Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: October 17, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: November 14, 2014

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

Absent: Cindy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: East had a nice reduction.

Outcome, Actions, Timeframe:	Please stay focused on this.

B.	Marketing and Business Development

1. Sub-topic: Contract Benchmarks and Performance Measures

Discussion: We are definitely starting to trend up, but as of the end of September, we would owe $123,000.

Outcome, Actions, Timeframe:	We need to focus on improving the length of stay. Sam

needs to get with Laura to review utilization rates page. Pam needs to get with Angela

regarding non-residential case

2. Sub-topic: Invitations to the Annual Meeting

Discussion:

Outcome, Actions, Timeframe:	If you are aware of people that you think are unlikely to be on our Master list, but should be invited to the Annual Meeting, please bring addresses and/or email addresses to EMT

3.	Sub-topic: Managers please ask staff what barriers they see CDS putting up that

hinders us from helping kids? Are there procedures or other things we could change/

eliminate/ improve that would truly forward our efforts to help kids?

Discussion:

Outcome, Actions, Timeframe:

4.	Sub-topic: Discuss with YCW’s what they would find as a positive team reward. Think

in terms of a value of $50.00 per team member per quarter as starting point for ideas.

Discussion:

Outcome, Actions, Timeframe:	Pending

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic:

Discussion:	No discussion

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:

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 (Drop Box)

Discussion:

Outcome, Actions, Timeframe: Please sign up for Drop Box and have training current for this year on the grid by November 10th. Joy still needs to be trained in the tracking system.

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: Contingency Contract Forms

Discussion: F-PR-1200

Outcome, Actions, Timeframe: Update Pending

2. Sub-topic: Medication Provision, Storage, Access, Inventory and Disposal

Discussion: Updated policy regarding training requirements for staff making medications

available must be done by a Registered Nurse; clarified over the counter medications require

a prescription; clarified procedures for youth going on temporary home visits

Outcome, Actions, Timeframe: This updated Policy is on the Intranet. Sam needs to look at the Screening form to see if it needs adjusting.

3. Sub-topic: Medication-Training and Education

Discussion: Updated policy regarding training requirements for staff making medications available must be done by a Registered Nurse

Outcome, Actions, Timeframe: This updated Policy is on the Intranet.

4. Sub-topic: Needs Assessment with PAT F-PR-1314

Discussion: This a revised version of our old Psychosocial that adds information not covered in the PAT and should be used in conjunction with the PAT

Outcome, Actions, Timeframe:	This form is on the Intranet. Those not yet trained in the PAT should continue to use the other Needs Assessment form. Remember participants in the program for more than 30 days require another PAT upon exit.

5. Sub-topic: Review of Night Shift Logs

Discussion:

Outcome, Actions, Timeframe:	Bring Sam copies of reviews for 10/6/14, 10/9/14, 10/15/14 by EMT.

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:	Shelter & Non-Residential Utilization

Outcome, Actions, Timeframe: Still need from IYPE and IYPC

Discussion:	Communication

Outcome, Actions, Timeframe:	Still need from IYPE and IYPC

Discussion:	Hiring and Retention of Qualified Staff

Outcome, Actions, Timeframe:

Discussion:	Programming: Can it be more effective?

Outcome, Actions, Timeframe:	Still need from IYPE and IYPC

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:

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:

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: Letter Writing

Discussion:

Outcome, Actions, Timeframe: Please review letters of staff prior to them going out to ensure the professional standard of the letter until you are comfortable that the staff are competent in this area.

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	October 20, 2014