Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: November 14, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: December 12, 2014

Attendance: Sam, Peggy, Zeke

Absent: Jim, Cassandra, Tracey Rhonda, Cindy Pam

Guest: Joshua Brosius

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: Contract Benchmarks and Performance Measures

Discussion: We had a very good month. Total debt went from $123,337 to $54,773. Our bed day numbers do not correlate with the Networks, so the debt may be closer to $60,000. Laura is trying to find out why the difference is occurring. As a subset of the total, the non- residential debt went from $31,954 in September to $13,519 in October.

Outcome, Actions, Timeframe:	We are moving in a very positive direction, please keep

everyone focused. Thank you!

2. Sub-topic: Camelot Family Services Planning Team Presentation

Discussion: Joshua Brosius, 352-843-2415 Camelot Community Care Family Services

Planning Team Coordinator for Circuits 3 &8 presented information about their program.

Youth up to age 18 with emotional or behavioral disabilities or at risk of the same are

potentially eligible for their services. This program can also work with adopted kids to avoid

an adoption failure They can coordinate care as well as provide wraparound services. The

contact for Circuit 7 is Christy Gillis 386- 238 4837.

Outcome, Actions, Timeframe: Sam will e-mail Managers the application form.

3. Sub-topic: Thanksgiving Holiday Schedule

Discussion:

Outcome, Actions, Timeframe:	In residential, please be sure to make use of the furlough option as applicable.

4. Sub-topic: Medication Carts

Discussion: Medication carts are coming this year and apparently there may be enough

money left over to fund some nursing services at each shelter.

Outcome, Actions, Timeframe:	More to come…

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: Peer Reviews

Discussion:

Outcome, Actions, Timeframe: Peer reviews are due from last quarter. Please submit, if you have not already done so.

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. Review with your data entry staff where you stand.

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: Needs Assessment Requirements For PAT Family Action

Discussion:

Outcome, Actions, Timeframe:	The PAT is to be used on non-residential placements only for CINS/FINS youth. That means youth who are in shelter placements do not require the PAT during their stay. An exit PAT is required for youth whose length of stay is greater than 60 days. The exit PAT should be completed within the last 14 calendar days of the youth’s participation in the program

3. Sub-topic: JJIS

Discussion:

Outcome, Actions, Timeframe: Be sure to advise staff to login to JJIS once every 20 days or so, to ensure they will not get locked out. All youth must have the PAT completed and entered in JJIS within 7 calendar days of admission to the program. (Data entry requirement for admission is 3 business days.) Youth should be released from JJIS within 7 calendar days of release from services.

4. Sub-topic: Needs Assessment Requirement Residential

Discussion:

Outcome, Actions, Timeframe: Residential should use the Needs Assessment entitled Needs

Assessment on the Intranet. Not the one that is entitled Needs Assessment with PAT P-1136

5. Sub-topic: Policy Updates

Discussion: P-1136 Disposition/Aftercare Plan Residential CINS/FINS Second update since 7/14

removed PAT references;

P-1046 Youth Case Record Update since 7/14 Clarified Non- Residential and Residential

responsibilities regarding Needs Assessments

P-1156 Transition Plan/Discharge Summary- Youth/Family Non-Residential CINS/FINS

Update since 7/14: Youth staying beyond 60 days need an Exit PAT done within the last 14 days of the

youths participation in the program

P-1048 Residential Counselors Roles and Responsibilities and Linkage with Family Action Services

Update since 7/14 Clarified Non-Residential and Residential responsibilities regarding Needs

Assessments

P-1162 Individual Plan DJJ QA Update since 7/14 Clarified Non-Residential and Residential

responsibilities regarding Needs Assessments

P-1019 Needs Assessment Update since 7/14 Clarified Non-Residential and Residential responsibilities

regarding Needs Assessments

P- 1151 Intake/Assessment Update since 7/14 Clarified Non-Residential and Residential

responsibilities regarding Needs Assessments

Outcome, Actions, Timeframe:

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:

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:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	November 17, 2014