Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: October 8, 2013

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: Tuesday, October 22, 2013

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

Absent: Joy and Ashley

Everyone will be e-mailed a copy of the meeting notes.

Note: Peggy will be out of the office Monday 10/14 at noon until Thursday 10/17 at noon. I will be on a Peer Review Survey in Brooksville. Kim will be in charge. If you have questions or concerns you can contact Kim or Sam.

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic: Outreach

Discussion: Sam updated outreach forms for FA Central. Please look at the FA-E outreach form what do you think? Staff reviewed and made suggestions for change.

Outcome, Actions, Timeframe: Kim is adding the tear off sections to the FA- C outreach forms that Sam updated. Peggy will create one for FA-C.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: HR Specialist position is being advertised.

Discussion: Sam is covering the position while he advertises and interviews for the position. If you have HR issues please address them to me if it involves supervision or directly to Sam if it involves benefits. A couple issues LaVonya was working on with FA staff included: getting updated Aetna Health Cards, Insurance Certification for the new life insurance policy and verifying changes to our vendor was made.

Outcome Actions: Peggy received her Aetna Health Cards, did everyone else that is under our health insurance program? When checking with staff neither Kim nor Isaiah received their Aetna Health Card. Joy did you receive yours? No one has received their life insurance policy certification.

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: James Moore Audit

Discussion No feedback has been received yet.

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Monthly Drill

Discussion:

Outcome, Actions, Timeframe: Joy will be doing our monthly drill sometime between now and the end of the month.

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

1.	Sub-topic: 9/24-10/8

Discussion: We had two Child Abuse Reports.

Outcome, Actions, Timeframe: As a result research changes to the Florida Statute regarding all abuse reports involving a child and an adult go to the 1-800 registry. Providers no longer have to decide if a report should be made to law enforcement or the 1-800 #. We are updating our CDS policy, training, and information on the intranet. We will review this issue again next staff meeting. Staff reviewed the Child Abuse, Abandonment or Neglect Reporting Quick Reference Guide for corrections page 3 of 3 P 1044

III.	Quality Improvement

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

1.	Sub-topic: Peer Review

Discussion: Our volunteer has been assisting me with auditing records. Thank you for your cooperation of correcting errors found.

Outcome, Actions, Timeframe:	On going.

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic: Peer Reviews

Discussion: Thank you for completing peer review forms for me.

Outcome, Actions, Timeframe:	Completed for this quarter.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure / Forms Updates and/or Review: Updates on the Intranet for August – October.

1. Sub-topic:

Discussion: Reviewed policy draft.

Outcome, Actions, Timeframe:

2. Sub-topic: Participant Chart Order Non- Residential

Discussion: Coordinators reviewed draft.

Outcome, Actions, Timeframe: This issue is being continued. Sam is incorporate input and will send out again. We will review during next staff meeting.

3. Sub-topic: Episodic Emergency Care

Discussion: Coordinators reviewed draft Policy.

Outcome, Actions, Timeframe: Continued this item. Sam will put on the Intranet. We will review during next meeting.

4. Sub-topic:

Discussion: Reviewed policy

Outcome, Actions, Timeframe:

5. Sub-topic: Services Received By Youth Form

Discussion: Reviewed new form. F-PR-1094 (dated (9/13) Discussed different examples of activities and where to put it on the form. Changed to one form.

Outcome, Actions, Timeframe:	Sam removed pages 9 &10 from Netmis. We will be using the new one that will be separate on the intranet. Sam has updated the Intranet. Please begin using this form in all discharged charts by 10/15/13.

6.	Sub-topic:	NETMIS Program Log Intake/Exit Info

Discussion: F-PR-1097 Updated (see date 10/13) Added Comp. Suicide Assessment Completed and Completed Date, Name of Suicide Tool.

Outcome, Actions, Timeframe:	Begin using for new intakes by 10/15/13.

7	Sub-topic:	Intake Assessment/ NETMIS

Discussion: F-PR-1043 (dated 9/13)

Outcome, Actions, Timeframe:	Begin using new form for intakes by 10/15/13.

8.	Sub-topic:	Screening/Referral Form- CINS/FINS

Discussion: F-PR-1095 (updated 8/13)	Outcome, Actions, and Timeframe:	FA staff is using this form already, but check to make sure you have the current version. Suggestion: Sam adds page numbers on bottom of the forms.

9.	Sub-topic:	HIPPA Notice

Discussion: F-PR-1106 (dated 9/13) Staff have started to use the form. FA suggested making the signature lines consist with our other forms. Add a youth and Parent/Legal Guardianship line. Very confusing. Some folks are having both sign on same line, some kids print name and parent signs.

Outcome, Actions, Timeframe:	Request Sam to change signature line to be uniform with other forms. FA staff has begun implementing this form

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:

Outcome, Actions, Timeframe:

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)

Sub-topic: Performance and Risk Management Reports

Discussion: Report was missing our data analysis on number of intakes and projections for the remainder of the fiscal year. You all know we are behind just keep up the good work of increasing intake.

Outcome, Actions, Timeframe: It appears that the outreach efforts are paying off. Keep up the good work.

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: Laura updated the IT plan

Discussion:

Outcome, Actions, Timeframe:	Sam updated it on the Intranet.

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: LGBTQ Youth

Discussion: Don’t forget the Spectrum training this week at IYP-C all are welcomed. Kim has also offered to provide our staff with additional training. Thank you Kim.

Outcome, Actions, Timeframe:	IYPC has training coming up 10/10/13 form 4-5:00 pm. Radha will discuss options with the trainer. FA staff is encouraged to participate.

B.	Counseling and Programming Issues

1. Sub-topic: Clinical Supervision with Sam

Discussion:

Outcome, Actions, Timeframe: Next staff meeting 10/22 @ 10:00 please be on time for our meeting.

VII.	Other Business:

1.	Sub-topic: United Way

Discussion: It is that time of year again. Our goal is for everyone to participate. Please consider giving either a cash/check donation one time or have a payroll deduction.

Outcome, Actions, Timeframe:	Please review the forms and turn them into me by COB Friday, 10/11/13.

Sub-topic:

Discussion:

Outcome, Actions, Timeframe:	Due to Joy Weds. 9/25/13

3	Sub-topic: Transporting Participants

Discussion:	Identify who is transporting participants.

Outcome, Actions, Timeframe:	Review policies related to transportation, and have appropriate equipment in the vehicle when transporting.

Respectfully submitted by:

Peggy Vickers	October 8, 2013

Name	Date