Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: March 25th , 2021

Time: 10am

Location: Remote for Bivens

Date of Next Meeting: March 25, 2021

Attendance: (Remote) Jessica Bechtold, , Jennifer Wilkison, Evelitza Soto, Riley Redington, Memphis Robertson, Hayley Curilla, Kim Diaz, Isaiah Harmon

Absent: Corey Collins (Excused )

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

Discussion: Discussed school outreach, outreach forms, school contacts and utilizing prevention staff as a tool.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1. Sub-topic: Data

Discussion: Jess discussed reasons for discharge in NetMis

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Update to Policy and Procedures

Discussion: Jess discussed updates to policy and procedures and reminded staff to complete or attempt screenings within 72 hours of referral. Sent all policy changes to staff via email.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Additions to intake/counseling services

Discussion: Jess discussed requirements for educational opportunities regarding risky sexual behaviors/human trafficking, HIV/AIDS or sexual education. Jess also noted that if staff have covered these topics in past sessions, staff can resubmit data to Jen in order to update data into NetMis. Jess sent out sample tracking forms and a packet on the above mentioned topics on 3/17/21.

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: Proof Read Charts

Discussion: Jess Discussed the need to proof read charts for blanks, stamps and signature needs. Please remember to put the FLN number on the forms

Outcome, Actions, Timeframe: Ongoing

Outcome, Actions, Timeframe: Ongoing

5. Sub-topic: 30, 60, 90

Discussion: Jen Wilkison to enter 90 day reviews unless otherwise notified.

Outcome, Actions, Timeframe: Ongoing

6. Sub-topic: Screening

Discussion: Upper management are working to update screening format

Outcome, Actions, Timeframe: Ongoing

9. Sub-topic: Fl Network/ Bridge

Discussion: Bridge account updates have been sent to staff for training purposes.

Outcome, Actions, Timeframe: Ongoing

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: DJJ COVID protocols

Discussion: Jess reminded staff of DJJ protocol as it pertains to covid 19 and safety requirements as well as updated Covid questions

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Counselor/ Case Manager Positions

Discussion: Jess discussed open positions as well as current interviewees/ candidates. Jess discussed new hire for Alachua. Jess also discussed NW assistance with intakes as we fill current open positions.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Training

Discussion: Please complete all training on Bridge, skillpro and intranet.

Outcome, Actions, Timeframe: Ongoing

E.	Annual Budget Planning and Process

1.	Sub-topic: Budget

Discussion: Jess received and reviewed updated budget

Outcome, Actions, Timeframe: Completed

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Sanitation of Building

Discussion: Staffs 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 according to CDC standards, 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.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Drill for March 2021

Discussion: Jen Wilkison completed safety drill for March 2021

Outcome, Actions, Timeframe: Completed

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

1.	Sub-topic: Fire inspection

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: Please continue to submit charts in a timely manner for signature. Jess discussed specifying “ electronic signature” on electronically signed documents.

Outcome, Actions, Timeframe:	Please review charts thoroughly before submitting.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic: Peer Reviews

Discussion: Peer reviews to be completed in April. .

Outcome, Actions, Timeframe:	Complete

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: Youth Care Worker Budget

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Basic Center Discussion

Discussion:

Outcome, Actions, Timeframe: Florida Network Update/ Policy updates

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

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:

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: See marketing and business development.

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 to update Zach on all IT related issues. Jess handed in all Levy County devices.

Outcome, Actions, Timeframe:	Ongoing

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe: Pending

B.	Counseling and Programming Issues

Sub-topic:

Discussion: No 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 during this transition.

2. Sub-topic: Truancy Court

Discussion: At last update, Alachua County Truancy court is still on hold due to COVID19 but will be conducting Zoom hearings shortly. .

Outcome, Actions, Timeframe: Ongoing

Respectfully submitted by:

Jessica Bechtold	March 29th, 2021