Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: September 18, 2015

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: October 16, 2015

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

Absent: Jim, Rhonda

Guest: Montia Morris, Outpatient Supervisor, Florida Mentor

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion:

Outcome, Actions, Timeframe:	Pending

B.	Marketing and Business Development

1. Sub-topic: Florida Mentor

Discussion Montia shared that Florida Mentor accepted referrals for all ages and accepts Medicaid. They do not provide drug screens, but can provide medications.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: County and Circuit Boards

Discussion: It is now a contractual requirement that we have staff attend these meetings and

be able to demonstrate proof of attendance.

Outcome, Actions, Timeframe:	Cindy is responsible for ensuring coverage of the Putnam County Council and the Circuit 7 Board. Jim chairs the Circuit 8 Board, Radha or Cassandra will attend the Alachua County Council and Tracey/Rhonda/Stephanie will make sure the Circuit 3 Board is covered.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Salary Supplement

Discussion: Sam noted that last year began with a lot of financial challenges and by years end we had fared well. While there were a number of outstanding performances singling out individuals or teams did not seem consistent with recognizing the holistic effort that was made.

Outcome, Actions, Timeframe:	We will be issuing salary supplements based on last year’s performance to all staff. Fulltime staff will receive $200, Part time $100 PRN/Probationary $25. Staff hired after July1, 2015 are not included, as this a recognition for last year’s achievements.

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: Complaints and Grievances

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic: Behavior Management System/Trauma Sensitive Approach

Discussion: Cassandra shared an updated FACE BOOK for participants and staff used at Central

Outcome, Actions, Timeframe: Next meeting managers need to be prepared to discuss the Behavior Management system and efforts to move toward a more trauma sensitive approach to the environment and participants.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

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: F-PR-1149 Disposition Summary/Aftercare Plan

Discussion:

Outcome, Actions, Timeframe: Pending Sam’s review

2. Sub-topic: P-1013 Vehicle Use and Safety Inspection Draft

Discussion: Cassandra introduced a draft of changes to the Shift Log that would aid in tracking single transports should they be necessary. The policy draft and a travel log were also reviewed.

Outcome, Actions, Timeframe:	Based on the feedback received Cassandra will work on the 2 logs and Sam will work on the policy.

3. Sub-topic: P-1105 Complaint/Grievance Process for Participants or Companions with

Disabilities Draft

Discussion: The draft was reviewed.

Outcome, Actions, Timeframe: Sam will get on the Intranet.

4. Sub-topic: P-1053 Roles and Responsibilities- Prevention Outreach Draft

Discussion: The draft was reviewed.

Outcome, Actions, Timeframe: Sam will get on the Intranet.

5. Sub-topic: P-1046 Youth Case Record Draft

Discussion: The draft was reviewed.

Outcome, Actions, Timeframe: Sam will get on the Intranet.

6. Sub-topic: CINS/FINS Intake Form

Discussion: Sam shared the form that was recently put on the Networks website.

Outcome, Actions, Timeframe: Sam will contact John to get more information about this form.

7. Sub-topic: P-1120 Medication Provision, Storage, Access, Inventory, and

Disposal Draft

Discussion:

Outcome, Actions, Timeframe: 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: Performance and Risk Management Reports

Discussion: P.10 average length of stay went from 24 days in July to 19 days in August. P.15 & 16 the30/60 day follow up reports are only telling us about cases that were managed in the time period. Laura intends to add in cases that are late or early as well when she can allocate the time. The 30/60 days no longer counts hours P.17 & 18 the 3 day lag time no longer counts weekends and no longer counts hours

Outcome, Actions, Timeframe: P. 21Non- Residential Managers please review for Discharge P.30 Cassandra please review Discharge Reason P.34-41 Incident Reports No trends were noted. P.42 Laura IYPC had 5 Complaint/Grievances in August

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:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Nurses

Discussion: N.W. has a nurse in the background process and East is in discussions with a nurse. Nothing happening in Central

Outcome, Actions, Timeframe:

2. Sub-topic: Medication Carts

Discussion:

Outcome, Actions, Timeframe:	Pending

3. Sub-topic: Board Codes

Discussion:

Outcome, Actions, Timeframe:	This is updated on the Intranet. Cassandra will draft a tracking form for youth slept separately.

4. Sub-topic: Dignity UWEAR

Discussion: Sam asked if anyone has pursued this.

Outcome, Actions, Timeframe:	To date no one has

B.	Counseling and Programming Issues

1. Sub-topic: Cell Phones

Discussion: Sam asked that managers bring the new phones on line, if it has not been done yet.

Outcome, Actions, Timeframe:	For assistance contact AT&T Customer Care 1-866-288-7629

2. Sub-topic: Suicide Threats/Suicide Attempts

Discussion: Sam noted the question of how to distinguish between a threat and attempt came up in FAC and shared the following for clarification:

Suicide attempts require action and follow through.

Suicide threats may result in action, but lack follow through

Examples:

Youth puts a rope around his neck-Suicide threat

Youth puts a rope around his neck ties it to a ceiling fan and then unties it-suicide threat

Youth puts a rope around his neck ties it to a ceiling fan and jumps off a chair- suicide attempt

Youth has a knife and rubs it menacingly across his wrist-suicide threat

Youth has a knife and cuts his wrist-suicide attempt

Youth gets his Mom’s prescription sleeping medication, counts out 30 pills, gets a glass of water to take the pills- suicide threat

Youth gets his Mom’s prescription sleeping medication, counts out 30 pills, gets a glass of water to take the pills and takes the pills- suicide attempt

Outcome, Actions, Timeframe:	Sam also noted that that the term current should be viewed in the context of 6 months.

3. Sub-topic: Cases Involving Electronic Monitoring

Discussion: Sam asked what we would do if we were asked to take a youth on electronic monitoring

Outcome, Actions, Timeframe:	The feedback is that we get them now.

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	September 29, 2015