Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: January 26, 2016

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: February 9, 2016

Attendance: Huibin, Alejandro, Jason, Jess, Corey, Naomie, Lane, Peggy

Absence: Mary, Isaiah, Joy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:	N/A

Discussion: No discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Spotlight on Youth

Discussion: Radha discussed Spot Light on Youth auditions and the program as a CDS fund raiser for CDS.

Outcome, Actions, Timeframe:	Please make every effort to bring in auction items.

2

C.	Regulatory Issues

1.	Sub-topic: Peer Review Schedule

Discussion: 2/13/16.

Outcome, Actions, Timeframe:	Peer reviews are due at the end of February: A minimum of 2 open 2 closed per counselor. Plan to review files 2/23/16.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Evaluations due

Discussion: Isaiah and Jessica your self-evaluations are due.

Outcome, Actions, Timeframe: Monday 2/8/16

2.	Sub-topic: Pending List

Discussion:	Auto insurance cards that are overdue or soon to be due.

Outcome, Actions, Timeframe:	Corey and Jason your proof of insurance is overdue. Mary yours is due this month. Please make a copy for your personnel record.

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: First Aid Kits.

Discussion: Joy is updating First Aid Kits for the building. Please order one for Lane. Mary was given the one from our library, SNAP also needs one. We are missing a First Aid Kit in Medical Records; please return if you know where it might be. We are updating them.

Outcome, Actions, Timeframe:	Corey/Naomie please posts a sign where the First Aid Kit will be maintained.

2. Sub-topic: Drill Logs

Discussion: Due monthly remembers 1 blast means next to I-Hop, two is stay inside go to Prevention Conference Room outside Gwen’s office.

Outcome, Actions, Timeframe:	Random.

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

1.	Sub-topic: Today 2/4/16, a leak in ceiling outside women’s bathroom in prevention hallway was discovered. Please report any other water damage.

Discussion: Gwen/Liz notified Roy. Peggy will tell Sam.

Outcome, Actions, Timeframe: Follow up this week.

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

1.	Sub-topic: Complaints and Grievances

Discussion: New form in Lobby, not sure where key to box is being maintained.

Outcome, Actions, Timeframe:	Distributed new forms and discussed.

III.	Quality Improvement

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

1. Sub-topic: Record Review

Discussion: Discussion of updating the forms to have the same signature line. Parent/Guardian, Participant, Counselor/Case Manager and clarify credentialing. Reduce duplication where there is any. Ask for feedback from staff when they come across recommended changes.

Outcome, Actions, Timeframe: Review and update forms per CARF and CINS/FINS standards.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: IYP N.W. Q.I. Visit is February 3rd and 4th 2016

Discussion: I heard things went well. NW stopped using the parent/participant satisfaction forms. Please make sure to hand these out and document during one of the last two sessions. If there is a no show send discharge summary along with the participant satisfaction form to the family and document in you discharge progress note.

Outcome, Actions, Timeframe: Distributed new form. Please use new one for Discharges in Feb.

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: F-PR-1149 Disposition Summary/Aftercare Plan

Discussion:

Outcome, Actions, Timeframe: Pending Sam’s review

2. Sub-topic: Manual Updates

Discussion: P-1013 Vehicles Use and Safety Inspection

Added language to include third parties in transports to aid in the protection of all concerned; added requirement for drivers to have personal auto insurance; added a Florida Distracted Drivers clause, that drivers should not text or use the phone during transports

P-1119 Medical and Mental Health Alert Process

Added the following: Upon admission to shelter services, the youth and parent or guardian (if available) shall be interviewed about the youth’s current medications. This shall be part of the Medical and Mental Health Assessment screening process. This process will be conducted by a Registered Nurse if one is on premises. Otherwise, this interview will be conducted by on-duty staff and reviewed by the Registered Nurse within 72 hours.

P-1117 Residential Admission: Preliminary Physical Health Screening

Added the following: Upon admission to shelter services, the youth and parent or guardian (if available) shall be interviewed about the youth’s current medications. This shall be part of the Medical and Mental Health Assessment screening process. This process will be conducted by a Registered Nurse if one is on premises.

P-1120 Medication Provision, Storage, Access, Inventory, and Disposal

Added information regarding the role of Registered Nurses; restored over the counter medications

Outcome, Actions, Timeframe: Please update the Hard copy manuals with the policies that Sam provided as well as the updated Employee Handbook.

4. Sub-topic: Form Updates

Discussion: F-PR-1323 Travel Log Vehicle

This is a new form intended to aid in tracking two adults in CINS/FINS vehicle transports and to document the process when this is not possible

F-PR-1324 Travel Log Van

This is a new form intended to aid in tracking two adults in CINS/FINS van transports and to document the process when this is not possible

F-PR-1036 Complaint/Grievance Report Form

The Participant receipt has been removed as part of the process

F-PR-1030 INFORMED CONSENT AND PARTICIPANT AGREEMENT

PARTICIPANT ORIENTATION PACKET

A Right to file a Complaint/Grievance section was added and information about the FACE system was updated.

F-PR-1325 FAMILY ACTION DIVERSION PROGRAM Supporting referrals from State Attorney Diversion Program Teen Court &Alachua County School Suspension Reduction Program

This document outlines services available and requirements

F-PR-1184 Case Staffing Committee Recommendation Letter

Updated letterhead

F-PR-1183 School Referral Letter

Updated letterhead

F-PR-1104 INFORMED CONSENT AND PARTICIPANT AGREEMENT CINS/FINS Non-Residential (East Region)

Updated to include the new Complaint/Grievance Report Form

F-PR-1103 INFORMED CONSENT AND PARTICIPANT AGREEMENT CINS/FINS Non-Residential (Central Region)

Updated to include the new Complaint/Grievance Report Form

F-PR-1102 INFORMED CONSENT AND PARTICIPANT AGREEMENT CINS/FINS Non-Residential (N.W. Region)

Updated to include the new Complaint/Grievance Report Form

F-PR-1325 Feeling Log

Replaces the Hassle Log, Should be explained and provided to participants as part of the intake process. Sam will add this to the participant packet.

Version REV: 5/23/11CUSTOMER OR COMPANION COMMUNICATION ASSESSMENT AND

AUXILIARY AID AND SERVICE RECORD

DCF Logo was updated

Version Rev: 6/13/14 CUSTOMER OR COMPANION FEEDBACK FORM

DCF Logo updated

Version Rev: 7/23/13 CUSTOMERS OR COMPANIONS WHO ARE DEAF OR HARD OF HEARING

DCF Logo updated

Outcome, Actions, Timeframe: Peggy handed out a printout of the CINS/FINS FA-C forms. All updated forms are on the Intranet; please let Sam know if other updates are need. Peggy printed out packets of forms for all staff of the new forms. Please eliminate outdated forms from your drawers and replace with the new updated forms. February intakes will be reviewed for new forms. Thank you.

Jason please notes the new forms for case staffing.

Jessica, Jason, Isaiah and Mary: Please note new Teen Court Forms. Please use the following forms for Teen Court: F-PR-1325 FAMILY ACTION DIVERSION PROGRAM supporting referrals from State Attorney Diversion Program Teen Court &Alachua County School Suspension Reduction Program. Criminal Justice Exchange of Information, Notice of Family Action Program Decline and Notice of Family Action Program Completion. Please note that you need to include in your report the number of hours of counseling so the kids get credit for community services. We no longer need to complete the community services hours form for Teen Court by making this change.

5. Sub-topic: P-1264 Outings

Discussion: Reviewed this policy for changes Zeke noted that it should be consistent with Vehicle Policy

Outcome, Actions, Timeframe:	Sam will remove notation about Sub System and review with the Vehicle Policy for changes.

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 and Risk Management Reports

Discussion: Congratulations to FA-Central you guys did a great job in December.

Outcome, Actions, Timeframe: For Laura’s review Completers are incorrect

IYPC Residential Day percentages seem off

Notes from discussion with Kirk on how data is calculated:

Data entry Lag is calculated from when the event occurred to when it was entered into NETMIS

Data entry Lag is calculated in days not hours.

However the computer formula is such that it will calculate to the closest whole number to determine the days.

For the data entry lag, weekends (Saturdays and Sundays) are not included.

30, 60 day Follow up is calculated at the beginning of the fiscal year forward with an acceptable 10 day window on either side of the due date; 20-30-40 days 50-60-70 days; youth readmitted during the counting period are eliminated and the count starts again based on their latest admit date.

Only those families that are able to be contacted are counted.

Residential Care Days is calculated from the fiscal year forward. It is based on the intake date to the exit date plus one day. Kirk am I correct that the plus one day calculation only occurs upon exit? No, the round-up day is for all flavors of the care days – Active and Confirmed.

Confirmed Care Days are calculated based on the number of days in the month per youth episode: For example if a youth was admitted 1/28/16 and exited 3/4/16 and the calculation was for the month of February only 28 care days would show up on the report. This is a billing calculation methodology. However all days are eventually accounted for at the end of the year.

Active Care Days reflects the number of days a youth was active in a month given that they are not terminated during the reporting period. Again this is for billing purposes.

Total Care Days is confirmed Care Days + Active Care Days

Nonresidential exits are calculated based on the youth being recorded in NETMIS in a specific program type (non-residential), CINS/FINS and not on a wait list and exiting during the reporting period.

A non-residential admission is having the following recorded in NETMIS; a face to face, the next scheduled service and the Needs Assessment initiated for purposes of the Report Card report.

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:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Nurses

Discussion: Central is on the cusp of hiring their nurse

Outcome, Actions, Timeframe:

2. Sub-topic: Medication Carts

Discussion: East plans to start using the Med Carts 2/1/16. We all need to get on board with using these as quickly as possible.

Outcome, Actions, Timeframe:

3. Sub-topic: Over the Counter Medications

Discussion:

Outcome, Actions, Timeframe:	Please discuss with your nurse which over the counter

medications she would recommend, so we can make a common list for all 3 shelters.

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: JJIS Entry

Discussion: Unbeknownst to us we should have been entering Residential Youth into JJIS and have not been doing so.

Outcome, Actions, Timeframe:	We will determine whether we have to go back to the beginning of the Fiscal Year and let everyone know.

2.	Sub-topic: JJIS

Discussion: FAC has issues with entering the discharge PAT. The system will not allow us to move forward. Susan was here meeting/training SNAP and saw the data errors and promised to look into it. No changes have occurred yet to fix the problem.

Outcome, Actions, Timeframe: Unknown? Please give Peggy feedback when you see it is corrected.

3.	Sub-topic: Resources for youth 0-24

Discussion: Radha made a presentation on the resources for youth 0-24 and staff contributed updates and corrections to the list. Peggy handed out the United Way Resources List for Alachua County.

Outcome, Actions, Timeframe:	Please use this to assist in case management activities.

4.	Sub-topic: SARB Meeting is Friday.

Discussion:

Outcome, Actions, Timeframe:	Jason please plans to attend.

5.	Sub-topic: 2/8/16 FADAA Training in Jacksonville on Suicide

Discussion: Please coordinate with Jason if you are interested in attending this training.

Outcome, Actions, Timeframe:	You need to register for the training from E-mail sent from Peggy.

6. Sub-topic: Training scheduled for next Staff Meeting on 2/9/16 from 9-1:00

Discussion: Jason is taking the lead on the training.

Outcome, Actions, Timeframe:	Parent Training Curriculum. Jason plans to invite IYP-C

7.	Sub-topic: Referrals for Suspension Reduction

Discussion: We must try to get a release of an exchange for information if a youth is referred for suspension reduction. We have asked them to provide one but they don’t.

Outcome, Actions, Timeframe:	Apparently we had three referrals from GHS and only one had a release. The school dean called for feedback and we were unable to give it to them. So please make sure parents who are calling for an intake for suspension reduction that we write it on the referral form/screening form and get a release for the the school during intake if one does not come with the referral form.

Respectfully submitted by:

Peggy Vickers	February 4, 2016.