Bed Nights are very low; we need to work on Outreach. P. 6 Laura please add the 3 shelters back on to this report and on P7 delete references to Probation Respite P. 8 The Florida Network Manual states that full time Non-residential counselors should manage 69 cases per year. Laura, please adjust P8 accordingly. P. 24 Cassandra please check last case for closure.

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

Name	Date