Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: October 11, 2016

Time: 930-1030

Location: Bivens

Date of Next Meeting: November 22, 2016 at 9:30am.

Attendance: JoyBrown, Mary Simmons, Cameron Calaverne, Isaiah Harmon, Jessica Bechtold, Chelsea Tobias

Absent: Valerie Malivuk, Carlos Aguirre, Corey Collins

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Weekly Hours

Discussion: Jess informed staff to ensure they are making 40 hours per week

Outcome, Actions, Timeframe: Immediate and ongoing.

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: Continue to log outreach efforts. A huge thank you to Dr. Harmon, Chelsea, Valerie, Cameron and Mary for your outreach efforts. Each counselor scheduled and attended at least one face to face outreach meeting during the month of October.

Outcome, Actions, Timeframe: ongoing

C.	Regulatory Issues

1.	Sub-topic: NetMis

Discussion: As of 10/11/16, Florida Network is still down due to recent security issues. As a result, some of the required 180 day training is not accessible. Jess distributed training policy (120 day requirements) and discussed verbal de-escalation and eventual Managing aggressive behavior training (in person after 10-21-16). Jess and staff will monitor the Florida Network website and will complete training when the website is functioning again.

Outcome, Actions, Timeframe:	Thank you Family Action Staff for monitoring this and thank you for remaining diligent on all training needs! I appreciate you!

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Williston and Chiefland

Discussion: On October 3rd, Cameron Calaverne started working at the Williston location, provided outreach services to doctor offices and local schools and has completed 8 screenings within the first week. Cameron has been conducting intakes in Williston and continues to receive referrals. Mary Simmons also received 5 referrals on 10/10/16 from Bronson Middle/ High School as well as Dixie county high School.

Outcome, Actions, Timeframe: Way to go, Cameron and Mary!!! Thank you for going above and beyond to get the ball rolling out in Chiefland and Williston! A big thank you to Jonathan Lewis for all of his effort in creating a counseling space for Cameron.

2. Sub-topic: Suicide Assessment

Discussion: When reviewing suicide assessment processes and procedures, please remember to document as training. If we are processing, I will log it as clinical supervision.

Outcome, Actions, Timeframe: Ongoing

3.	Sub-topic: Training

Discussion:	Staff is scheduled for Motivational Interviewing training from 10/13-10/14 in Alachua. Jess has been in contact with Susan Stormant in order to schedule the final two trainings; JJIS and PAT for Valerie, Cameron, Carlos and Chelsea.

E.	Annual Budget Planning and Process

1.	Sub-topic:	Sub-topic: SNAP Allocations and budget

Discussion: SNAP continues to maintain new budget agreement

Outcome, Actions, Timeframe: Ongoing

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Complete appropriate drill for the month of October

Discussion: Joy will be performing the drill this month.

Outcome, Actions, Timeframe:	Due this month.

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)

Subtopic: Q.I. SNAP

Discussion: Jess and Carlos met with Lauren Maldonado from the Florida network on 10/5/16 to review chart needs according to new chart order and chart audit form. Jess met with Corey on 10/10/16 to discuss chart needs. Jess and Corey will schedule a date to review charts and file documentation in new binders once Carlos and Corey do a preliminary review.

Outcome, Actions, Timeframe: Pending.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Productivity

Discussion: Referrals have increased thanks to staff efforts with outreach and intake numbers are increasing as well. Productivity is still lower than last year but I project that those numbers will increase as well now that staff have been trained and are now in their assigned locations.

Outcome, Actions, Timeframe: Pending

C.	Accreditation and Regulatory Requirements

1. Sub-topic: HIPAA and passwords

Discussion: Jess reminded staff of HIPAA compliance and discussed password protecting (8 or more characters, numbers, letters, special characters) any passwords in need of storing (no documenting any passwords on paper).

Outcome, Actions, Timeframe:	Immediate

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

E.	Marketing and Business Development

1.	Sub-topic: Federal Monitoring Visit

Discussion:	No discussion

Outcome, Actions, Timeframe:	Pending awaiting report.

F.	Regulatory Issues

1.	Sub-topic: Probationary Status

Discussion: Discussion around ways to improve our contracted outcomes.

Outcome, Actions, Timeframe:	We will continue to monitor outcomes closely.

G.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Managing Aggressive Behavior

Discussion: Christine Franklin from IYPNW will attend the training. The team discussed the need to set up training asap to satisfy the 120 day training mark for new hires.

Outcome, Actions, Timeframe:	We will schedule trainings in each area once Christine completes the training requirements.

2. Sub-topic: F-PR-1316 Participant Peer Review Form

Discussion: Tracey requested feedback from those who had used the draft form. Jessica and Cassandra provided suggestions.

Outcome, Actions, Timeframe: Cassandra will make the suggested changes and circulate for use. The form will be posted on the intranet. Thank you, Cassandra.

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

1.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

I.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic:	: No Discussion

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: Productivity

Discussion: See Outcome Management

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: (See Accreditation and Regulatory Requirements)

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: Drop box- Follow up item

Discussion: All drop box issues have been fixed and individual drop boxes have been integrated into the Family Action Drop box.

Outcome, Actions, Timeframe: Completed. Thank you Jordan for all of your help.

2. Sub-topic: NetMis and Williston Computer

Discussion: Cameron identified complications with the Williston Laptop, particularly regarding entry into NetMis which in turn, delayed a recent intake NetMis entry. Jess notified Laura Scott of these issues. Dr. Harmon also discussed issues with JJIS and

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Williston Landline

Discussion: Cameron notified Jess of complications with the land line in Williston (breaks up when on a call. Jess notified Jordan Angle on 10/10/16 and was informed by Cameron that Jonathan is currently looking into the issue.

Outcome, Actions, Timeframe: Jonathan currently working on phone line issues

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: Interpreters

Discussion: Due to recent increases in referrals with Spanish speaking families, Family Action is in need of translators. Jess and staff have been utilizing Carlos Aguirre for translation services but are limited with regards to the time he is able to devote to translation due to other occupational requirements. Jess discussed her recent communication with Language line, however the services are unable to meet family action needs. Jess has submitted inquiries to http://interpretersunlimited.com/contact-us/ and is awaiting a response. Tracy and Jess discussed utilizing other Spanish speaking staff at other locations, jess contacted the shelter and is awaiting response and Chelsea Tobias has sent requests UF peers in need of hours. In addition, Chelsea will be contacting Gloria Schwartz, “ESOL/Immigrant Family Liaison” to obtain information about possible availability.

Outcome, Actions, Timeframe: Pending and ongoing. Thank you Chelsea for all of your help and effort with multicultural needs!!!

VII.	Other Business:

1.	Sub-topic: Truancy Court changes, Case Staffing and SARB

Discussion: Truancy Court has now obtained a new magistrate; Nancy W. As a result, issues beyond Truancy are being referred to CINS continuum of care and Case Staffing for further review. Staff received Case staffing, Truancy Court and SARB training from Cassandra McCray on 9/27/16 and Jess and Valerie will be meeting once again with Cassandra to plan for recent referrals. Valerie Malivuk will be taking over for SARB and Case staffing’s and Chelsea Tobias will be leading Truancy Court.

Outcome, Actions, Timeframe: SARB to meet on October 20th in SNAP room, Truancy court; October 24th at the Magistrate Court House.

2. Sub-topic: Truancy Court future needs

Discussion: Jess discussed needs as a result of changes in truancy court representation. Discussed staff CC Chelsea in truancy court feedback so that Chelsea can effectively represent cases in court. When staff received Court orders, remember to file one in the chart and the other in the Truancy court binder (binder by month/date and chart in section two). All emails/ correspondence with Truancy Court/ feedback etc. must also be files in the chart and the binder.

Outcome, Actions, Timeframe: Chelsea, please email Deedee Talbot with an introduction and contact information. I have informed her of the changes with truancy court representation and case staffing’s as well.

3. Sub-topic: United Way Contributions- Reminder

Discussion: Due in November (although united Way staff noted that they would certainly not deny late submissions). Please see Liz if you are interested in contributing.

Outcome, Actions, Timeframe: Ongoing

4.	Sub-topic: Suicide Assessment Submissions

Discussion: Jess, Travis and Naomi discussed issues with the receipt of signed suicide assessments at IYPC.

Outcome, Actions, Timeframe: Naomi to discuss at staff the need to remain mindful of faxes that come in and the importance of delivery to the individual addressed.

5. Sub-topic: Joy out

Discussion: Joy will be out on the 12th, 13th, 14th and 20th . Please plan accordingly regarding NetMis entries and listen for front door.

Outcome, Actions, Timeframe: If you need an intake or screening entered into NetMis, please submit to either me or Matt M. in data.

Respectfully submitted by:

Jessica Bechtold