Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: December 14, 2012 16, 2012

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: January 11, 2013

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

Absent: Jim

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Use was down significantly this cycle.

Outcome, Actions, Timeframe:	Thanks for remaining focused on this area.

2. Sub-topic: Holiday Schedules

Discussion: Agreed to try and get kids home for the Holidays.

Outcome, Actions, Timeframe:	If a shelter is down to one participant, consider moving the youth to Central.

3. Sub-topic: Time sheets

Discussion:

Outcome, Actions, Timeframe: Payroll time sheets and Payable paper work due next

Friday (12/21) noon. Please send in everything on time.

4. Sub-topic: Title IV-E

Discussion: Looked at several forms historically used by Central that are apparently no longer necessary.

Outcome, Actions, Timeframe: Sam will talk to Ryan to make sure we are on the same page.

5. Sub-topic: Family Action Referrals Central Region

Discussion:

Outcome, Actions, Timeframe: Teen Court Referrals will now go through IYPC

6. Sub-topic: Staff Minutes

Discussion: Sam shared a handout related to the state of our minutes in the system.

Outcome, Actions, Timeframe: We need to do a lot better on processing our minutes. The goal should be to get them out within a week.

7. Sub-topic: Family Action on-Call

Discussion: IYPC will pick up the on call function for Family Action Central

Outcome, Actions, Timeframe: Sam will review and make adjustments necessary to forms.

8. Sub-topic: Serious Concerns E-mail from the Florida Network

Discussion:

Outcome, Actions, Timeframe: Please review the issues noted in the e-mail distributed and document in your staff minutes.

B.	Marketing and Business Development

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: Audit

Discussion: This past year’s file audit focused on CINS/FINS and IL records. Out of many files reviewed for many elements there were very few findings. There were no financial findings.

Outcome, Actions, Timeframe:	Sam reviewed findings with Managers and requested they do the same with appropriate staff. Overall everyone did a GREAT JOB! Thank you!

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: CINS/ FINS File Review

Discussion: Peggy provided an updated file review form for CINS/FINS.

Outcome, Actions, Timeframe:	Sam will e-mail this form to managers to begin using.

2. Sub-topic: Peer Reviews

Discussion:

Outcome, Actions, Timeframe: Peer reviews are due in January, covering the second

quarter, October – December. Peggy received Cindy’s last month.

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: Form Changes Program Log Book

Discussion:

Outcome, Actions, Timeframe:	Based on additional changes made, Cassandra will e-mail Managers the update for one final look.

2. Sub-topic: Screening Referral Form

Discussion: Sam talked about the importance of filling out the bottom of this form completely. We had several audit hits related to not completing the referral section.

Outcome, Actions, Timeframe:	Please discuss with staff.

3. Sub-topic: Family Action Completion Form

Discussion: This is a form Peggy devised and was put forward to see if others were interested in using it.

Outcome, Actions, Timeframe:	IYPC may use for FA cases

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 Packet

Discussion: As a follow up to request last month to develop a report identifying Screenings to Admits, Sam showed those present what Ryan had come up with which was well received.

Outcome, Actions, Timeframe: Sam will ask Ryan to move forward.

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: NETMIS Fields

Discussion: Sam requested input regarding whether to add the medication questions to our screening form as well as appointment time information to be consistent with the NETMIS Screens.

Outcome, Actions, Timeframe:	We decided not to add time and date of appointment to this form and not to add medication issues based on the fact that staff entering data into NETMIS are doing a good job of picking up the medication entries required.

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Alachua Youth Build

Discussion: Sam shared information on Youth Build where David Beasley is now working.

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	December 18, 2012

Name	Date