Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: December 11, 2015

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: January 15, 2016

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

Absent: Jim, Cindy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Utilization is still running high.

Outcome, Actions, Timeframe: Please remain focused on this issue.

B.	Marketing and Business Development

1. Sub-topic: Guest Presentation; Terrie Huss R.N. Regional Manager Business Development UF Shands Psychiatric Hospital

Discussion Terrie provided information and handouts about services available through Shands

Outcome, Actions, Timeframe:

2. Sub-topic: Standardize CINS/FINS Meeting Date

Discussion

Outcome, Actions, Timeframe:	We will try the 3rd Friday of the month.

3. Sub-topic: Funding Opportunity via Florida Network

Discussion: Sam described an opportunity for funding through the Florida Network. Please

share idea with each other.

Outcome, Actions, Timeframe:	Sam needs wish lists back by December 18, 2015.

C.	Regulatory Issues

1.	Sub-topic: Peer Review Schedule

Discussion:

Outcome, Actions, Timeframe:	Peer reviews are due the end of the month after the Quarter ends. 2 open and 2 closed files should be completed.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Handbook Acknowledgement Page

Discussion:

Outcome, Actions, Timeframe: Please submit these as you get them and don’t hold them until you get them all.

2.. Sub-topic: Hard of Hearing Training

Discussion:

Outcome, Actions, Timeframe: Please make sure that you document everyone completing this training.

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: Safety and Maintenance Inspection Semi-Annual Residential Review

Discussion: The form is located under Forms Risk Management

Outcome, Actions, Timeframe:	This inspection needs to be conducted in January. Please submit copies of your July and January inspections at the next CINS/FINS meeting.

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

Discussion: Discussed changes shelters are making to FACE

Outcome, Actions, Timeframe: Please send Sam any forms that are new or altered so he can add them to the Intranet

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: F-PR-1149 Disposition Summary/Aftercare Plan

Discussion:

Outcome, Actions, Timeframe: Pending Sam’s review

2. Sub-topic: P-1013 Vehicle Use and Safety Inspection Draft

Discussion: How do the different shelters handle music and electronic devices during transports?

Outcome, Actions, Timeframe:	Sam will make changes and update on the Intranet.

3. Sub-topic: P-1120 Medication Provision, Storage, Access, Inventory, and

Disposal Draft

Discussion:

Outcome, Actions, Timeframe: Pending

4. Sub-topic: P-1119 Medical and Mental Health Alert Process

Discussion:

Outcome, Actions, Timeframe: Sam will make changes and update on the Intranet.

5. Sub-topic: P-1117 Residential Admission: Preliminary Physical Health Screening

Discussion:

Outcome, Actions, Timeframe: Sam will make changes and update on the Intranet.

6. Sub-topic: F-PR-1130 INFORMED CONSENT AND PARTICIPANT AGREEMENT

PARTICIPANT ORIENTATION PACKET

Discussion:

Outcome, Actions, Timeframe: Sam will make changes and update on the Intranet.

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

1.	Sub-topic: F-PR-1036 Complaint/Grievance Report Form

Discussion: Are the grievance boxes set up?

Outcome, Actions, Timeframe:	All indicated yes.

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: The brief version of the packet was reviewed. There are still discrepancies between the Network report and our report

Outcome, Actions, Timeframe: Sam and Laura will discuss with Kirk.

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:

Discussion:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Nurses

Discussion: How can the nurses help each other?

Outcome, Actions, Timeframe:	Pending

2. Sub-topic: Medication Carts

Discussion: Are we using them yet in all the shelters?

Outcome, Actions, Timeframe:	Still not up in Central, awaiting a nurse.

3. Sub-topic: Florida Network E-lerts

Discussion: Has everyone signed up? Should Administrative assistants sign up?

Outcome, Actions, Timeframe:	All indicated yes.

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	January 13, 2016