Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: October 18, 2013

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: November 15, 2013

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

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Staff Secure youth and loss of staff had negative impacts on the budget during this cycle.

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic: DJJ Secretary Visit to IYPC

Discussion: Visit went well. Secretary agreed that the shelter could use improvements.

Outcome, Actions, Timeframe:

2. Sub-topic: Electronic communications (Pending)

Discussion:

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.

3. Sub-topic: Legislative Request

Discussion: Per a legislative request, please indicate which (if any) of the counties that CDS

serves currently DO NOT have a counselor serving families in the county? Please indicate

also if you have someone working in the county, but not full time for that county.

Outcome, Actions, Timeframe:	We do not have counselors in Dixie, Union, Gilchrist and Lafayette

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: HIPAA Training

Discussion: http://floridadcf.adobeconnect.com/hippa2013internetprod/

Outcome, Actions, Timeframe: Above is the new training site to be used. The training value is 30 minutes and the site will print a certificate.

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: QIC

Discussion The Network is the only group to express interest in the ITN so far. The contract is scheduled to begin 7/1/2014. We will get a contract amendment prior to the end of the calendar year. Anticipated significant changes are a new psychosocial, anticipated enhanced training for non-licensed counselors by licensed counselors prior to engaging in suicide assessments and staff secure services going to a bed rate similar to domestic violence. It is also anticipated that the Brief Fam and Risk Factors will no longer be required and the 180 day follow up will be replaced by a 30/60 day follow up.

Outcome, Actions, Timeframe:

2. Sub-topic: QA Visit Feedback

Discussion Business as usual.

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: Cassandra will work on feedback received

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

Discussion: Tracey and Pam presented Counselor/Case Manager and YCW training plan drafts

Outcome, Actions, Timeframe:	Tracey and Pam will work on feedback received. Liz indicated that she could put this on a spread sheet.

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:

Outcome, Actions, Timeframe: Sam will make corrections noted and update on the Intranet.

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

Discussion: Sam will make changes discussed

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

3. Sub-topic: Services Received By Youth Form

Discussion: Sam asked if this form is currently being used at all sites

Outcome, Actions, Timeframe: Pending

4. Sub-topic: Services Tracking Form

Discussion: Sam asked is this form is currently being used at all sites

Outcome, Actions, Timeframe: Pending

5. Sub-topic: Child Abuse Reporting

Discussion: Sam noted changes in the law and requested feedback about the draft policy changes.

Outcome, Actions, Timeframe: Sam will update and put 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:

Outcome, Actions, Timeframe: P.8 Ryan please check, Barbara is not showing any cases for either August or September, She shows 2 cases on P. 18 & 5 cases on P. 27. P. 11 Cassandra please review Basic Center numbers for accuracy. P. 28 Peggy, please check Kim’s case for discharge reason, Cindy, please check Lytinia’s case for discharge reason. P. 30 Peggy, please check the 23 week and 25 week cases. P. 35 Cassandra, please check Naomi’s Aftercare Planned cases, Cindy, please check No referral made case. Incidents Summary Only note was that no successful intervention was determined to keep the staff secure participant from running.

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	November 5, 2013

Name	Date