Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: July 28, 2015

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: August 25, 2015

Attendance: Isaiah, Ashley, Jessica, Peggy

Excused: Mary, Lane, Tonya and Joy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: IYPC Capital Project

Discussion: Update Jim shared that the Senate had 2 million in for Network Capital Projects. He also stated that the Appropriations Chair does not think capital projects should be funded for private providers.

Outcome, Actions, Timeframe:	This LBR died during the session.

C.	Regulatory Issues

1.	Sub-topic: Chapter 984 CINS/FINS

Discussion: Update Jim shared that 984 is being put out for some revisions. This will hopefully be an opportunity for improvement.

Outcome, Actions, Timeframe:	FYI hopefully we will have input into the revision.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: New Fiscal Year Training on Dropbox

Discussion: Liz has updated the drop box for the new Fiscal Year 2015-2016. Please begin using it for all training beginning in July, 2015.

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

1. Sub-topic: Fire Inspection due this month

Discussion: Corrective Action reviewed and approved.

Outcome, Actions, Timeframe:	Joy can you post a copy in lobby and make sure the final report is in our disaster plan book.

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: Peer Reviews are due by end of August. Please review 2 charts.

Discussion: Mary has offered to assist me in record

Outcome, Actions, Timeframe: All staff.

2. Sub-topic: Goal for this month: continue to discharge participants no longer active or who have completed services.

Discussion: Review your case load report as a guide for this project.

Outcome, Actions, Timeframe: Ongoing.

3. Sub-topic: Training of Intern

.	Discussion: Jess and Ashley completed a training plan and are working with Tonya.

Outcome, Actions, Timeframe: Ongoing. Transition Tonya weekly supervision back to Peg in August.

4. Sub-topic: Intakes, a sharp decline has been observed in referrals and families attending their intake appointments.

Discussion: Please continue to work on obtaining 6 intakes this month. We know it is slow during July and August but the more we get this month the less we stress at the end of the fiscal year.

Outcome, Actions, Timeframe: Mary is coming over in July/August to provide assistance to Joy and I. Please assist her by correcting errors that maybe identified.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Review Risk Management Reports and Case load Reports for accuracy.

Discussion: They are up in Joy’s Box in the front office.

Outcome, Actions, Timeframe: Review and Correct.

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF Accreditation we were awarded a 3 year accreditation.

Discussion: If you are interested in the report let me know and I can copy you.

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Disposition Summary/Aftercare Plan Form

Discussion: Does anyone have questions about this form?

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: None reported.

Discussion:

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic:	Strategic Plan

Discussion:	Question raised about painting the building. Peggy is unsure of the agencies desire to do so. Paint and labor donations may be possible. Would Roy prep the building with painters tape?

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	Families may not have parking for their appointments. Increased number of trucks and mopeds taking up multiple spaces.

Outcome, Actions, Timeframe:	Ongoing issues with our renter. Please report any incidents that may occur.

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: Thanked staff for holding down the fort for me during my absence. Thank everyone for going above and beyond. You are doing a great job. I am so lucky to have you working in Family Action.

Outcome, Actions, Timeframe: Thank you for staying focused on achieving the outcomes.

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: Nurses

Discussion: Advised staff that Jim has been in touch with an organization called Caregivers Services, Inc. Several other Network agencies are looking at them as well to supply nurses.

Outcome, Actions, Timeframe:	Sam shared that he followed up with Terry and nurses will have to verify with pharmacies just as staff do now. Nothing is confirmed please let your family and friends know we are in need of Nurses for all three shelters.

2. Sub-topic: Medication Carts

Discussion: Managers raised concerns that the medication Carts are complicated and that all staff may not be capable of properly implementing their use, thus increasing med errors.

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: Cell Phones

Discussion:

Outcome, Actions, Timeframe:	Pending

2. Sub-topic: Bed Bugs

Discussion:

Outcome, Actions, Timeframe:	Pending

3. Sub-topic: Court Ordered Youth

Discussion: Discussed the issue of Judges ordering Participants into shelters. This has been raised as an issue regarding payment under the CINS/FINS contract. Sam, Cassandra and I are working on a document to present to our local school board personnel.

Outcome, Actions, Timeframe: Truancy Round Up is scheduled. Please plan to attend. E-mails sent out.

VII.	Other Business:

1.	Sub-topic: Medical Manager

Discussion: Joy, Gwen and Laura are meeting to discuss issues related to Medical Manager. There is a need to replace the system.

Outcome, Actions, Timeframe:	No decisions made that I am aware of.

2. Sub-topic: Teen Court

Discussion: Met with Greg who updated the Gainesville staff on the changes in our community and possible impact on Family Action.

Outcome, Actions, Timeframe: Gainesville staff should try and attend the upcoming meeting at GPD on 8/20/15 @ 1:00 pm. Peggy will send out e-mail

Respectfully submitted by:

Peggy Vickers	8/17/15