Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action

Date: September 22, 2015

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: Strategic Plan Meeting: October 13, 2015. Please plan to attend from 9:30 am- 2:30 pm. Mary can survey staff do we want to bring a dish to pass or everyone bring their own lunch. Be on the outlook for last year’s documents.

Attendance: Isaiah, Mary, Jason, Peggy

Absent: Tonya, Lane, Joy, Alejandro

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic:

Discussion

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: QIC Update

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Open Positions

Discussion: Two data management positions are open and IYP-C still has a residential counselor position still vacant.

Outcome, Actions, Timeframe:

2. Sub-topic: Training Opportunity Jason has attended a couple of trainings that I hope he will update staff on in our 10/27/15 staff meeting.

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

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: We have a new box in the lobby under the complaints and grievance forms. Please direct families to this if they have a complaint.

Outcome, Actions, Timeframe:	Continue to give them copies of complaints and grievance forms. They can give them to any CDS staff member or put them in the box. Joy can you check the box weekly to see if we have any complaints.

Sub-topic: We had one abuse report and one internal event report.

Discussion: Mary’s AT&T work phone did not come with a SIM card. She and Sam problem solved the issue.

Outcome, Actions, Timeframe: Completed.

III.	Quality Improvement

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

1. Sub-topic: CPA audit began.

Discussion: Random selection of charts were selected and reviewed.

Outcome, Actions, Timeframe: Joy/Peggy are reviewing files and flagging requested information. Peggy to follow up with Laura regarding areas of concerns and where the criterion was developed. Completed.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Risk Management report is up front near Joy’s desk.

Discussion:

Outcome, Actions, Timeframe: Please review.

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: F-PR-1271 Discharge Summary/Transition Plan

Discussion: Peggy discussed recommended changes and requested feedback.

Outcome, Actions, Timeframe: Sam will get on the Intranet and review the Residential

version of this form for the need for similar changes. Peggy reviewed the revised form during our training. During chart reviews I can see there is still confusion on this area. I will work on samples for you.

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

1.	Sub-topic:	N/A

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic:	Strategic Plan

Discussion:	Review documents for next staff meeting. Bring your prepared answers.

Outcome, Actions, Timeframe: 10/13/15

2.	Sub-topic:	Accessibility Plan

Discussion:	N/A

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 from August is upfront.

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

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Example of Handout- School Folder

1.	Sub-topic: sample activity to do with parent/child

Discussion: This was designed for one family but is a good example and has interesting interventions.

Outcome, Actions, Timeframe:	Thanks Jess.

2. Sub-topic: Individual Plan form

Discussion: Mary had a problem with the IP. I have a problem with the page numbers it has never been user friendly.

Outcome, Actions, Timeframe: Data Management staff is seeing if they can fix this problem.

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: Cell Phones

Discussion: Lane and Mary were provided their phones. Mary activated hers and turned her old phone in. Lane has not.

Outcome, Actions, Timeframe:	For assistance contact AT&T Customer Care 1-866-288-7629. Mary and Lane please note. As an update on 9/15/15 Mary’s phone did not have a sim card. She is going to go to AT&T to get one free. Lane is not going to set up her phone until our next staffing on 9/22. Since Lane missed this meeting she needs to activate her phone when either I or Mary is available to assist.

VII.	Other Business:

1.	Sub-topic: CLEAR- Florida Leadership Academy for NE region.

Discussion: Free education training program for individuals who are eager to strengthen their leadership, networking and advocacy skills. Handout distributed to all staff.

Outcome, Actions, Timeframe:	Deadline to apply 11/16/15.

2	Sub-topic: New Organizational Chart

Discussion: Distributed to all staff.

Outcome, Actions, Timeframe:	FYI

3. Sub-topic: Village Counseling Center

Discussion: Trauma Based Services Provided. Specialized Grant Funding for 3-11 year olds residing in Alachua County who have experienced some type of psychological trauma and demonstrate a need for treatment. Be developmentally appropriate at least 70 IQ and amenable for services provided. Complete an intake assessment prior to participating in any therapy services. Voluntarily consent. Have no other funding for trauma services being provided.

Outcome, Actions, Timeframe:	Complete application handed out or on line www.villagecounselingcenter.net

4. Sub-topic: Florida Mentor Program

Discussion: Montia Morris Clinical Supervisor presented to EMT the Florida Mentor program. They accept Medicaid and can provide long term counseling services. Unfortunately they do not have psychiatric services yet for non-foster care kids.

Outcome, Actions, Timeframe:	Jess made copies of the information to share with staff. They sent their referral from to IH recently. Phone 352-332-8600.

Respectfully submitted by:

Peggy Vickers	October 5, 2015