Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: February 10, 2015

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: February 24, 2015

Attendance: Peggy Vickers, Joy Brown, Isaiah Harmon, Ashley Calhoun, Jessica Bechold, Lane Devereaux, Mary Simmons

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: The budget is still running high due to training new staff and the Holiday

Outcome, Actions, Timeframe:	Please remain focused on conserving where we can.

B.	Marketing and Business Development

1. Sub-topic: Spotlight on Youth Sponsors

Discussion: Still looking for sponsors and auction items

Outcome, Actions, Timeframe:	Please get with Radha with ideas and items

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: Peer Reviews

Discussion: March 10, 2013 Peer Review Team Meeting

Outcome, Actions, Timeframe: Due by March 30, 2015

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: Q.I. Goals Tracking Training (Drop Box)

Discussion:

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Contractual Outcome Data

Discussion: Peggy shared the distributed data that Laura had put together regarding our Outcome issues to this point in the year as well as an error report. This information was reviewed and analyzed by the group.

Outcome, Actions, Timeframe:	FYI: Sam will get clarification from Laura on several questions regarding the error report and get back with Managers regarding responses. Managers need to work closely with counselors and administrative staff who entered data to effectively coordinate meeting timeline requirements. We do not want to incur a financial penalty. Managers also suggested to Jim to bring forward to the Florida Network Board to broaden the timelines for data entry to a more reasonable standard than 72 hours and that 30 day follow ups should be eliminated and just require 6o day follow-ups or split the difference at 45 days. The current requirement is too much.

2.a. Sub-topic: Contractual Outcome Data

Discussion: Peggy shared the distributed data that Laura had put together regarding our Outcome issues to this point in the year as well as an error report. This information was reviewed and analyzed by the group.

Outcome, Actions, Timeframe: Peggy and Joy will meet today to review the changes that can be made based on the error report. Counselors will begin to submit their discharge documentation within the 72 hour criteria. The discharge criteria should be dated the same day it is entered into the system. Counselors will have to work with Joy regarding weekends, holidays and vacation to ensure compliance.

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: Those present reviewed the letter from CARF Lead reviewer Cathy Griffin

Outcome, Actions, Timeframe: Assignments were made accordingly. Please prioritize getting information to Sam as quickly as possible, as but no later than next Friday.

Family Action: Assignments:

Model Family Action Record – Mary Monday 2/16/15.

Identify 2 parents willing to be interviewed by Friday 2/13/15. Can be called.

Training Records updated and entered into Drop Box to Peggy by Friday 2/13/15

Staff Interviews, Personnel Records and Training Records will probably be from Gainesville.

Ashley, Jessica and Isaiah identify some time on schedule for 2/18 or 2/19.

Each counselor must identify 2 open and 1 closed records that they are proud of the work. Bring to me by Friday 2/13/15 or Monday at the latest 2/16/15. Mary has offered to help me review records for errors.

2. Sub-topic: QI IYP N.W.

Discussion:

Outcome, Actions, Timeframe: IYP N.W. will be reviewed at the same time the CARF reviewers are here. Tracey will focus on QI and Rhonda will focus on CARF.

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Contingency Contract Forms

Discussion: F-PR-1200

Outcome, Actions, Timeframe: Update Pending

2. Sub-topic: Policies and Forms updated this year

Discussion: Sam provided listings of policies and forms updated between February 2014 and February 2015. He will also e-mail this information.

Outcome, Actions, Timeframe:	58 policies and 79 forms were either updated or created this year. Thanks for everyone’s support and input to improve what we do!

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: P.4 Participant satisfaction counts are being done at reasonable rates. P.7&8 Prevention productivity is looking good. P.10 Outcome issues; P.29-34 Follow up issues p.35&36 lag time were discussed extensively earlier in the meeting. P57-63 Incident Summary no trends noted.

Outcome, Actions, Timeframe: Laura Pages 1-3 should have a 2014 date as opposed to a 2015 date P. 4 Laura; please review Satisfaction Survey information for IL was not included in the report Laura compare Page 6 total served with Page 12 total served. Laura please reviews P.17&18 for accuracy. It appears that Outputs listed are for Central not east. P. 25 Laura 3 location codes appear incorrect. P. 41 Managers review for closures needed as appropriate P.54 Cindy/Pam Cassandra/Zeke please review discharge reasons for accuracy

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:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: Two Case Staffing’s being scheduled for this week

Discussion: A lengthy discussion ensued regarding this.

Outcome, Actions, Timeframe: Peggy will take lead and not impact counselors this week.

2. Sub-topic: Non-residential Groups

Discussion: Groups are planned in N.W. and Central.

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: SNAP

Discussion: Starting 3 kids ided already in FA.

Outcome, Actions, Timeframe:	Start date 2/24.

Respectfully submitted by:

Peggy Vickers	February 10, 2015