Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date 1/23/18

Time: 930-1030

Location: Bivens

Date of Next Meeting: February 13th, 2018

Attendance: Mary Simmons, Carlos Aguirre, Jessica Bechtold, Isaiah Harmon, Joy Steiner, Corey Collins, Evelitza Soto, Joy Brown, Michelle Esau

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: Please continue with outreach events. A big thank you to Mary Simmons for participating in the Levy County Lunch N Learn on 1/24/18. In addition, Jess discussed amazing give and will update staff with website/ location of amazing give site once we have additional information.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1.	Sub-topic:	See risk management

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Gainesville and Levy County Counselor/Case Managers

Discussion: Both Levy and Gainesville counselor/ Case Manager Positions have been filled. Both Michelle Esau and Jonnathan Estrada have been fully trained and are currently in the process of accepting intakes. We have made multiple attempts to enroll both counselors in MI, JJIS and PAT training are awaiting training dates from Susan Stormant.

Outcome, Actions, Timeframe:	Pending

2 Sub-topic: Updated Forms

Discussion: Provided Staff with a list of updated forms currently on the intranet (including the most recent photo release).

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy will complete drill for the month of January

Outcome, Actions, Timeframe:	Pending

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

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

Sub-topic: QI Audit

Discussion: Jess discussed satisfactory results of our most recent QI audit and distributed supporting documentation. Congratulations and a big thank you for all of your hard work.

Outcome, Actions, Timeframe: Completed

Sub-topic: Peer Review

Discussion: Will occur next staff meeting (February 13th, 2018).

Outcome, Actions, Timeframe: Pending

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Risk Management

Discussion: Discussed most recent CINS/FINS data report and distributed documentation. Discussed the need for continued outreach and an increase in productivity.

Outcome, Actions, Timeframe: Ongoing

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF Audit

Discussion: Discussed upcoming CARF audit. Will review additional materials and/or expectations subsequent to the management meeting review. Reminded staff to wear name tags.

Outcome, Actions, Timeframe: Pending

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Meeting will be held on 1/26/18

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

3 Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resources

1. Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

2.	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:	No Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic:

Discussion: See above

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:	CARF

Discussion:	No discussion

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

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:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

2.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	No Discussion

Outcome, Actions, Timeframe:

4.	Sub-topic:	Input Plan

Discussion:	No 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)

1.	Sub-topic:

Discussion: No 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:	No 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:	No Discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic: Case management

Discussion: Discussed CINS/ FINS services (truant, runaway and ungovernable behaviors) discussed criteria for eligibility and ineligibility. Discussed options for case management

Outcome, Actions, Timeframe:	Ongoing

VII.	Other Business:

1.	Sub-topic:	SNAP

Discussion: SNAP for Boys will begin cycle 3 and 4 groups on January 30th and 31st and currently have 100% enrollment. SNAP has continued to provide outreach within the community with particular focus on school personnel. These efforts have, in turn, increased the number of referrals as well as SNAPS ability to meet contract requirements. On Monday, January 29th, SNAP for Boys and Girls will be participating in their first PMM chart review for the year 2018.

In related news, SNAP in Schools is currently serving 57 students within 1st, 3rd and 4th grade classrooms and project a closing date for all three groups to be held the week of February 12, 2018. The next cycle of groups will begin on the week of February 28, 2018.

Outcome, Actions, Timeframe:	Pending

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:	Strategic Plan

Discussion: No Discussion

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No 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)

1. Sub-topic:

Discussion: See under outcome management and Human resources addressing referral rates and intake dates

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:	Outcome, Actions, Timeframe:

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1. Sub-topic: Technical Issues

Discussion: If you are unable to print PAT report, or if you have any technical issues, please let me know so I can update Zach in his new online “IT tickler system.”

Outcome, Actions, Timeframe: Ongoing

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic:

Discussion: See above under quality improvement

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Case Staffing

Discussion: No case staffing’s for February 2018.

Outcome, Actions, Timeframe:

2. Sub-topic: SARB

Discussion: SARB will be meeting on January 30th, 2018 in the large conference room.	Outcome, Actions, Timeframe: Pending

3. Sub-topic: Truancy Court

Discussion: Truancy Court will meet again the forth Monday of November.

Outcome, Actions, Timeframe: Will continue to meet every fourth Monday of the month.

Respectfully submitted by:

Jessica Bechtold	1/23/18