Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: East Staff Meeting/Training

Date: June 25, 2013

Time: 9:30 a.m.

Location: IYP-E

Date of Next Meeting: TBA

Attendance: Cindy, Pam, Karen, Carrie, Angela, Lytinia, Karma, Evelitza, Bridgett, Jarvis, Patricia, Christina, Izel, Edward, Brenda, Apryl, Melissa

Absent: None

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic: Hope FM is running a PSA for CDS-East

Discussion: Please pay special attention to referral source on screenings

Outcome, Actions, Timeframe: Make note if caller advises they heard about CDS from radio.

2.	Sub-topic: CINS Rural County Funding

Discussion: East region will be gaining a Family Action counselor in Bradford County

Outcome, Actions, Timeframe:	Positions are being advertised and Cindy will supervise the Bradford position.

3.	Sub-topic: Street Outreach Grant Proposal

Discussion: The grant would fund two positions and focus on Alachua and Putnam Counties.

Outcome, Actions, Timeframe:	Sam is completing the application which is due June 28th and Cindy would oversee the Putnam County outreach efforts.

4.	Sub-topic: DCF Access Center

Discussion: Cindy provided staff with materials/literature to explain the current services available.

Outcome, Actions, Timeframe:	Please provide brochures to any px/families as needed. We will assist pxs/families in accessing services if requested to do so.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Summer Training today and tomorrow

Discussion: See attached training agenda for 6-25 and 6-26

Outcome, Actions, Timeframe: Please be attentive and thank the guest trainers.

2. Sub-topic: Tom Popadak Training

Discussion: IYP E will have our 2nd mandatory summer training on August 6th

Outcome, Actions, Timeframe: Plan to attend.

3. Sub-topic: Time Sheets/Shift Coverage

Discussion: Please be sure to complete and sign your time sheet. Supervisor is not responsible for filling out staff time sheets. Also some staff are failing to “help out” when another staff member is unable to complete their shift. Please be considerate with your co-workers. The majority of our staff have volunteered to cover others shifts when needed.

Outcome, Actions, Timeframe:	Time sheets are due every other week. Be a team-player and help cover shifts when your team member is unable to work.

4.	Sub-topic: Pending List

Discussion:

Outcome, Actions, Timeframe:	Dr. Lic due for E. Soto, P. Spell; Insurance due for J. Roberts, I. Session; Evaluation K. Gibbs.

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: Bathroom Cleanliness

Discussion:

Outcome, Actions, Timeframe: Please be sure to pick-up paper towels pieces that do not fall into the trash can. Also if toilet seat covers fall behind the toilet, please pick them up and place appropriately.

2.	Sub-topic: Mop Water Disposal

Discussion: The utility sink is getting clogged from the dirty mop water. As discussed in prior staff meetings, please do not empty mop water in the sink.

Outcome, Actions, Timeframe:	Please empty dirty mop water outside in designated area.

3.	Sub-topic: Designated Smoking Area

Discussion: We are a smoke-free facility; numerous cigarette butts have been placed on the ground and are visible to staff, participants, and visitors.

Outcome, Actions, Timeframe:	Please ensure that if you are smoking cigarettes on the premises during your break that you are using the designated smoking area and disposing of cigarette butts appropriately.

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)

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Discussion:

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2. Sub-topic:

Discussion:

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3. Sub-topic:

Discussion:

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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:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Observation Log Draft

Discussion: The form has been revised this month. Shift Leaders are required to sign only when warning signs but supervisors will sign the form in all cases. Warning signs require immediate notification of a supervisor.

Outcome, Actions, Timeframe:	Please begin using the updated form effective immediately.

2. Sub-topic: Intake Assessment NETMIS

Discussion: Chronic headaches have been removed from the form but Head Injury remains

Outcome, Actions, Timeframe:	Please begin using the updated form effective immediately.

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)

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Discussion:

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B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:	No discussion

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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:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: Screenings

Discussion: Some staff are not following up on scheduled intakes that fail to show-up for intake.

Outcome, Actions, Timeframe: Please follow up and complete a case progress note and attach to the screening form when a scheduled intake fails to show-up.

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Cindy Starling	June 27, 2013

Name	Date