Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action CINS/FINS

Date: March 13, 2013

Time: 12:00 pm.

Location: Bivens

Date of Next Meeting: March 26, 2013 1:15 pm Staff Meeting and Peer Review

Attendance: Peggy, Isaiah, Kim, Joy, Jenn and Jess

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Monthly Budget

Discussion: I received my first budget during EMT. Laura and I are working on it to balance out the DFC program and spread expenses over/under line item categories. There has been an increase in urine analysis payments 2 in December and 4 in January.

Outcome, Actions, Timeframe:	Please continue to submit travel reimbursements with time sheets.

2. Sub-topic:

Discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Outreach & Transitional Living Grants

Discussion: Peggy asked staff to share brainstorming ideas for consideration for applying for these to grants. Outreach Ideas included targeting east Gainesville hang outs, libraries, and an opportunity to expand as an alternative to school suspension and for truancy sweeps. Also consider targeting truant youth at the elementary school level.

Outcome, Actions, Timeframe: If you think of any additional ideas, please let Peggy know.

3. Sub-topic: Domestic Violence Contract FYI

Discussion: CDS has received a new Florida Network contract from DJJ. The contract funds beds for DV kids, but they have to come from the detention center. Local relationships will be the key to having this run smoothly. Funding approval comes from Florida Network.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: QA Team visited IYP-NW

Discussion: Preliminary findings indicate we did well. Some issues regarding outreach and missing a youth riot plan as apart of our disaster/emergency plan. I started working on one but there is little information on the internet.

Outcome, Actions, Timeframe:	If anyone has any resources please share. It looks like IYP-C which includes us will be surveyed next.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Positive Youth Development Webinar

Discussion: I am signed up for this webinar it is the basis of the Federal grants we are working on.

Outcome, Actions, Timeframe: The call is on March 27, 2013 1:00 p.m. - 2:30 p.m.

2.	Sub-topic: First Aid/CPR and HIV/Aids

Discussion: Zeke (IYP-C) is arranging this training for next week.

Outcome, Actions, Timeframe:	Jess and Peggy need the training. Everyone else is ok.

3.	Sub-topic: Training Files/ Training Plan

Discussion: Review file format with Jenn and Jess. Please review your file and bring it up to date. Please add all of the training provided by Karen? Also add any training you have participated in (webinars/intranet). Please come prepared with the total number training hours from January, 2012-December, 2012.

Outcome, Actions, Timeframe:	Update training files by 3/26 staff meeting.

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: SAMH Licensure Visit

Discussion: Bill St Amour will be completing the SAMH site visit on 03/21/13 at around 9:00 am.

Outcome, Actions, Timeframe: Kim/Isaiah please identify several state attorney cases for the review.

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:

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: Non-residential file order

Discussion: Forms were handed out and note that the new non-residential file order is on the Intranet. Discuss color

Outcome, Actions, Timeframe: Please begin using the new format this week.

2. Sub-topic: Peer Reviews

Discussion: We have peer reviews due this quarter. Do you want to meet as a group or do it individually? I would like each staff member to look at least two charts for a total of eight.

Outcome, Actions, Timeframe: Due to me by the April 1.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: Joy copied staff on the CINS/FINS reports.

Discussion:

I need to approve extensions for cases exceed 12 weeks or close the case. We can provide 12 sessions so if someone is a no show we can extend. Kim documented our staff consultation in her progress notes and put them in my box for my review.

Failed referrals/screenings need my approval and signature.

When counselors do a screening put it in my box for signature at the time of the screening.

We found one more record that had not been entered in NETMIS within 10 days of opening it.

Outcome, Actions, Timeframe:	Kim, Isaiah and Jenn the above stated problems need your attention. Review your copy of the risk managment report. Please let me know if I can assist you in any way.

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Failed Screenings

Discussion: Please place in my box for approval.

Outcome, Actions, Timeframe:	Screenings that due not result in a case, still get entered into NETMIS.

2. Sub-topic: NETMIS entry regarding Medications

Discussion: The Network is really trying to work the nurse’s issue during the session.

Outcome, Actions, Timeframe:	We must document in Netmis if a youth is on medication and how many from the screening tool. Joy just successfully finished correcting about 43 Netmis entries from October to February.

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion: None reported

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)

Sub-topic: Performance and Risk Management Reports

Discussion: No trends were noted in the Incident Summary Reports. We had one child abuse report for February and no events so far for March. Due to our performance on the outcome measure “serve with risk factors in 3 of 4 domains” we have to change our practice. Sam wants us to implement the protocol implemented by the other sites. Discussion

Outcome, Actions, Timeframe: FA staff please implement new risk factor protocol.

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:	No 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:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Peggy Vickers	March 13, 2013

Name	Date