Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Staff Meeting

Date: April 1, 2013

Time: 9:30 a.m.

Location: Interface East

Date of Next Meeting: May 9, 2013

Attendance: Cindy, Pam, Karen, Carrie, Angela, Lytinia, Edward, Jarvis, Melissa, Kevin, William, Brenda, Izel, Bridgett, Patricia, Christina

Absent: Karma

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Calling Off, Time Sheet Completion and Staff Meetings

Discussion: It is acceptable to arrange for another staff member to cover your shift but you must get prior approval from Pam. Also all staff should complete their time sheets in full which includes adding up your hours. All staff meetings are mandatory and require supervisor notification/approval in order to be excused. Also staff who are excused from the meeting must meet with Cindy or Pam the day before or day the day after for staff meeting information.

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: Program Drills

Discussion:

Outcome, Actions, Timeframe: Please be sure that you are completing drills in a timely manner.

2.	Sub-topic: Kitchen Cleanliness

Discussion: Do not put hot pots/pans on top of the counter. Also all areas of kitchen need improvement in cleaning. Also pay attention to expiration dates. Do not wait for Carrie to go through all the food.

Outcome, Actions, Timeframe: All staff should throw away any food that they notice is out of date (expired).

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

1.	Sub-topic:

Discussion: No trends were noted.

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: QI Review

Discussion: Our QI and Compliance Monitoring is scheduled for April 10th and 11th.

Outcome, Actions, Timeframe:	All staff will be given some special assignments related to preparation for the reviews.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Volunteers

Discussion: Please note that we cannot use volunteers to replace the functions of staff. For example a volunteer cannot substitute for staff to make up the mandated staff to child ratio.

Outcome, Actions, Timeframe:

2. Sub-topic: Supervision

Discussion: Ensure that you are always providing “eyes on the youth”. You must be able to see and hear the participants at all times (except if the px is in the restroom.)

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion: No discussion

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:	No 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:

Discussion: No discussion

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic: Bathroom Rugs

Discussion:	Staff noted that the bathrooms need new rugs because towels have been being used on the floor.

Outcome, Actions, Timeframe:	Carrie will purchase new bathroom rugs.

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

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: Medications

Discussion: All medications must be verified by the pharmacy that filled the prescription. The verification process must when medications are brought into the shelter. Medications that require being cut must be done by pharmacy or if necessary by parent.

Outcome, Actions, Timeframe:	Please be sure to verify all medication with the pharmacy when the medication comes into the shelter. If the pharmacy is closed, document the attempt and then pass on to next shift so that they can verify as soon as pharmacy is open. Family Medical is the main problem due to closing at 5:00 pm and only open Monday through Friday. IYP-E staff are not allowed to cut medications.

B.	Counseling and Programming Issues

1. Sub-topic: Suicide Assessments

Discussion: Residential Counselor, Angela Williams, is requesting that she be notified 24/7 if a full suicide assessment is needed.

Outcome, Actions, Timeframe: Any time a participant is identified as a suicide risk, please notify Angela at 386-972-2635 so that she is aware of the issue and can complete a full assessment within required timeframes.

2. Sub-topic: Domestic Violence Respite and Probation Respite

Discussion: Please note that we have different screening forms for each. If you are unsure of the procedures surrounding these contracts, please see Cindy for instructions.

Outcome, Actions, Timeframe:

3.	Sub-topic: Intake/Disposition

Discussion: Please be sure to complete all information and blanks (N/A if applicable). If you do not know the address of doctor/dentist, write the names down and look up the information in phone book. Complete all information concerning medications and be sure to note at discharge in logbook if medications are being returned or not to parents. Also check the Mother Sheet to be sure you are completing all tasks before you sign indicating you have everything completed. If allergies are listed be sure to be specific as to what type….food/medication/bee stings etc. Also be sure that you are marking ALL risk factors during intake and counselor can add risks as they are identified. If you remove a form out of a file, please replace it immediately.

Outcomes, Actions, Timeframe: Please check records/forms BEFORE a parent/px leaves the shelter to ensure all signatures and blanks are completed. Within 24 hours of completing an intake or discharge, please call Karen at work to check if the intake/discharge was completed correctly. If you need to complete something, it must be completed within 24 hours.

4.	Sub-topic: Point Sheets

Discussion: Follow-up: point sheets are now being completed but errors are being made. Make sure you check if privileges are earned or not. Please fill-out sheets correctly. Total up time must be completed with the participants, make sure to check the correct day of daily the participant is on.

Outcomes, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: No discussion

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Cindy Starling	April 30, 2013

Name	Date