Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: November 16, 2012

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: December 14, 2012

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

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: The utilization is improving.

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

2. Sub-topic: Holiday Schedules

Discussion:

Outcome, Actions, Timeframe:	Talked about getting kids home for the Holiday if at all possible.

3. Sub-topic: Teens for Jeans

Discussion: Sam took the information for jeans for each shelter.

Outcome, Actions, Timeframe: Sam will forward the information the Project Coordinator and Cc. Managers

4. Sub-topic: Title IV-E

Discussion: Sam indicated that we were low for Title IV-E for the year and requested Managers to begin submitting referrals again.

Outcome, Actions, Timeframe:

5. Sub-topic: Family Action Referrals Central Region

Discussion: Peggy, Cassandra and Sam discussed and agreed to direct Teen Court referrals to the shelter to handle.

Outcome, Actions, Timeframe: Cassandra will coordinate these referrals with Naomi.

6. Sub-topic: Staff Minutes

Discussion:

Outcome, Actions, Timeframe: Please send any outstanding minutes to Sam by the end of November.

7. Sub-topic: Family Action on-Call for the Central Region

Discussion: We will change the Family Action on call number to the shelter.

Outcome, Actions, Timeframe: We will adjust the paper work and telephone messages accordingly in early December

B.	Marketing and Business Development

1.	Sub-topic: Safe Harbor Initiative

Discussion: Cassandra reported on the meeting she recently attended at the Partnership. She believes there might be an opportunity for a productive partnership to serve these youth.

Outcome, Actions, Timeframe: Sam will contact Thelma.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic:

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:

Outcome, Actions, Timeframe:

III.	Quality Improvement

A.	File Audits and Case Record Review (reports and recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: Bed Time Supervision & Bed Checks Follow Up

Discussion:

Outcome, Actions, Timeframe:	Managers reported that staff knowing that someone is tracking this seems to make a difference.

2. Sub-topic: Form Changes Program Log Book

Discussion: Cassandra shared the changes to the Program Log Book form

Outcome, Actions, Timeframe:	Cassandra will incorporate the additional suggestions and send them out for review.

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 & Risk Management Packet

Discussion: Those present reviewed the packet. Discussed separate handout showing shelter average day stays. Managers felt they were focused on this area and this tool would not be valuable to enhance the purpose intended.

Outcome, Actions, Timeframe: Sam discussed P. 9 with Ryan who will make adjustments next month i.e. delete YCW, DJJ and C&F rows and ensure totals are accurate based on these changes. P.11 Ryan change non res requirement to 33% for Naomi and delete Shileatha from this requirement. P. 15 Sam will discuss with Laura the possibility of getting a report that indicates screenings that turned into cases by who did the screening. P19-21 Sam requested that sites begin putting the Risk Factor questionnaire in the packets for the parents to complete to see if it improves this outcome. P.33 Tracey please check for RHY status, P.34 Tracey, please check discharge status of #12. Incident Summary Reports, no trends were noted.

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: Medication Fields in NETMIS

Discussion: There are two new fields. One asks if a youth is not admitted due to a medical condition and the other asks if the youth is on prescription medications.

Outcome, Actions, Timeframe:	Please make sure data entry staff starts tracking this information effective October 1, 2012.

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	November 26,2012

Name	Date