Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: November 15, 2013

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: December 13, 2013

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

Absent: Rhonda

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion:

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

2. Sub-topic: Organizational Chart

Discussion: Sam asked those present to review the chart for accuracy.

Outcome, Actions, Timeframe:	Please let Sam know if you see any errors.

B.	Marketing and Business Development

1.	Sub-topic: Basic Center Grant IYPE

Discussion: IYP E will be looking to hire and Outreach Specialist and a Life Skills Educator.

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: Answering the phones

Discussion:

Outcome, Actions, Timeframe: Please remind people when answering the phone to state

their program, their name and may I help you or a facsimile.

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:

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: ES file order and Mother Sheet

Discussion:

Outcome, Actions, Timeframe: Sam will get on the Intranet and will also send out the Non-Residential file order

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

Discussion: Tracey and Pam presented an update to the Counselor/Case Manager 1st year Plan

Outcome, Actions, Timeframe:	Liz will help with the changes noted.

3. Sub-topic: Medication Errors

Discussion: We had a lengthy discussion regarding medical errors and how to improve based on the information sent by the Fl. Network and reviewing the recent risk management reports.

Outcome, Actions, Timeframe: Cassandra will set up a daily review rather than weekly as is done currently. Cindy/Pam will look at the allocation of duties of key staff.

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: Brief FAM

Discussion:

Outcome, Actions, Timeframe: We will not order more of these forms as they will not be contractually required next year. If you have extras please share with sites that are low.

2. Sub-topic: Services Received By Youth Form

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

Outcome, Actions, Timeframe: Yes

2. Sub-topic: Services Tracking Form

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

Outcome, Actions, Timeframe: Yes

4. Sub-topic: HIPAA Form

Discussion: There was a desire to separate residential and non residential.

Outcome, Actions, Timeframe: Sam will make changes noted in the discussion.

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:

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:	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	December 4, 2013

Name	Date