Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS Family Action - Central

Date: March 8, 2016

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: April 12, 2016

Attendance: Lane, Mary, Jason, Jessica, Peggy

Absent: Corey, Naomie, Isaiah

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1. Sub-topic: Cultural Competency Training

Discussion:

Outcome, Actions, Timeframe: Sam will confirm training for March 30th for East from 4:00 p.m. to 8:00 p.m. and for Central for March 31st from 4:00 p.m. to 8:00 p.m.

2. Sub-topic: Other Network Training Opportunities

Discussion: Peggy discussed other Network training opportunities Log into the Florida Network to sign up for training and for further information. Please let me know if you are planning to attend.

Outcome, Actions, Timeframe:	Please pursue as you deem appropriate.

C.	Regulatory Issues

1.	Sub-topic: Peer Review Schedule

Discussion: The correct form to use is on the Intranet.

Outcome, Actions, Timeframe:	Policy Statement: Peer reviews are due by the last day of each quarter to the Data Systems Department. A minimum of 2 open and 2 closed cases should be provided for each counselor.

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

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

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Complaints and Grievances

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

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

Disposal Draft

Discussion:

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Policy Updates

Discussion: P-1124 Face Sub System

This Policy has been eliminated IYP NW is still using the FACE Sub System. Sam will discuss with Rhonda and Tracey regarding a course of action.

P-1128 Rule Violations

Added relevant guidelines for staff from P-1124

P-1123 Behavior Management System

Eliminated references to Sub System

P-1125 FACE (Facilitating Activity & Communication Effectively) System

Removed actions no longer required in Assessment, Daily and Achievement

P-1001 Cooperative Service Agreements

Updated Agreements are listed

P-1279 Probation Respite

New policy describing the process for accepting and working with a Probation Respite referral

P-1249 Staff Secure Shelter- Program Overview

Updated to include staff assignment requirements with staff secure youth

P-1248 Staff Secure Shelter Services

Removed references to the PAT which is no longer required

P-1267 Domestic Violence Respite

Updated to be consistent with Contractual, Florida Network Policies and QI requirements.

P-1264 Outings

The following language was added: The best practice to prevent situations of alleged impropriety

is to have a third party present in the vehicle while transporting a participant. The third party may

be an approved volunteer, intern, agency staff, or other participant.

Outings with one staff and one participant are not acceptable.

Outcome, Actions, Timeframe:	All updated Policies are on the Intranet

4. Sub-topic: Consent for Release of Participant Records Form

Discussion: Sam presented a draft for discussion.

Outcome, Actions, Timeframe:	Sam will get this form on the Intranet.

5. Sub-topic: Feelings Log

Discussion:

Outcome, Actions, Timeframe:	This form will not be added electronically to the Participant Packet. However this can be done manually.

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: Peggy reviewed highlights and will send electronically to staff.

Outcome, Actions, Timeframe: Please provide feedback if indicated.

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)

1. Sub-topic: Performance and Risk Management Reports

Discussion: Sam shared the numbers from the Network through 1/31/16. According to this information we are 99% of the bed day requirement as compared to the entire State being 97% and Non-Residential we are at 93% as compared to the State being 91% YTD. Those present reviewed the packet.

Outcome, Actions, Timeframe P.25, 26 & 27 Joy please check Discharge Reason and Jason’s case with no hours recorded; Lanes cases over 12 weeks.

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

VI.	Clinical/Program

A.	Medical and Medication Issues

B.	Counseling and Programming Issues

1. Sub-topic: Spanish Speaking Family

Discussion: Alejandro Segarra will be screening and intaking family on 3/10/16 at 18:00 with Dr. Harmon

Actions, Timeframe: Dr. Harmon to show as Counselor of Record and will direct the sessions and plan.

VII.	Other Business:

1.	Sub-topic: JJIS Entry

Discussion: We needed input from Laura.

Outcome, Actions, Timeframe:	Jason, Mary, and Jess will enter NetMIS data for screenings, intake, discharged while Joy is on Vacation.

Respectfully submitted by:

Peggy Vickers	March 8, 2016