Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: 2/25/22

Time: 10 am

Location: Remote for Bivens

Date of Next Meeting: March 25th (In Person)

Attendance: (Remote) Jessica Bechtold, Evelitza Soto, Leigh Kassem, Alannah Barrett, Jency Johnson, Ashley Harrynarine, Patrickk McDonald, Corey Collins

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:	No discussion

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach and Productivity

Discussion: Discussed school outreach, outreach forms, school contacts and utilizing prevention staff as a tool. Created outreach plan that addressed productivity and challenges to productivity. Created plans to mitigate these challenges. Jess submitted plan to Cindy and Tracey on 2/21/22 . Huge kudos to Patrickk for securing a modular at Parker Elementary for counseling purposes. Discussed providing groups in schools and are currently processing ways in which to implement.

Outcome, Actions, Timeframe: Complete

2.	Sub-topic: Fundraising

Discussion: Jess sent Tracey and Cindy a list of potential fundraising opportunities to look into. Jess discussed with counselors the need to brainstorm ideas for fundraising/marketing opportunities for the Amazing Give along with future potential opportunities. Staff requested meeting with Paula to discuss ideas for amazing give and to get more information. Paula and staff coordinating schedules.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1. Sub-topic: Documentation

Discussion: Jess discussed closing questionnaires and ways to increase response and Jess also discussed the need to be cognizant of blanks on forms. Jess discussed the need to get documentation in in a timely manner (abuse reports etc).

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Schedules and Whiteboard

Discussion: Jess reminded Staff to submit weekly schedules and to update white board as they leave the building.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Peer Reviews

Discussion: Jess and staff completed peer reviews for 2/4/22.

Outcome, Actions, Timeframe: Completed

4. Sub-topic: NetMis and Nirvana Submissions

Discussion: Please submit NetMis and Nirvana to Jency at least 12 hours in advance so that she has time to enter charts into data systems (to meet deadline requirements).

Outcome, Actions, Timeframe: Ongoing

5. Sub-topic: Closing criteria

Discussion: Jess discussed closing criteria for Completers and voluntarily withdraws. On individual plans, please remember to make sure your date begun and date complete are before or on Target date otherwise you will have to extend the target date. Complete plans fully and include reasons for coming into services on the discharge summary. Gather questionnaires and/or send them through hello sign in order to increase rates of return.

Outcome, Actions, Timeframe: Ongoing

6. Sub-topic: Forwarding calls

Discussion: Please remember to forward calls to IYPC main line rather than individual extensions.

Outcome, Actions, Timeframe: Ongoing

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Training

Discussion: Jess reminded staff to complete annual training list and to inform her of any training needs.

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Open positions

Discussion: We currently have two open counselor positions and 1 administrative assistant position open. Discussed concerns with upper management and am accepting interviews for each position.

Outcome, Actions, Timeframe: Ongoing

E.	Annual Budget Planning and Process

1.	Sub-topic: Budget

Discussion: No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Sanitation of Building

Discussion: Discussed sanitation protocol. Staff have been reminded to sanitize the building at each building visit. Continue to use social distance measures, stagger sessions if not remote, screen for virus, use biggest conference room to ensure distance, wipe down tables, chairs, door knobs, phones, computers, bathrooms and any other applicable items, etc., wash hands regularly and thoroughly, utilize available hand sanitizers, gloves and other safety measures. Jess suggested masks throughout the building.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Screening tool

Discussion: Based on concerns regarding covid, Jess suggested calling px and family and using current in person screening form prior to in person session.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Drill for February 2022

Discussion: Jency Johnson completed drill for February 2022

Outcome, Actions, Timeframe: Completed

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:

Discussion: No Discussion: No discussion

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic: Charts

Discussion: Discussed adding 30, 60, 90 day reviews to planner and highlighting need, and Jess requested that counselors schedule time for documentation after sessions and intakes. Jess encourages self-care and appropriate boundaries when scheduling sessions and intakes. Jess reminded staff that documentation is due 24-48 hours after services and provided staff with a calculator that makes scheduling review dates easier. Individual plans must also reflect the risks identified on the Nirvana.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Screening

Discussion: Jess reminded staff about needing a screening for all charts and reentries

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Remote Services

Discussion: Jess reminded staff that we are operating in office and reminded staff to return charts to office for appropriate storage. Continue to use locks on luggage with “Confidential” in order to maintain confidentiality.

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: Safety Plan

Discussion: Naomi at IYPC requested that staff give her ideas on what changes they might like to see on the safety plan as she plans on working on an update. Staff to send ideas on possible updates.

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: Biographical Addendum

Discussion: Discussed possible addendum with staff and am awaiting update on intranet before proceeding.

Outcome, Actions, Timeframe: Pending

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1. Sub-topic: Nirvana

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Outreach Plan

Discussion: Due 2/22/22

Outcome, Actions, Timeframe:

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic:

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:

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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:

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:

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:	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: CINS Performance Packet/FL Network Reports/ Policy procedure update

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

1.	Sub-topic:

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:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Administrative Building

Discussion: Roy to provide a copy of master keys to Cindy Starling

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: See above in outreach plan.

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

Risk Management

A.	Risk Management Plan (exposure to loss)

1. Sub-topic: Risk Management Report

Discussion: See above discussion

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic: Productivity

Discussion: See above

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: IT

Discussion: Jess reminded staff not to use personal technology for any direct care services and reminded staff to defer to Zach with any technological difficulties.

Outcome, Actions, Timeframe:

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic: SNAP and Misc.

Discussion: SNAP Staff offered updates in their respective programs.

Outcome, Actions, Timeframe: Thank you to all staff for all of your hard work and support.

2.	Sub-topic: Check in

Discussion:	Jess checked in regarding any questions or concerns staff may have.

Outcome, Actions, Timeframe: Ongoing

Respectfully submitted by:

Jessica Bechtold	2/25/22