Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: 10/27/2022

Time: 2pm

Location: Bivens

Date of Next Meeting: November 28th at 2pm

Attendance: Arielle Tibon, Adam Hassan, Olivia Hollier, Rebecca Hunt, Jessica Bechtold

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Diana distributed Budget

Discussion:

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach and Productivity

Discussion: Family Action has seen an increase in referrals especially from school counselors and law enforcement. Counselors continue to provide outreach to schools in Alachua County. Jess reminded team of productivity requirements.

Outcome, Actions, Timeframe: Ongoing

2.	Sub-topic: Shelter

Discussion: Jess and team continue to refer to and collaborate with IYPC. A huge thank you to Belinda and Naomi for the referrals.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1. Sub-topic: Documentation and signatures

Discussion: Jess and the team discussed documentation requirements and Jess requested that counselors resubmit charts in need of any additional signatures (after the initial chart review) within the first two weeks of intake. Unless I am remote; my signatures will always be in person and not electronic.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Peer Reviews

Discussion: Peer reviews completed in the month of October for quarter 2.

Outcome, Actions, Timeframe: Completed

3. Sub-topic: Distractions

Discussion: Jess reminded team to be mindful of any distractions that may impede upon services.

Outcome, Actions, Timeframe: Completed

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Training

Discussion: Arielle Tibon, Olivia Hollier and Rebecca Hunt attended motivational interviewing In Paisley Florida on 10/25/2022.

Outcome, Actions, Timeframe: Completed

2.	Sub-topic: Open positions

Discussion: We are currently advertising for one administrative position along with two counseling positions.

Outcome, Actions, Timeframe: Ongoing

3.	Sub-topic: Training

Discussion: Jess reminded team to complete all annual training by the end of the year ad reminded each to use training check list in order to ensure completion.

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 schedule. Continue to use social distance measures, stagger sessions if not remote, 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 October 2022

Discussion: Jess and Tiffany completed drill for October 2022 and completed medical kit audits.

Outcome, Actions, Timeframe: Pending

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

1.	Sub-topic: Fire Inspection

Discussion:Initial Fire inspection completed on October, 23rd, 2022. Reinspection on November 23rd, 2022.

Outcome, Actions, Timeframe:	Pending

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

1.	Sub-topic: Abuse Reports

Discussion: No Discussion: Discussed Abuse report process and documentation as a refresher

Outcome, Actions, Timeframe:	Completed

III.	Quality Improvement

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

1. Sub-topic: Charts

Discussion: Jess reminded team to document reason parents choose remote services. In addition, Jess reminded team to add emergency contact to front page of remote release.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Releases and communication

Discussion: The team discussed important items to gather/ exchange with CDS programs and with referral sources when we have a release.

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: Directors monthly budgets

Discussion: Diana sent out an updated budget today. Please review and contact Diana with questions.

Outcome, Actions, Timeframe: Evelitza found errors in SNAP expenditures and will discuss with fiscal. Directors requested a current fiscal category description.

B.	Marketing and Business Development

1.	Sub-topic: New logo sneak peek at Annual meeting

Discussion: Annual Meeting we are encouraged to wear green. Feedback from September’s CINS meeting was provided to Paula. Staff awards will come with a framed certificate.

Outcome, Actions, Timeframe:	November 17th 12:00 pm Sweetwater Branch Inn

C.	Regulatory Issues

1.	Sub-topic: Annual Financial Audit in progress.

Discussion:	No discussion

Outcome, Actions, Timeframe:	Will notify Directors/Supervisors when files are ready for pickup from Bivens.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Training -DCF required training update

Discussion: Alex attended DCF meeting in Jacksonville and sent the new DCF training grid to residential directors/supervisors. The new training requirements are effective November 1, 2022.

Outcome, Actions, Timeframe:	Please review and highlight the courses that are the same as CDS training grid.

E.	Annual Budget Planning and Process

1.	Sub-topic: Annual Budget/Overtime

Discussion: Ways to reduce overtime: Manage shelter schedules on a daily basis. Directors commented that all overtime was due to lack of staff. Central lost two YCW positions, East need 2-3 more YCW, and NW has one new hire and hopes that will eliminate almost all overtime.

Outcome, Actions, Timeframe:	Overtime reduction mandatory. Must seek approval for overtime beyond 15 hours per program. Be prepared to explain reason for any overtime. Directors are requesting an updated payroll budget report.

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: Standardizing Material to include in the Residential files

Discussion: Almost complete on Residential files. Intake forms, Mother form, and Chart Order forms are complete. Travel log-does it need to include names of px’s? Tracking Form-different for Central-will include as optional at IYP-C

Outcome, Actions, Timeframe:	Travel logs will include participant names. Central will maintain their current tracking form as an option. Please do not allow staff to create new forms without bringing it to staff meetings for discussion. Our goal is to standardize our forms for programs.

2.	Sub-topic: QI Peer Reviewers/ Preparing for QI

Discussion: Managers should be paying close attention to files and all operations. Our goal is to be QI ready at all times. Review current Network P&P manual for discussion at November CINS/FINS meeting

Outcome, Actions, Timeframe: East to ask LaToya. Central to ask Bryan, NW to ask Residential Counselor for availability to become Peer Reviewer.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic: Basic Center Grant Program Report Due/90 day follow ups.

Discussion: 30/60 required for Florida Network. 90 day reviews required by BCG.

Outcome, Actions, Timeframe:	Please work with Liz to provide all information needed to complete BCG report due by Friday, October 21st.

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Suicide Policy

Discussion: Please pay close attention to the suicide screening questions and policy surrounding levels of supervision.

Outcome, Actions, Timeframe: Please train YCW on the changes with the five screening questions and how each relate to supervision level.

2. Sub-topic: Policy and Form Changes

Discussion: Many forms and policies have changed recently

Outcome, Actions, Timeframe:	Please discard old forms and rely on the Intranet. Please email Sam if you find old forms or inaccurate forms on the intranet and cc Cindy.

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

4. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

5. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic: Productivity plan

Discussion: We need to stay focused and ensure that we are meeting our goal of 22 participants on a daily basis. Family Action Managers need to ensure counselors are reaching 6 new intakes each month. Great Job getting groups scheduled to begin!

Outcome, Actions, Timeframe:	We received a 92% overall Network Report Card for September. We had a drop in bed day at 90.9% and we did not meet our contract measure due to three missing assessments (98%). We are required to hit 99% in completed intakes and assessments (NIRVANA). Our productivity plan is very sound and we will return to 100%. Keep up the GREAT teamwork!

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:

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: East Clay Electric Grant for cameras in recreation area in back yard.

Discussion: Alex and Marianna to discuss with IT to ensure proper order and installation.

Outcome, Actions, Timeframe: Alex to contact Zach to see if there are options for cameras being installed in back without a complete new system.

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Nursing status vs. medication errors.

Discussion: NW has one 20 hour RN, East has one 20 hour RN, East’s new RN is conducting training with all staff to assist in reduction of medication errors.

Outcome, Actions, Timeframe: Central is still advertising for an RN.

B.	Counseling and Programming Issues

1.	Sub-topic: Suicide Forms and Policy should reflect our “usual” procedures.

Discussion: Sam has returned all previous forms to the intranet. P&P has been revised.	Outcome, Actions, Timeframe: Please review procedures to ensure our team is completing accurately.

VII.	Other Business:

1.	Sub-topic: Pending Lists

Discussion: I have a copy of all director’s reports if you need a copy. Please see me individually for update.

Outcome, Actions, Timeframe:	Alex self-evaluation needed and Zeke self-evaluation in November. Evelitza please send new insurance card due in November to HR.

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: Rebecca’s company phone pending, Jess laptop in repair, Fax and new printer installation scheduled for August, 2022 (reported delay?). Larry from RJ Young came out the week of 10/24/2022 as Bivens was having issues with the touch screen. Larry to replace screen.

Outcome, Actions, Timeframe:	Pending

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: Forms

Discussion: See email sent with updated form information

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Truancy Court

Discussion: Truancy Court will be held again on November 16th at 330pm.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Wrap Around Services

Discussion: Please be on the lookout for any potential referrals to either SNAP or IYPC. Evelitza agreed to send additional information for the team. Discussed appropriate ways to refer between programs.

Outcome, Actions, Timeframe: Ongoing

Respectfully submitted by:

Jessica Bechtold	10/31/2022