Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: April 29, 2021

Time: 10am

Location: Remote for Bivens

Date of Next Meeting: May 27th, 2021

Attendance: (Remote) Jessica Bechtold, , Jennifer Wilkison, Evelitza Soto, Riley Redington, Mary Simmons, Memphis Robertson, , Kim Diaz, Isaiah Harmon, Corey Collins , Blake Lusby

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

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: Jen Wilkison submitted HMIS entries based on newer criteria to Liz Tschumy on 4/28/21.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: SSN

Discussion: Jess reminded staff to obtain necessary identifying information on all documentation.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Employee Handbook

Discussion: Jess redistributed handbook and requested that staff re-review all COVID precautionary measures.

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: QI

Discussion: Jess Discussed QI Audit outcomes.

Outcome, Actions, Timeframe: Pending final report

5. Sub-topic: Intake Documentation

Discussion: Jess discussed the need to document reasons for virtual services on all Intake Tracking forms, reiterated the need to review high risk sexual behaviors and situations as well as the importance of adding the duration to the log on the tracking for under “sexual education.”

Outcome, Actions, Timeframe: Ongoing

6. Sub-topic: Peer Reviews

Discussion: Jess reminded staff of upcoming peer reviews. Jess to meet with Kiriam and Blake to discuss protocol.

Outcome, Actions, Timeframe: Ongoing

7. Sub-topic: CARF

Discussion: Reminded staff of upcoming/pending CARF Audit.

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 Levy position and the transition from SIS Program Facilitator to FAC counselor/ case manager. Jess also discussed the need for Blake to attend intakes and sessions.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Training

Discussion: Please complete all training on Bridge, skillpro and intranet. Jess also provided a quick recap on deaf and hard of hearing services as well as documentation.

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: Reopening

Discussion: Discussed reopening and possible plan that would still allow for appropriate distancing.

Outcome, Actions, Timeframe: Pending discussion with upper management.

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: 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 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 April 2021

Discussion: Jen Wilkison completed safety drill for April 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, adding the sexual risk education, eliminating the use of NA but rather specifying as to whether it was not reported or unobtainable, and requested counselors fill in all blanks particularly regarding px health care.

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 May, 2021.

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: Re-Licensure Visit

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Basic Center Discussion

Discussion:

Outcome, Actions, Timeframe: Florida Network Update

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.

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	April 29th, 2021