Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: January 24, 2017

Time: 930-1030

Location: Bivens

Date of Next Meeting: Thursday February 23, 2017 at 930

Attendance: Isaiah Harmon, Jessica Bechtold, Mary Simmons, Valerie Malivuk, Chelsea Tobias, Corey Collins, Joy Brown, Carlos Aguirre, Cameron Calaverne

Absent: Leesha London

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: SNAP budget

Discussion: Laura requested updated SNAP Budget during EMT Meeting

Outcome, Actions, Timeframe: Completed. Corey sent updated budget to Laura on 1/20/17. Thank you, Corey!

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: - As of 1/10/17, non- residential was operating at 90%. Jess emphasized the importance of continuing outreach efforts. On 1/23/17, Jess and Cassandra McCray presented information to JPO’s at DJJ circuit office in Alachua. Programs discussed: Non-residential, Residential and the SNAP program and discussed changes regarding probation respites at the shelter. Jess provided brochures, referral forms and releases. Upcoming outreach efforts includes: Levy County Lunch N Learn on 1/26/17 (Cameron and Mary), a presentation of services at the JJC meeting on 2/3/17 (Jess and Corey) and BAYS staff meeting on 2/7/17 (Chelsea, Carlos and Jess).

Outcome, Actions, Timeframe: Ongoing. A big thank you to ALL staff for all of your efforts and hard work.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: SNAP evaluations

Discussion: FYI

Outcome, Actions, Timeframe:	(Reminder) Jess sent template to facilitate upcoming evaluations for SNAP. (Due by Jan 31st, 2017. All other pending/upcoming evaluations, proceed according to individual due date).

2. Sub-topic: New Intern

Discussion: A warm welcome to Leesha London, our new Family Action intern. Leesha is well into training and is currently shadowing other counselors and completing training requirements.

Outcome, Actions, Timeframe: FYI

3. Sub-topic: GPD Training

Discussion: On 1/18/17 staff from multiple locations attended GPD’s training on local and national gangs in order to inform practice with some of our higher risk youth.

Outcome, Actions, Timeframe: FYI

E.	Annual Budget Planning and Process

1.	Sub-topic:	See above under business operations

Discussion:	No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly drill

Discussion: Joy completed fire drill on 1/23/17 and Jess provided staff with corresponding policy.

Outcome, Actions, Timeframe:	Completed for month of Jan.

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

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

Sub-topic: SNAP

Discussion: Corey discussed recent schedule conflict and possible reschedule for DJJ Program Monitoring and Management with Lauren Maldonado on 1/27/17. Jess called Lauren on 1/24/17 to discuss options and availabilities.

Outcome, Actions, Timeframe: Lauren to respond and update on schedule.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: See Outreach

Discussion: Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: Truancy Survey

Discussion: Jess submitted Truancy survey for Alachua, Gilchrist and Levy Counties.

Outcome, Actions, Timeframe: Completed on 1/12/17.

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting

1. Sub-topic: Nurse Review Process

Discussion: FYI

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Communication/ Customer Service

Discussion: See below under “other business”

Outcome, Actions, Timeframe: See below

3. Sub-topic: Behavior Management System/ Trauma Sensitive Approach- Managers and Managing aggressive behavior

Discussion: FYI

Outcome, Actions, Timeframe: Pending

4. Sub-topic: Group Care Assessment Tool Training

Discussion: Tracey discussed the implementation of an additional assessment for shelters by DCF. Cindy has agreed to attend the training.

Outcome, Actions, Timeframe: Pending

5. Sub-topic: CINS Performance Packet

Discussion: See outreach

Outcome, Actions, Timeframe: See above

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:

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:

Discussion: See above under outreach

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: No Discussion

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: Fax Challenges/ New fax

Discussion: The RICOH fax machine continues to have recurring jams. Service technicians came out on the morning of 1/23/17 in order to repair the machine. By 3pm, the machine continued to jam when printing. Jess also informed staff of the new fax machine near Joy. Jess notified staff to use front fax machine near Joy for faxing purpose and to use the RICOH for printing only.

Outcome, Actions, Timeframe: Jess and Joy scheduled for another technician to come out to repair the printer on 1/24/17. Pending

2. Sub-topic: New IT and Data Support

Discussion: A huge welcome to both Zach and Tulasi. Jess forwarded contact information through email.

Outcome, Actions, Timeframe: Thank you to Zach and Star for your recent support.

3. Sub-topic: NetMis 2.0

Discussion: Jess discussed recent update from Laura regarding NetMis 2.0 and asked staff to attend any online training modules. Access to NetMis 2.0 will begin on 1/30/17.

Outcome, Actions, Timeframe: 1/30/17

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic: Discharges

Discussion: Recently, I’ve noticed an increase of discharges beyond the 12 weeks. Please keep track of closing dates and follow 12 week requirements. If they are non-compliant, close and offer services in the future when the families may have more time to commit. If you need a short extension to complete the termination stage, please document in progress note and get my signature on the individual plan again.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Counseling Rooms

Discussion: Jess reminded counselors to pick up conference/session rooms after sessions that involve additional, tangible resources.

Outcome, Actions, Timeframe: Ongoing/FYI

3. Sub-topic: Documentation reminders

Discussion: Jess reminded counselors to error out appropriately (one line through error, initial and date) and reminded staff to remain cognizant of blanks on forms (fill in blanks or place a line through blank spaces).

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: Individual Plans

Discussion: Jess reminded staff of IP goal requirements and discussed differences between successful completions, unsuccessful completions and voluntary withdraws. Jess additionally discussed meeting and/or adjusting target dates according to participant and family need. Please remember to simplify plans in order to ensure goals are obtainable.

Outcome, Actions, Timeframe: Ongoing. Please keep these defining factors in mind when creating or completing an individual plan.

VII.	Other Business:

1.	Sub-topic: Emergency Cards

Discussion: Joy please obtains new and updated emergency contact information from staff and new intern.

Outcome, Actions, Timeframe: Please complete by 1/27/17

2.	Sub-topic:	Communication/ Customer Service

Discussion:	Jess discussed differing communication practices by counselors and staff and asked staff to discuss the ways in which they respond to phone calls, texts, emails and any other form of communication and asked staff to identify possible strategies that might enhance communication. All parties identified returning calls/ requests within the same day of receipt and/or making it a habit to either respond to all calls before beginning other tasks or returning before leaving for the day. Regarding texts and emails- the majority of staff noted that if they use either, they use if for reminders only and include no identifying information within the text and/or password protect documents.

Other issues identified by staff are with regards to the ability or inability to verify the identity of a caller. Dr. Harmon noted that at times he receives calls from individuals who identify themselves as staff of community agencies; however he discussed challenges with actually verifying this identity. It was suggested that staff request that they call the individual back at their office to verify agency and/or request identifying information from the other party (i.e. what is the px date of birth/ address etc) in order to verify their identity. Jess discussed the importance of documenting all attempts.

Staff reported concerns regarding px/family inability to obtain an updated contact list/ or over the phone updated directory. According to staff members, the over the phone directory is out of date and therefore px’s who call in are unable to find the counselor in the directory. In addition, most have found the list very difficult to get to online.

Recommendations include: updating the call directory and the paper directory with updated extensions, changing counselor phone number to include last four of their extension at the end of their number (i.e. 352-244-(3832) the extension. Jess noted that this option might not be feasible and she suspects it might be pricey.

Outcome, Actions, Timeframe: Jess will discuss concerns at management meeting in February and will update IT and data on concerns this week.

3.	Sub-topic: SNAP Updates

Discussion: Corey Collins updated staff members on current happenings with SNAP and noted that they are now in cycle 3/ week 2 in the Boys group and are looking to possibly bring on additional families for this cycle in order to fulfil yearly requirements. A HUGE congratulations to Corey and Carlos for running at 100% (7 families) this cycle!!! Thank you for all of your hard work and for making the SNAP program a success.

Outcome, Actions, Timeframe: FYI

4. Sub-topic: Feedback to referral sources

Discussion: Please discuss with referral sources preferences regarding frequency and feedback

Outcome, Actions, Timeframe: Ongoing (Case by case)

5. Sub-topic: Case Staffing

Discussion: Jess discussed increases in case staffing referrals, reviews and challenges with time commitment. Next month alone, Jess and Valerie are reviewing 6 cases. To this, Jess checked in to discuss possible ways of balancing the workload of case staffing’s. All counselors agreed to open the case staffing as individual counseling/case management cases in NetMis and represent each of their own cases (which includes completing the paperwork and plans as well.)

Outcome, Actions, Timeframe: Begin with all new referrals.

6. Sub-topic: Counselor self-care

Discussion: Jess and staff discussed possible ideas for consistent activities that might increase morale and decrease stress. Suggestions: monthly lunches out, pot lucks, psychoeducational movie and processing (professional development), team build activities, picnic. Jess sent an evite poll out to staff in order to determine date of first activity.

Outcome, Actions, Timeframe: Pending

Respectfully submitted by:

Jessica Bechtold	1/24/17