Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS Family Action - Central

Date: April 12, 2016

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: April 26, 2016

Attendance: Jason, Jessica, Peggy, Isaiah

Absent: Lane, Mary, Corey, Naomie

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1. Sub-topic: Spotlight on Youth

Discussion: This Sunday 04/17/16 at 2:00

Outcome, Actions, Timeframe: if you can come or volunteer to help.

2. Sub-topic: Other Network Training Opportunities

Discussion: Why Try and Clinical training on Anxiety.

Outcome, Actions, Timeframe:	Please pursue as you deem appropriate let Sam and I know if you plan to attend. Sign up on the Florida Network website.

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. We will schedule a peer review in May as a group.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Sadly Jason informed us that he is leaving us in about a month.

Discussion: We case staffed his four new intakes.

Outcome, Actions, Timeframe: Planned discharge or transition as appropriate. His position is being advertised at the Florida Network and locally.

2.	Sub-topic:	Dropbox

Discussion:	We are changing the training log to individual pages due to issues with saving it we have several logs now.

Outcome, Actions, Timeframe:	Please go to drop box and identify the page you have used to document your training as soon as possible so we can create a separate page. Write next to your name in red this is the one I use.

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

File Audits and Case Record Review (reports and recommendations)

Many questions came up during the peer review process that need resolution.

On many of Joys progress notes there is not a time out which makes it difficult to talley when closing the # of hours served.

At the end of the progress notes and tracking service forms you require the current date to be written at the end of the documentation along with credentials and signature this varies among charts.

To clarify a counselor must sign, print and credential work? Some charts only have signature but no printed name.

Chart order revision? Serve received by youth says it should be at top of Netmis but over the years weve been placing it at the end of NetMis.

On front page of informed consent in the past we’ve written/stamped copy given and date and initialed. Is this still required to do or just write “copy given” without initials and date.

When does the green sheet start? Screening, intake, session?

Chart order section two do we always leave the safety plan on top or most common documents on top?

Where should the service tally form be behind the green sheet as the most recent form or in the mixed of NetMis forms?

Things that need correcting:

Change peer review to change 180 day follow up to 30/60 days.

Change all forms requiring signature to same format for example parent, youth, counselor and standardize counselor’s name/credential or degree and job title on all forms.

Add choices on consent form to check offered a copy of the form, copy provided….

For Central standardize releases for the school board to add school visits.

For Central standardize Safety Plan to include all pertinent help line numbers ( Meridian, Crisis Line, staff member’s name and ext., and add piosion control number.

Clarify policy on guardianship/adjudication/Power of Atty.

Clarify relative placement with an adjudication from DCF

Clarify adjudication to former foster parent.

Clarify adoption

Clarify relative placement no paperwork.

Clarify friend placement no paperwork.

What does a Power of Atty look like?

Clarify that a parent signature is sufficient to meet the need for consent for services.

Policies around sending individual plans home with kids for signature of parent and maintain a copy in the file.

Clarify in writing policy on getting parent’s signature on plan.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Averaging 5 intakes per person per month for the last two months.

Discussion: currently we are behind by 10 intakes as of March 30th. Any additional intakes will assist us in meeting our numbers.

Outcome, Actions, Timeframe: Try for 7 intakes per month.

C.	Accreditation and Regulatory Requirements

D.	Policy and Procedure Updates and/or Review

1. These forms are on the Intranet.

F-PR-1328 Consent For Release Of Participant Records

This is a new form intended for use when a participant/parent/guardian request a record.

F-PR-1329 Consent for Audio Video Taping

This form seeks permission from the participant/guardian to tape for supervision purposes

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:

Discussion:	No 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

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:	Handed out a Professional Quality of Life Scale (PRQOL)

Discussion: Suggested answering the 30 question and review your answers to the key.

Outcome, Actions, Timeframe:	It will score you as compassion satisfaction scale, burnout scale, secondary traumatic stress scale.

Respectfully submitted by:

Peggy Vickers	April 14, 2016