Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: East Staff Meeting

Date: January 22, 2014

Time: 10:00 a.m. & 5:00pm

Location: IYP-E

Date of Next Meeting: TBA

Attendance: Cindy, Pam, Angela, Evelitza, Jarvis, Patricia, Karen, Angie, Melissa, Izel, Lytinia, Edward

Absent: Christina, Apryl, Karen, Brenda, Karma

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

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2. Sub-topic:

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C.	Regulatory Issues

1.	Sub-topic:

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D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Pending List

Discussion: Staff was notified as to who needed to turn pending list items into Cindy and Pam to bring them current.

Outcome, Actions, Timeframe: Please turn in by the end of the week.

2. Sub-topic:

Discussion:

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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

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

1.	Sub-topic:

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

1.	Sub-topic:

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III.	Quality Improvement

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

1.	Sub-topic: Intake completion

Discussion: A discussion was held regarding staff being more diligent in getting signatures from parents and completing the staff portion of the intake paper work.

Outcome, Actions, Timeframe:	Please call Sr. YCW Karen by 12N the following business day after and intake to receive confirmation that the intake was completed in its entirety and if not schedule a time to come in to complete intake paperwork.

2. Sub-topic:

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3. Sub-topic:

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B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

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C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Progress Notes

Discussion: Residential Counselor Angela Williams brought up the lack of accurate documentation in the Participants files. For example, if a youth has an altercation on your shift then the notes should reflect that event. Don’t continue to say the youth had a good day if it isn’t an accurate account of his or her behavior.

Outcome, Actions, Timeframe: Please ensure that your progress notes accurately reflect the Participants day.

2. Sub-topic: Phone Calls

Discussion: A discussion was held on staff retuning job related phone calls in a timely manner. Staff were reminded that they are suppose to keep and open line of communication with the agency/supervisors.

Outcome, Actions, Timeframe: Please return phone calls within a two hours time frame.

3. Sub-topic: Allergy documentation

Discussion: Staff were reminded that documentation has to be highlighted in the record, as well as on the client board and in the Food Allergy book located in the kitchen.

Outcome, Actions, Timeframe: Please ensure that all documentation of allergies is documented per policy and procedure.

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

1.	Sub-topic:

Discussion:

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

1.	Sub-topic:	Strategic Plan

Discussion:

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2.	Sub-topic:	Accessibility Plan

Discussion:

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3.	Sub-topic:	Cultural Competence Plan

Discussion:	No discussion

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4.	Sub-topic:	Input Plan

Discussion:

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5.	Sub-topic:	Community Relations plan

Discussion:	No discussion

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IV.	Risk Management

A.	Risk Management Plan (exposure to loss)

Sub-topic: Misuse of supplies

Discussion: A discussion was held on the excessive use of shelter supplies. All staff were reminded that they are supposed to sign for every load of laundry that they complete and not to be mindful of supply use.

Outcome, Actions, Timeframe:	Please be mindful of supply use.

B.	Employee Concerns or Complaint

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion:

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V.	Information Technology

A.	Technology Plan

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Non Controlled Medication Signatures

Discussion: Staff were reminded that they are to sign when they count non-controlled medication.

Outcome, Actions, Timeframe:	Please sign for all medication counts and administrations

B.	Counseling and Programming Issues

1. Sub-topic: FACE System point guide

Discussion: A reminder discussion was held on how and when staff are to deduct and reward points. Staff was provided copies of the Point Sheet Guide and the Management Reminders guide as points of reference.

Outcome, Actions, Timeframe: Please reference the two handouts when deducting and rewarding points.

VII.	Other Business:

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Respectfully submitted by:

Pamela Purnell	March 17, 2014

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