Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: June 30th, 2021

Time: 10 am

Location: Remote for Bivens

Date of Next Meeting: August 26th, 2021 at 10am.

Attendance: (Remote) Jessica Bechtold, Evelitza Soto, Alannah Barrett, Isaiah Harmon, Blake Lusby, Jennifer Wilkison, Jency Johnson

Absent: Corey Collins

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: HIPAA/Nirvana

Discussion: Discussed updated form online and upcoming Nirvanna program.

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: Referrals

Discussion: Please send scheduling letters to all referrals received.

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: CARF

Discussion: FAC completed CARF review on 7/23/21

Outcome, Actions, Timeframe: Completed

5. Sub-topic: Risk Screen Questions

Discussion: Jess discussed upcoming update to risk screen questions.

Outcome, Actions, Timeframe: Pending

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Admin Assistant

Discussion: Jency Johnson’s first day was on Wednesday, July 28th and she has already begun entering data for new and old participants. Jency has hit the ground running and we are so appreciative.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Counselor/ Case Manager Positions

Discussion: Jess is currently accepting applications for the part-time Counselor/Case Manager position and the Bronson-Chiefland position Jess will be holding interviews next week for each.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Training

Discussion: Jess reviewed new guidelines for suicide assessments for non-licensed staff. Counselors must have five observed suicide assessments under their belt before conducting them alone.

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: 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 discussed need to wear masks throughout the building.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Drill for Juli 2021

Discussion: Jess Bechtold completed drill for July 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. Continue to identify family requesting remote services.

Outcome, Actions, Timeframe:	Ongoing

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: To schedule Peer reviews the week of August 2nd.

Outcome, Actions, Timeframe:	Pending

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: Nirvana

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: PSF Fillable forms

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:	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: Summer Program Updates

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. Bronson/Chiefland and Levy County equipment/ online fax etc pending.

Outcome, Actions, Timeframe:	Ongoing

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

Sub-topic: Levy Office

Discussion: FAC currently does not have an office available in Levy.

Outcome, Actions, Timeframe: Pending Jonathan equipment storage.

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: Truancy Court/ SARB

Discussion: At last update, Alachua County Truancy court is still on hold due to COVID19. SARB will be held on Zoom only and will begin Sept. 2021

Outcome, Actions, Timeframe: Pending

Respectfully submitted by:

Jessica Bechtold	July 30th, 2021