Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action CINS/FINS

Date: May 23, 2013- Canceled due to QI visit. Here is the update you missed.

Time: 12:00 pm.

Location: Bivens

Date of Next Meeting: June 13, 2013 1:00-2:00 pm

Peer Review Meeting: June 13, 2012 2:00-3:00 pm

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

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Monthly Budget

Discussion: The end of the fiscal year is fast approaching please submit your travel reimbursements or other fiscal documents as soon as possible.

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: CDS is applying for the Outreach Grant. Our current thought is that we are going to apply for a program modeled after Capital City Program in Tallahassee. We think it will cover Alachua and Putnam County. We had an opportunity to talk with an Outreach provider from Cocoa Beach. The targeted population is homeless youth, the challenges for the program is finding housing for the 18-21 year olds. They have an RV that they take into the homeless camps and to community events. They provide food, showers, personal hygiene products, sleeping bags, shoes etc. If you are aware of community resources that already do that we would like to partner with them. Please let me know.

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

3. Sub-topic: Domestic Violence Residential Beds 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. IYP-C has had a couple kids placed last week. The JAC staff provided transportation, but they can also request an order to transport to IYP-C.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: QA Team visited IYP-C 5/22 -5/23

Discussion: Preliminary findings indicate we did well. Participant, employee, intern, volunteer files were selected randomly and they were scrutinized. The team of five looked at every detail of the records. Areas were we got limited compliance included: Residential Staff Training, and volunteer background screening, the other standards we were given Satisfactory Compliance with exceptions this is where more of the detail is located. I will make one copy of their preliminary findings for you to look over. Along with the participant names they selected so you can match their comments to your chart. Just for your information our surveyor was a clinical supervises with two days to review 8 records. She read every detail.

Outcome, Actions, Timeframe:	Please note the suggestions on the interpretive summary.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Benefit Meeting (all full time staff)

Discussion: 6/5/13 at 2:00 pm, large conference room. Please be there to hear about our current benefits menu. If you can not be there let me know because LaVonya is going over the plan with Joy and I at another time. The front door of Suite 4 will be locked during this time period.

Outcome, Actions, Timeframe: Please comply with LaVonya’s deadline and return your forms.

2.	Sub-topic: Esprit de Corp

Discussion: Now is the time to write recognition of one of your co-workers or someone at CDS that you think is doing an outstanding job. Probation employees are not eligible.

Outcome, Actions, Timeframe:	Deadline is posted on the bulletin board.

3.	Sub-topic: Training Files/ Training Plan

Discussion: Thank you for your hard work, the training files rocked.

Outcome, Actions, Timeframe:	Keep up the good work.

E.	Annual Budget Planning and Process

1.	Sub-topic:	Preliminary information from the Florida Network indicates the legislation funded rural CINS/FINS position. Refunding positions cut years ago.

Discussion:	It looks like we may get three positions. One in Levy, Bradford and Hamilton (I think). The funding level and when is unknown at this time.

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1. Sub-topic: Lutheran Services Site Visit

Discussion: The on-site audit will be 6/19-20/2013 it will review organizational review, participant files, personnel records and financial audit. Peggy and Joy will be very busy during this audit. They will be looking at all SAMH services provided from 10/1-12/31/12. If you remember that time period this could be interesting. Your knowledge and memories will be helpful.

Outcome, Actions, Timeframe: Please help us keep the Medical Records room closed and locked if no one is in there during the audit. The doors should always be closed when no one is in there. Joy will be adjusting her hours during this audit.

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

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion: Follow up in June

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: Non-residential/Residential File Reviews

Discussion: Try to comply with the new file order form.

Outcome, Actions, Timeframe: Next new intake.

2. Sub-topic: Peer Reviews

Discussion: We have peer reviews due this quarter. I would like each staff member to look at least two charts for a total of eight.

Outcome, Actions, Timeframe: Due to me after staff meeting in June.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: Joy is printing for the staff the CINS/FINS April 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. Kim is continuing to do this and it is very helpful.

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.

Outcome, Actions, Timeframe:	Please review the Risk Management Report for more details.

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: Being reviewed during CINS/FINS Meeting on Friday 5/31/13.

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: Printers

Discussion:	Jess’s computer was linked to the copier for printing. Isaiah still has a printer, but please try to print to the copier.

Outcome, Actions, Timeframe:	Ryan completed.

2	Sub-topic: Kim’s Computer

Discussion:	I updated the Front Desk Computer so you can watch webinars from FADAA. I will ask Ryan to update your computer so you can access FADAA webinars.

Outcome, Actions, Timeframe:	Ryan to be completed.

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: Progress Notes

Discussion: We will review this area next month. Be mindful that the reason for the referral, screening and psychosocial assessment should be addressed in the individual plan.

Outcome, Actions, Timeframe: 6/13/13

VII.	Other Business:

1.	Sub-topic: State Attorney/Teen Court Referrals

Discussion: I met with the State Attorney and Teen Court staff last week 5/21/13. Rebecca decided she will no longer refer to FA-C as a diversion program unless the youth is also served by Teen Court. There will be changes to that make the referral and some of our paperwork. I am meeting with Teen Court staff on Thursday to begin the transition. FA-C will be serving Teen Court referrals. After talking with Naomi, Shileatha, and Teen Court I’ve made the decision to keep the Teen Court referrals. Naomi will focus on Residential kids needing further services. The Substance Use Disorder youth (if we can identify) will be referred to Meridian. They now have two C&ASA counselors and can take them in immediately.

Outcome, Actions, Timeframe:	More to come. I will let you know when we finalize the process.

Respectfully submitted by:

Peggy Vickers	May 29, 2013

Name	Date