Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: November 19th 2021

Time: 10 am

Location: Remote for Bivens

Date of Next Meeting: December 16th, 2021 at 10am.

Attendance: (Remote) Jessica Bechtold, Evelitza Soto, Corey Collins, Leigh Kassem, Alannah Barrett, Jency Johnson, Patrickk McDonald

Absent: Ashley Harrynarine (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: Due dates and Processes

Discussion: Remember to stamp referrals as received, initial, date and log into referral log. As a brief reminder, issues and goals must be reflect Ungovernable, runaway behavior and truancy related behaviors. In addition, please remember to send out letters to families and maintain (or attempt) consistent communication throughout the week. Reviewed due date for documentation and data entry.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Annual Meeting

Discussion: Held November 12th. .

Outcome, Actions, Timeframe: Completed

3. Sub-topic: Documentation Changes

Discussion: Jess notified staff that there will be upcoming changes to documentation once Nirvana rolls out. .

Outcome, Actions, Timeframe: Pending

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: JJIS and PAT

Discussion: Patrickk is fully trained in PAT and Ashley is scheduled for PAT. Alannah will need MI in person. Susan Stormant noted she would update us once they schedule an Alachua training.

Outcome, Actions, Timeframe: Pending.

2. Sub-topic: Nirvana

Discussion: Discussed recent training for some staff, discussed some of the requirements, discussed data entry and January 2022 roll out needs.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Hardships

Discussion: Continue to update Jess on hardships because of COVID (anything that limits services) – No shows.

4. Sub-topic: Deferred Prosecution

Discussion: James Berger trained Jess and Staff in deferred prosecutions.

Outcome, Actions, Timeframe: Completed

Outcome, Actions, Timeframe: Ongoing

E.	Annual Budget Planning and Process

1.	Sub-topic: Directors Budget

Discussion: Reviewed during the EMT meeting

Outcome, Actions, Timeframe: Completed

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Sanitation of Building

Discussion: Discussed sanitation protocol. 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 November2021

Discussion: Jency Johnson completed drill for November 2021

Outcome, Actions, Timeframe: Completed

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

1.	Sub-topic: Fire inspection

Discussion:	Roy completed inspection

Outcome, Actions, Timeframe:	Completed

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. Please continue to flag signatures, fill in blanks and ensure your CARF is handed in for grading. Jess reminded staff to label and stamp charts while including the FLN number on each and please attempt to obtain px signature.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Suicide Risk and Individual Plans

Discussion: Jess discussed suicide risk flags and goals to address on the individual plan. Discussed additional Professional Organizations for Safety Plan.

Outcome, Actions, Timeframe:	Ongoing

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic: Releases

Discussion: Jess discussed Training file needs and upcoming QI review. Jess asked staff to review annual t raining list provided to each staff member and notify her of any additional training needs they may not have. We will review training files in December, 2021 before the holiday.

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:

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:

Discussion:

Outcome, Actions, Timeframe:

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: Jess discussed privacy and confidentiality best practice.

Outcome, Actions, Timeframe:	Completed

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/ Policy procedure update

Discussion:

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

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:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Administrative Building

Discussion: 6th will be moving to Bivens (Ste 7)

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: No discussion

Outcome, Actions, Timeframe:

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: SNAP and Misc.

Discussion: SNAP Staff offered updates in their respective programs.

Outcome, Actions, Timeframe: Thank you to all Family Action and SNAP for all of your hard work and support.

Respectfully submitted by:

Jessica Bechtold	November 19th, 2021