Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS Family Action

Date: 01/10/13

Time: 12:00 p.m.- Clinical Supervision with Sam Clark Next Clinical Supervision Meeting is scheduled for 1/30/13 at 1:00 pm

Time: 1:00 pm - Staff Meeting

Location: Bivens

Date of Next Meeting: Dates: January 23 and 30, 2012 at 12:00 pm

Attendance: Peggy, Kim, Isaiah, Joy

Absent: Jennifer

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Drug Screen Waiver of Fee

Discussion: Discussed issues regarding UA revenue and expense budget, Staff discussed options regarding fees.

Outcome, Action, Timeframes: As of 01/10/13 counselors/case managers will no longer wavier fee for drug screens. We will provide waived screens for anyone already approved.

Staff will work with their families in regards to when and how they can pay. CDS will accept cash, credit card, check, and money order.

Joy will find, review, and update the operating procedures for getting a medical manager number, how to enter a payment, print a receipt, and document the results of the drug screens. Drug screens will be filed in the participant record section with progress notes by 1/25/13.

Joy will orient Peggy on how to do it using the operating procedure by 2/1/13..

Peggy has the current drug screen operating procedure and Joy will train staff during next staff meeting 1/23/13.

Peggy will update Family Action chart order by Feb CINS/FINS coordinators meeting.

B.	Policies Procedures and Process

1.	Sub-topic: Drug Screens for youth in need of them

Discussion:	We discussed expectations for drug screens.

Outcome, Actions, Timeframe:

Participants will complete a minimum of three drug screens and successful pass two.

2.	Sub-topic: Front Desk Coverage on M-Thurs 8:00 am-11:30 pm.

Discussion: If you are planning on meeting someone, I ask that you give them a telephone number to call when they arrive or wait for them by the door.

Outcome, Actions, Timeframe:	A door bell has been requested, but delayed per Roy.

Sam can you help with this? Please make sure doors are locked when leaving, escort visitors out of the building. The problem has been in Suite 2.

3. Sub-topic: Family Action Referrals Central Region

Discussion: Still some issues to be worked out between Peggy, Cassandra and Sam. Received a referral from IYP-C for a kid who had been in shelter for SA services. Discussed the need for the referral to FA-C?

Outcome, Actions, Timeframe:

Peggy will meet with Cassandra to ask if IYP-C shelter kids needing further services could be serving by Naomi by 1/25/13.

4 Sub-topic: Family Action 3813 Message

Discussion: Outgoing message still references Drug Free Communities.

Outcome, Actions, Timeframe:

Peggy asked Joy to write down the message so we can change the script, deleting DFC by 1/16/13. Peggy will tweak it and Dekle has agreed to record the new message.

C.	Marketing and Business Development

1.	Sub-topic: DJJ Probation Referrals

Discussion: Cassandra and Jim have both talked with DJJ Probation Supervisor regarding referrals to IYP-C and FA. I have been invited to a DJJ staff meeting and will plan to attend to provide clarification on individuals who were formally referred to DFC.

Outcome, Actions, Timeframe:

Peggy meeting has been scheduled with Jill on 1/15/13. Expectations would remain the same for FA staff. 1. Eligible for CINS/FINS services. 2. Have multiple risk factors. 3. Substance use can not be the only reason for the referral.

2. Sub-topic: Annual Meeting

Discussion: Radha has extra invitations if you would like to give some to referral sources or individuals you work closely with.

Outcome, Actions, Timeframe:

Any interested staffs please get invitations from Radha’s office.

3.	Sub-topic: Annual Meeting

Discussion: Peggy asked staff to please try and attend the Annual Meeting. If there are individuals you would like to invite please let Radha know as soon as possible. Since lunch will be served a head count would be important.

Outcome, Actions, Timeframe:

All Staff mark your calendars Annual Meeting will be January 25, 2013 at noon-1:00 pm at the Thomas Center arrive early for a good parking spot.

4.	Sub-topic:	School Suspension Reduction

Discussion:	Discussed staff understands. Peggy reviewed Mary’s letter to school deans and counselors and notes from Karen. Schools were asked to send a written referral with a signed consent form, and CDS would report if the parent contacted CDS to complete the screening. Instead schools tell parents to call CDS, youth is screened, but intake may not be until after the youths return date. In the past schools told parents to come to CDS to be screened, signed a consent form and parents were given a letter to give to the school. Further clarification on expectations of CDS is needed.

Outcome, Actions, Timeframe:

Peggy will contact Mary to try and get a clear understanding of what the schools want and who should be contacted to institute a referral system.

D.	Regulatory Issues

1.	Sub-topic: DJJ screening standard of 7 calendar days.

Discussion: Peggy discussed the response back from the state attorneys office and their refusal to send letters to parents referred. We know prior to implementing this process in December we missed a few screenings within the 7 day time period. We also received positive feed back from Joy indicating the new changes we are implementing seem to be working. Parents are calling in. Sam suggested adding in the arrest report from SA office. We did not actually decide on that procedure, but we can test it to see if it works. Continue to stamp date received on the referral form, keep log and other procedures in process.

Outcome, Actions, Timeframe:

Joy beginning 1/14/2013 for any new SA referrals when sending a letter add the SA information to the letter. Thank you Joy for all the great work you are doing on these referrals.

2.	Sub-topic: Suicide Risk Assessment

Discussion: Discussion Followed.

Outcome, Actions, Timeframe:

Counselor/Case Managers when assessing a suicide risk and needing consultation with a LMH call Sam on his cell phone number. He will consult with you. Follow his instructions, document and place the form in box for his and my signature. Joy will follow up with Sam for signature if there is some delay.

Sam is available by telephone 352-318-9401 to provide the LMH review of the Suicide Assessment at any time. Please begin this process as needed.

E.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: CINS/FINS Staff Training Expectations.

Discussion: Discussed and follow up will be provided. Jenn, Joy and Peggy will be consider new employees and subject to the 40 hours of training. Isaiah and Kim should complete the annual requirements on the training grid provided. Remember some issues cross over to more than one topic can meet CARF and CINS/FINS. When we do an emergency drill each month Joy will put the procedure for the drill in your box and you can document on it the date and time you read it as training. If someone shows you how to do a task document as training.

Clinical Supervision – counts as training, we are looking for the correct form to document your training from today. We are also missing Leslie/Karen’s Clinical Supervision Notebook.

Outcome, Actions, Timeframe:

Peggy will e-mail Florida Network log-in to all staff. If you do not have pass word sign in as a new register, they will send you an e-mail with a pass word. Keep your pass word someplace where you can find it. Log in and complete the CINS/FINS required training. All training is competency based and document on the training log in your training file. CDS intranet also has some training also. The training grid in you box shows you where topic training is available this was before Fl Network added their training.

Joy will make Peggy, Jenn and herself a new training file.

All staff please looks out for Clinical Supervision Notebook.

All staff who were there, will document today’s clinical supervision training, Peggy will put form in your box.

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: January Drill

Discussion:

Outcome, Actions, Timeframe:

Joy will conduct next month’s safety drill.

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic: Suite 4 Clean Up

Discussion: My apologies for still having stuff in the hall and for any inconvenience. Joy and I are working on clearing out and cleaning up space. Currently all empty offices phones are transferred to ext: 3822. My new ext: 3833. My cell phone is 284-3252 and my husband is 284-3255. Admittedly I’m not tied to my phone so call the 3255# if you don’t reach me.

Outcome, Actions, Timeframe: FA this is a good time to clean up computer files, offices, etc. We are adding a Peggy Signature box next to FA referrals please place (paper not files) screenings or anything programmatic in the box needing my signature. Sam will no longer be signing files. We may redo the location of the boxes for files needing action. Each counselor will be getting a box so when I need to return a file to you for action, I will place it in your box. You convinced me to not change your filing systems. Please forgive the dust we are stirring up. We are still in process of cleaning.

C.	Incident Reports (Reports, analysis of trends, recommendations)

1.	Sub-topic:	Monthly Report

Discussion: No reports for December

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: CINS/FINS Chart Review forms were handed out.

Discussion: Kim completed two chart reviews in December and provided feedback for improving the form.

Outcome, Actions, Timeframe:	Peggy will update the form with suggested changes when CARF standards are received. Peer and self reviews will be completed as time permits.

Next staff’s meeting continues this agenda item to discuss supervisor to counselor feedback.

2.	Sub-topic:	Confidentiality – Family Action Data Materials and log

Discussion:	Joy suggested putting log book in locked file cabinet.

Outcome, Actions, Timeframe:

Peggy likes the idea that each night all FA documents are put away and log book is in the file cabinet. I’m sorry we ran out of time when discussing this issue. Keep doing what you are doing.

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: State Attorney Referrals

Discussion: When Joy/Peggy receive a referral from the SA staff, Joy will generate a letter to the parents of the youth requesting they contact CDS to complete a screening for eligibility

Outcome, Actions, Timeframe:	12/20/12 Peggy will develop a letter to be sent out to parents. Completed and on 12/21/12 a letter was sent to a parent after a referral was received. Follow up 1/10/13 Task completed and is working.

2. Sub-topic: Notice of Family Action Program Completion

Discussion: The above named form F-PR-1313 has been added to the intranet; please begin using it as needed. We are deleting the SA notice please use this one in its place. SA forms are not on the intranet yet.

Outcome, Actions, Timeframe:	As needed. Follow up 1/10/13 during file review old form still being used. Please begin using the new form.

3.	Sub-topic: Referrals

Discussion: Criteria: Screen individuals who have been referred within 7 calendar days. Best practice and preferred method by staff is to screen and complete the intake on the same day which is possible with the school/regular referral sources. It is harder to do this with the written referrals Family Action receives, especially if they do not inform the parent of the referral.

Outcome, Actions, Timeframe:	Beginning 12/20/12 Joy will begin screening referrals that come in through the fax machine, e-mail, etc. She will document efforts to reach them by telephone during varied times and will send a letter if unable to reach. Kim and Isaiah will send Peggy sample letters when they are unable to reach parent. Follow up on 1/10/13 Peggy still needs sample letters from Kim and Isaiah. Joy is working on letters Karen gave us. Peggy will create a letter for Joy. We are also creating a letter for the referral source if the participant is not eligible. 1/10/13 not started.

4.	Sub-topic: Family Action Referral Log

Discussion: procedures for filling out the log. Joy will document the flow of the case from point of referral, to screening, intake using the documents completed by counselor/case manager. This document will give a quick view of our ability to provide services in accordance to DJJ standards.

Outcome, Actions, Timeframe:	Joy will complete Family Action Referral Log and maintain the log at the front desk in the file cabinet next to her desk. On 1/10/13 Joy is doing this and it was useful when completing the SA monthly report.

5.	Sub-topic: Screenings

Discussion: Joy and interns to assist with screenings.

Outcome, Actions, Timeframe:	Place screenings in Peggy’s box for review and signature. Follow up on 1/10/13 this is working. We will continue current procedure for Intake appointments. Screenings are placed in FA box and counselor/case managers review and pick up screenings and contact parent for intake appointment. There is about a month delay between screenings to intake appointment due to large # of referrals.

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic: Accessibility Plan

Discussion: Looking for balance between operations of the Family Action Program and the needs of other CDS employees at Bivens. Everyone in the building is asked to please ask people dropping off items to call before coming. I can’t guarantee someone will be upfront, there maybe people in the building but you can not hear anyone knock. Feedback from other staff is helpful.

Outcome, Actions, Timeframe:	Jim approved a door bell for Suite 4 door. Follow up 1/10/13 not completed.

2.	Sub-topic: Accessibility Plan

Discussion: State Attorney Project Payback.

Outcome, Actions, Timeframe:	Joy can you please write up the steps to accepting Project Payback donations. Radha and I have agreed to learn how to do it. Question for Randy can we train a volunteer to do this task? What is our financial liability since there is cash involved? Follow up still needed. Peggy shadowed Joy, but is not confident I could do it by my self yet. Not hard task, just not able to attend to it.

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 and Case Load Size

Discussion: Those present reviewed the packet. It is important to check case load report do make sure that the data submitted results in the changes on your case load report. We would have caught the two intakes (see page 26) and the one discharge missing in Netmis. On page 19 Kim’s 5 youth are younger kids who do not have the risk factors. Isaiah will check for additional risk factors on open charts. It is their understanding that you can not change risk factors after a file is closed? Clarification on this issue is needed from Ryan

Outcome, Actions, Timeframe: On page 11 the Expected Units for Family Action Counselors/Case Managers is 66 per the Florida Network. Therefore add six to your total # and one for each month of Assessment required, beginning in January. If you have additional feedback let me know. Follow up 1/10/13 Ryan sent an e-mail responding to questions about Netmis. Reports due out soon.

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: New phone extension

Discussion:	Updated phone extension with cell phone numbers, check in your box for one dated after today.

Outcome, Actions, Timeframe:	Peggy will update the phone extension list and place in your box. Follow up- completed

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. Joy can you check for me?

B.	Counseling and Programming Issues

1. Sub-topic: Clinical Supervision – Case presented by Kimberly

Discussion:	Discussion followed

Outcome, Actions, Timeframe: Kim was meeting with the family following supervision.

Sam will meet with staff as they feel the need but at a minimum of once a month.

VII.	Other Business:

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

Respectfully submitted by:

Peggy Vickers	January 11, 2013

Name	Date