Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: 04/21/20

Time: 1030-1130

Location: Remote for Bivens

Date of Next Meeting: 05/21/2020 at 1030am

Attendance: (Remote) Liz Pratt, Jessica Bechtold, Cassandra Denham, Mary Simmons, Jennifer Wilkison, Kiriam Diaz, Evelitza Soto, Corey Collins, Isaiah Harmon, Diana Jones, Allison Sickels

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:	Reminded staff to obtain supervisor permission for overtime

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Timesheets

Discussion:	Reminded staff to review timesheets and calculations before submitting. Due to the COVID19 Crisis, we are receiving timesheets via email. Jen will continue to remind staff to submit timesheets and schedules remotely. Jess requests staff to notify her if there are any challenges with this method. We will utilize electronic signatures until further notice.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Admin Leave

Discussion: Jess reminded staff of the purpose of admin leave. Jess discussed possible future assignments to bridge that gap.

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach/ reopening families in need

Discussion: See Accreditation and Regulatory Requirements

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1. Sub-topic: Telehealth/ limitations

Discussion: Discussed ways in which to verify identity through the verification of PHI (should be done with each remote session, COVID19 screening questions in accordance with CDC measures, discussions of the rights, process and limitations of telehealth/phone sessions with families at each session, documenting these procedures on each tracking form. Jess provided staff with a new consent form that specifically addresses remote services and has instructed staff to use this at every intake. . Jess reminded staff of HIPAA compliance with regards to transporting documents and remote sessions and documentation. In addition, each counselor and staff member shall utilize HIPAA compliant luggage with the appropriate confidential tags, sign out cards and luggage locks.

Outcome, Actions, Timeframe:	Ongoing

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Children’s Trust Grant for SNAP in Schools

Discussion: Jess and Corey are actively participating in screening process for candidates and reference checks have been completed, are continuously reevaluating needs as a result of COVID19. As of now, community groups are still pending amidst this crisis. We will provide continual updates as we receive them.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: MAB Training

Discussion: Corey continues to discuss challenges and possible solutions to remote training with the Florida Network.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Finger Printing

Discussion: All candidates for the Children Trust Fund grant have completed finger prints.

Outcome, Actions, Timeframe: Completed

4.	Sub-topic: New HIPAA, Deaf and Hard of Hearing, Security Awareness

Discussion: Jess forwarded the updated trainings and asked staff to complete them and forward to HR and Data. Some staff are having difficulties with the certificates on the computer and are awaiting resolutions.

Outcome, Actions, Timeframe:	Ongoing

5. Sub-topic: Diana Jones

Discussion: Congratulations to Diana Jones, Counselor/Case Manager for becoming licensed as a Licensed Clinical Social Worker!

Outcome, Actions, Timeframe:	Completed

E.	Annual Budget Planning and Process

1.	Sub-topic: Fiscal

Discussion: For orders addressing issues of COVID19, please Use Department code covid19 on the PO.

Outcome, Actions, Timeframe: Ongoing

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Sanitation of Building

Discussion: Jess, Roy and Staff will continue to sanitize building including but not limited to times when the building has been occupied. Staffs have been asked 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

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: Chart/ data submissions

Discussion: Subsequent to intake or exit please send Jen the following items within the 72 hour window and please contact her to assess her preferred method for this submission. Staff discussed challenges and solutions to getting the documentation to both families and Jen.

Outcome, Actions, Timeframe:	Ongoing

2.	Sub-topic: Qualified Supervision Schedule

Discussion: Sam Clark notified staff of supervision schedule via GoTo Meetings.

Outcome, Actions, Timeframe:	Completed

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

Sub-topic: Services during Crisis

Discussion: Jess and staff discussed offering services to families during this crisis and to additionally address goals that directly address challenges with current COVID19 crisis and lockdown. Staff should continue to assist families through this transition, provide counseling/ case management in order to help families access to services, assistance with adjusting to current changes, behavioral issues at home, issues with home schooling and child performance, and any other challenges the families might be facing.

Outcome, Actions, Timeframe:	Ongoing

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: Coordinator’s Budget

Discussion:

Outcome, Actions, Timeframe

B.	Marketing and Business Development

1. Sub-topic: Counselor’s Corner Meeting

Discussion: Jessica Bechtold and Stephanie Douglas are actively coordinating a counselor meeting agency wide in order to mitigate challenges during this transition.

Outcome, Actions, Timeframe: Scheduled for April 28th at 130pm.

C.	Regulatory Issues

1. Sub-topic:

Discussion:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: MAB Training

Discussion:

Outcome, Actions, Timeframe: Awaiting Response

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:	Building Sanitation

Discussion:	Discussed current practices

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Program Safety Issues Update

Discussion: We discussed recent situations and related safety issues and COVID19. Each program addressed issues that directly impact their program as well as issues that impact the agency as a whole (see red items).

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: Staff Meeting Minutes

Discussion:

Outcome, Actions, Timeframe:

.	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: COVID19

Discussion: See Self-Inspections (Reports, analysis, and recommendations)

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/Role Plays

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: COVID19

Discussion: See Self-Inspections (Reports, analysis, and recommendations)

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:	Pending

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: 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: Red Alerts

Discussion: Jess and staff discussed concerns and limitations of services due to COVID 19. Jess submitted these items as red alerts on 04/21/20.

Some families only have one computer for multiple children which makes counseling scheduling difficult

Some counselors have had to schedule weekend sessions due to high demands in online schooling during the week.

Corey currently has a laptop that is not working properly. he has been in contact with Zach but he believes he will need a new laptop

Bandwidth issues at home

Scheduling has been difficult as staff are unable to control family attendance

Some participants are running out of phone minutes for those who elect for phone services

3CX system has delays and loses connection frequently

Caseloads have been cut in half and referrals have dwindled

Staff have reached out to schools and school personnel to inform them of services to generate referrals

SNAP Challenges:

Lack of SNAP Referrals coming in.

SNAP Staff has been reaching out to counselors and school staff.

2. We received one referral yesterday, but the family is not answering.

Referrals that were interested before Covid-19 are now not able/interested in joining the SNAP Program during the summer (May till August).

Technology struggles: families not able to join due to not having Computer/Phone Devices to join the SNAP Group Sessions virtually.

Snap as a whole (Lake City and Gainesville), will need 8 more families to complete our contract of 56 families. SNAP is concerned about contract requirements and what may happen if we are unable to achieve the 56 families.

SNAP Training (Facilitators and more): Based on the conversation with Fl. Network on 04/20 training is still pending. They are unsure at the moment how to proceed with providing SNAP Training.

SNAP Gainesville will be losing two SNAP Facilitators come the first week of June.

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: Zach continues to assist staff in transitioning from in office to remote. Corey discussed concerns with the functionality of his laptop and noted he is in communication with Zach regarding the laptop. Cassandra Denham is having issues with training certificates which have been an ongoing issue and she is in communication with Zach.

Once hired, new candidate will need new emails, phones and laptops.

Outcome, Actions, Timeframe:	Ongoing

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic: QI Indicators

Discussion: On FL Network Website.

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP and Misc.

Discussion: These past few weeks the SNAP Clinical has had to have a complete change in the delivery of the SNAP Group Sessions due to Covid-19. SNAP Clinical has completed 2 sessions on Zoom with our SNAP Girls and SNAP Boys Group. With the permission of Fl. Network and CDI the SNAP Clinical team is allowed to reduce the time frame of the sessions to 30-45-60 minutes each (Parent and Child). On March 31st, SNAP Girls Group conducted the first Zoom session with full participation. The SNAP Boys Group conducted a Zoom session as well on April 1st. Although families were eventually able to log in, SNAP had technological challenges with connectivity. Due to Covid-19 and the employment issues a few of the Families have not been able to join through Zoom. The SNAP Team continues to reach out to those Families and trying to find different ways to meet their needs, and will be conducting remote make up sessions to fill the gap. The SNAP Team has been providing the families with resources in Alachua, Levy, and Gilchrist County (Our Families come from all three counties). For the past two weeks, the SNAP Team has mailed the families their incentives and SNAP worksheets. SNAP Supervisor is extremely proud of the SNAP Team and SNAP Families as it has been a hard transition but we are all taking it a step at a time and using our SNAP skills. Trainings for SNAP are still pending.

SNAP will be moving to gotomeetings for security purposes.

Finally, CINS/FINS Court and Truancy court have been postponed due to the virus and staff will continue to monitor any changes as they unfold.

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

Respectfully submitted by:

Jessica Bechtold	April 21st, 2020.