Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: February 24, 2015

Time: 9:00 a.m.

Location: Bivens

Date of Next Meeting: March 10, 2015 @ 9:30 am bring snacks.

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

Absent: Joy Brown,

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

2.	Sub-topic: Tri-County Community Resource Center Manager

Discussion: Mary and Peggy have an appointment Weds. 2/25/15 @ 1:00 pm with Beverly Landingham, M.H.S. Tri-County Community Resource Center Manager, Partnership for Strong Families 15 North Main Street, Chiefland, Florida 32626, Cell: (352)262-3853 regarding office space.

Outcome, Actions, Timeframe:	Mary and Peggy will meet in her office in Bronson at 11:30 for record reviews and then travel to Chiefland. Lane and Peggy will not meet this week and Lane will bring her records into Gainesville for review.

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:

A.	External Inspections

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Peer Reviews

Discussion: Due by March 30, 2015

Outcome, Actions, Timeframe: March 10, 2013 Peer Review Team Meeting

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: Maintain training files.

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:

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: Met with Joy following last staff meeting and Joy corrected all of FA-C data that could 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: Exit Interview

Outcome, Actions, Timeframe: We did very well, we think we have about a dozen recommendations and we should be awarded another three year accreditation. Fingers crossed. Thank you for all of your hard work.

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

Discussion:

Outcome, Actions, Timeframe: IYP N.W. did very well during their QI review. They received all satisfaction to their standards.

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

Discussion: Peggy e-mailed the 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:

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:

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 being planned at EHS and GHS.

Outcome, Actions, Timeframe:	Not all of Jessica’s intakes for EHS group showed for their intake appointments, some rescheduled. Isaiah received 4 referrals from GHS regarding marijuana, he is planning a group on prevention of substance use.

VII.	Other Business:

1.	Sub-topic: SNAP

Discussion: Starting 3 kids already in FA, 2 backed out and one no response from outreach. Counselors have left intake slots open for the last two weeks and the families were either a no show or per Melanie don’t wish to be involved with CDS, due to our reputation of working with difficult youth. Melanie’s response to the family seems on target. Jess schedule is now full and seven SNAP cases need intakes. We discussed the impact of SNAP on their work with current FA cases.

Outcome, Actions, Timeframe: Per Melanie seven families are supposed to start group today 2/24//15. FA has not received the SNAP screening paperwork from Melanie and/or the families have withdrawn or are a no show for intake appointments. Therefore, none of the seven families have had a CDS intake. Jess reminded Melanie that the participants need a psychosocial evaluations and DJJ wants a PAT completed as part of the program requirements. The first group is still scheduled for tonight. Jess is looking forward to co-facilitating the adult parent group. Ashley will help with SNAP every other week on Tuesdays pm and will review kid’s tapings and complete required checklist. Ashley and Jessica will get calendars together to schedule intake apt for the seven SNAP kids or possibly complete new intake appointments scheduled for this week, whichever makes more sense. If we have to modify our FA chart to accommodate SNAP we will. We need to support Jessica and Ashley to reduce anxiety and stress regarding the SNAP program.

Respectfully submitted by:

Peggy Vickers	February 24, 2015