Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: September 20, 2013

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: October 18, 2013

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

Absent: Jim

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Use went up. There was a Holiday

Outcome, Actions, Timeframe:	Please do what you can to help lower utilization as appropriate it

B.	Marketing and Business Development

1.	Sub-topic: Outreach

Discussion: Sam showed outreach forms currently updated and in use in FA Central.

Outcome, Actions, Timeframe: Sam will e-mail versions requested to the Regions.

2. Sub-topic: Electronic communications

Discussion: The group discussed the pros and cons for using e-mail to reach participants/parent/guardians in cases of emergency, to provide information and remind of appointments. This might be a good quality improvement initiative to enhance attendance and connections with participants.

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.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Part time Staff attendance

Discussion: Brainstormed ways to ensure part time staff meet their obligations for shifts, staff meetings and trainings. Some ideas: Use policies currently in place related to absenteeism; at the beginning of each scheduling cycle ask staff what shifts they cannot work; create a memo or put in staff minutes a change in practice notification.

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: James Moore Audit

Discussion Clarified information being requested by the auditors

Outcome, Actions, Timeframe:	If you have not done so, already, get the files selected for audit to Sam on Tuesday 9/24/13.

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

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

Discussion:

Outcome, Actions, Timeframe:	Move forward

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. Thanks every one for turning these in.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No 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: DV Procedures

Discussion: Reviewed policy draft.

Outcome, Actions, Timeframe: Sam will incorporate input and send out again. Sam will also incorporate agreement about transport teams and put in the policy draft.

2. Sub-topic: Participant Chart Order Non- Residential

Discussion: Reviewed policy draft.

Outcome, Actions, Timeframe: Sam will incorporate input and send out again.

3. Sub-topic: Episodic Emergency Care

Discussion: Reviewed policy draft.

Outcome, Actions, Timeframe: Sam will put on the Intranet

4. Sub-topic: Medical and Mental Health Alert Process

Discussion: Reviewed policy draft.

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

5. Sub-topic: Services Received By Youth Form

Discussion: Reviewed policy draft.

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

6. Sub-topic: Services Tracking Form

Discussion: Sam will remove pages 9 &10.

Outcome, Actions, Timeframe: Sam will correct 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

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.22 E.S cases are low. No trends noted in Incident Reports.

Outcome, Actions, Timeframe: P. 8 Sam discuss with Laura/Ryan plan for DV cases follow up to inform managers P.9 Peggy/Cassandra ensure that there is not a system glitch. P. 17 Cassandra close FA case P. 21 Cassandra review discharge reason and train staff as needed.

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: LGBTQ Youth

Discussion: Radha indicated that data we have on serving LGBTQ youth is probably erroneously low and was looking for ways to better identify and serve this population. Several survey ideas were discussed.

Outcome, Actions, Timeframe:	IYPC has training coming up 10/10/13. Radha will discuss options with the trainer.

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	September 22, 2013

Name	Date