Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: 11/14/17

Time: 930-11

Location: Bivens

Date of Next Meeting: December 12th at 930 am

Attendance: Mary Simmons, Carlos Aguirre, Jessica Bechtold, Isaiah Harmon, Joy Steiner Joy Brown, Diana Jones, Corey Collins

Absent: Evelitza Soto

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion:

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1.	Sub-topic:	See risk management

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Levy County Counselor/Case Managers

Discussion: Lateshia Esau was recently hired for the Levy County Family Action Counselor/Case Manager and will begin her training on 11/16/17.

Jessica Bechtold informed Levy County Schools and will schedule a meeting to discuss needs and expectation with Levy County School guidance.

Outcome, Actions, Timeframe:	Will meet with Levy County Staff after the holiday break.

2. Sub-topic: Training schedule MI/JJIS

Discussion: MI training scheduled for 11/16 and 11/17/17 in Lecanto and JJIS/PAT in Jacksonville on Dec. 12th, 2017.

Outcome, Actions, Timeframe:	Diana Jones will be attending both trainings and Evelitza Soto will be attending the JJIS and PAT training (reschedule from the hurricane).

4. Sub-topic: Intake reminders/ October Monthly Data

Discussion: Reviewed and gave copy of monthly data. Reminded staff to obtain a minimum of six intakes a month in order to obtain the contracted 69 per year. Jess encouraged staff to reach for additional intakes in order to meet contract requirements and make up for any deficits in numbers. Jess suggested scheduling two a week for a total of 8 per month to account for no shows in order to meet counselor documentation needs and productivity requirements.

Outcome, Actions, Timeframe:	Ongoing

5. Sub-topic: Training files

Discussion: Jess distributed CDS training policy, Fl Network training standards, Skill pro step by step guide. Jess had each counselor review training files to identify what has been completed and what needs to be completed. Counselors flagged imperative items in Chart. Jess discussed recent discussion with Megan from the Florida Network regarding non-Residential Respite Care services and gave counselors a step by step guide from screening to discharge.

Outcome, Actions, Timeframe:	Please inform supervisor if a referral for DV Respite or Probation Respite is received. Dr. Harmon, please look into help desk replies in order to complete SkillPro Successfully.

6. Sub-topic: Updated Forms

Discussion: Jess forwarded updated intranet forms to staff on 11/8/17 and during staff, discussed forms in detail. Reviewed updated Employee Handbook and Signed Acknowledgement (Submitted to Liz Tschumy) on 11/14/17, Volunteer/ Intern Handbook and NASW Code of Ethics Acknowledgement Form, Volunteer Handbook, Training policy (P-1030- See above).

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy will complete drill for the month of November

Outcome, Actions, Timeframe:	Pending

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: Peer Reviews and Training Chart Reviews

Discussion: Peer Reviews and Training Chart Reviews were reviewed on 11/14/17 and chart and training needs were documented.

Outcome, Actions, Timeframe: Please complete training requirements as identified during the review. Immediate

Sub-topic: Individual Plan reviews

Discussion: Reminder: Please remember to review plans with participant and family every 30 days. Document all attempts and have the guardian and participant sign the following session if reviews are initially attempted by other means of communication. Documentation is due within 1 working day (not to exceed 2 working days) from time of services rendered as is highlighted in policy and procedure. These timeframes serve to limit error and aid in accuracy.

Outcome, Actions, Timeframe: Ongoing and immediate

Sub-topic: Printing PAT

Discussion: If you are unable to print PAT report, contact Susan Stormant by email or phone until the issue is rectified. All charts are required to have the PAT PDF printed. If it is a computer issue, please let me know ASAP and I will contact Zach.

Outcome, Actions, Timeframe: Immediate

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: No CINS/FINS Meeting Held for the Month of November.

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1. Sub-topic:

Discussion: Cassandra elected to attend the training

Outcome, Actions, Timeframe:

2.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

3 Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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:	No Discussion

Outcome, Actions, Timeframe:

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:

Discussion: No Discussion

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

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:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

2.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	No Discussion

Outcome, Actions, Timeframe:

4.	Sub-topic:	Input Plan

Discussion:	No 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: No Discussion

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

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: Intakes/ productivity

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

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:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Case Staffing

Discussion: Committee will review one case on Nov 28th, 2017

Outcome, Actions, Timeframe:

2. Sub-topic: SARB

Discussion: SARB will be meeting on November 28th in the large conference room. SARB and Case Staffing have agreed to combine meetings and will begin meeting at 9am subsequent to the November 28th meeting.

Outcome, Actions, Timeframe: Next meeting: November 28, 17.

3. Sub-topic: Truancy Court

Discussion: Truancy Court will meet again the forth Monday of November.

Outcome, Actions, Timeframe: Will continue to meet every fourth Monday of the month.

Respectfully submitted by:

Jessica Bechtold	11/14/17