Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: May 20, 2016

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: June 17, 2016

Attendance: Sam, Zeke, Pam, Cindy, Tracey, Rhonda, Cassandra, Peggy

Absent: Jim

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion:

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: FL Network Special Funding

Discussion East has spent their allocation; N.W. and Central are targeting the next 2 weeks to get done.

Outcome, Actions, Timeframe:	Remember to mark the P.O.s FL Network funding

C.	Regulatory Issues

1.	Sub-topic: Peer Reviews-Managers

Discussion:

Outcome, Actions, Timeframe: Peer Reviews are due March 31, 2016 for the third quarter.	Policy Statement: Peer reviews are due by the last day of each quarter to the Data Systems Department. A minimum of 2 open and 2 closed cases should be provided for each counselor.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Benefits Meeting

Discussion: Sam shared menus that Liz had acquired. We will go with the hot lunch and would plan to serve around 12:00 with the Health Fair beginning around 12:30.

Outcome, Actions, Timeframe: Please provide Sam a head count of how many staff you would expect to attend on or before May 27th

2. Sub-topic: Training Plans for the John at the Network

Discussion: Peggy and Cindy have staff working on a response to John

Outcome, Actions, Timeframe:	Please copy Sam

3. Sub-topic: Med Cart Training for Nurses and Super Users

Discussion: Sam checked into make sure all 3 shelters were planning to have staff attend the training on June 21st and 22nd.

Outcome, Actions, Timeframe:	East is set. Central and N.W still need to complete the registration process

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: Florida Network QI Reviews

Discussion: Focused on several areas that we could improve based on the QI reviews: The Training Tracking system is not being fully utilized based on some parts not being user friendly and other parts not being fully understood. (Some issues printing reports; not being able to get in if someone else is in; can it be set up so each program has its own access? Naming the training in a consistent manner and perhaps listing alphabetically; is drop box the best way to access and share? Travel safety policy was also discussed related to single transports.

Outcome, Actions, Timeframe:	Sam will review this further with several key users. Regarding single transports, Cassandra will draft a form that will try to address these issues to be connected to the vehicle log form. She will distribute the draft for input.

Sam will also get with Laura to discuss the Gmail process to access FL Network training.

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:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic: Behavior Management System/Trauma Sensitive Approach- Managers

Discussion: Sam noted that he was stuck in moving forward the Behavior Management System on the Intranet.

Outcome, Actions, Timeframe: Please forward to Sam your shelters Behavior Management information for the Intranet by our next meeting.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Policy/Form issues generated from the Nurses Meeting-Managers/Nurses

Discussion:

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Florida Network Draft Policies

Discussion: Those present reviewed 3 policy drafts. (Video Surveillance System, Training and Medication Management and Distribution)

Outcome, Actions, Timeframe: Sam will get input provided to John and the Network. Cassandra agreed to draft a form for the Nurse Review process.

3. Sub-topic: Purchase Order Procedures

Discussion:

Outcome, Actions, Timeframe: Sam discussed this further with Randy who prefers not to change the system at this time.

4. Sub-topic: Participant Peer Review

Discussion: Sam shared draft of form that is modeled after the QI Review form

Outcome, Actions, Timeframe: We will begin utilizing this form beginning in July with the advent of the new fiscal year.

5. Sub-topic: Release Summary Emergency Shelter

Discussion: Sam noted the issues we have been having regarding ES billing and sought input for improvement. The suggestion was made that the draft of the invoice be sent to managers prior to submission for payment so managers could verify entrance/exit dates and forward this information back to Data Systems.

Outcome, Actions, Timeframe: Sam will discuss with Laura

6. Sub-topic: Med Records Log

Discussion:

Outcome, Actions, Timeframe: Sam will change Bed time Meds to 9:00 p.m. which will be the same for all 3 shelters.

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)

1. Sub-topic: Performance and Risk Management Reports

Discussion: Those present picked up the review of the packet which started on Tuesday at EMT

Outcome, Actions, Timeframe: Laura P 5 please delete avg. length of stay for ES and DV. Laura please review pages 4, 6 and 33 using Lane as an example of non-residential intake discrepancies that may apply to others as well; Laura page 7 please add Medication error row to N.W. Laura Pages 11 and 12 please delete Location column; Peggy please look at Page 13 for Socials; Laura is aware that Pages 15 -24 need to describe what needs to occur and what did not occur; Laura P.18 did not have a Completed % YTD; Laura last 2 entries on P 24 should have appeared on Page 25. Laura P.29 please change Intake date on Clarks case of 56.86 weeks t0 3/29/16. Managers begin to look at appropriate closures for Family Action; Cindy P 41 please review discharge status; Laura should Page % Avg length of stay for April of 17, match Page 41 avg days for agency? Incident Summary Other than Med error issues, no additional trends were noted.

2. Sub-topic: Participant 25 Day or Longer-Managers

Discussion: Share ideas and practices currently in place to address longer lengths of stay. Consider setting modest targets for each shelter during the 4th quarter.

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: Van Cameras

Discussion:

Outcome, Actions, Timeframe:	Awaiting Network input regarding broader camera policy.

VI.	Clinical/Program

A.	Medical and Medication Issues

1. Sub-topic: Medication Carts- Managers/Nurses

Discussion: Sam asked if we were fully utilizing the Med carts. With the exception of the Reporting functions we are. Hopefully the upcoming training will also address reporting.

Outcome, Actions, Timeframe:

2. Sub-topic: Over the Counter Medications Managers/Nurses

Discussion:

Outcome, Actions, Timeframe:	Pending re: Florida Network policy decision.

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	May 20, 2016