Meeting Minutes
CDS Family & Behavioral Health Services, Inc.
Meeting: Staff Meeting/Training
Date: April 19, 2012
Time: 4:00 p.m.
Location: IYP-NW
Date of Next Meeting: May 17, 2012
Attendance: Tracey Ousley, Rhonda Lockwood, Walter Disbrow, Wanda Collins, Carlton Jones, Johnnie Kelley, Ralph Montgomery, Doris Taylor, Casharo Thomas.
Absent: Stephanie Douglas, Dana Jernigan, Ann Jones, Thomacia Rowe, Tammy Simmons, Sophia Sterling, W.C. “Doug” Thomas, Sabriena Williams.
I. Business Operations:
A. Monthly Budget (Revenue and Expenses)
1. Sub-topic: Purchasing through Staples
Discussion: Sam shared an e-mail from Staples representative Earl Hoskins regarding online purchasing we have set up with Staples.
Outcome, Actions, Timeframe: We are not eliminating purchasing through Capital, but we are continuing to look for the best deal possible.
B. Marketing and Business Development
1. Sub-topic: Spotlight on Youth
Discussion: We really need help with auction items. Please see what you and staff can do.
Outcome, Actions, Timeframe: April 29, 2012 2:00 p.m. Santa Fe College Radha is also in need of 6 helpers who can work both Saturday 4/28 & Sunday 4/29 from 1-5 p.m.
Please let her know.
2. Sub-topic: SAMH East
Discussion: Among the reasons for this decision include, but are not limited to: Having two of the four billing FTE’s open; no qualified applicants to fill the positions; the managing entity requirement to look for administrative and programmatic efficiencies in a year; Stewart/Marchman Act taking over the Putnam Behavioral St Johns contract and offering Outpatient and assessment services; our inability to offer Medicaid services in SAMH East.
Outcome, Actions, Timeframe: Our program will be closing on June 30, 2012
C. Regulatory Issues
1. Sub-topic:
Discussion:
Outcome, Actions, Timeframe:
D. Human Resource Issues (Staffing and Training)
1. Sub-topic: Pending List
Discussion: Items needed were reviewed with staff.
Outcome, Actions, Timeframe: Please provide the requested items to Tracey or Rhonda.
2. Sub-topic: Employee Handbook & Benefits Policies
Discussion: We will provide managers the accruals of their staff with paychecks as a tool to help manage the requirements of the Policies. Sam gave out accruals for staff to managers as of last pay period.
Outcome, Actions, Timeframe: A maximum of 120 hours annual leave time may be paid at termination to employees who leave CDS in good standing and provide proper notice. Full time employees can accrue a maximum of 240 hours of annual leave beyond December 31st of each year. Any additional hours will be transferred to the employee’s sick leave.
3. Sub-topic: Postings Required
Discussion:
Outcome, Actions, Timeframe: Remove Florida Advocacy Council Poster (It no longer exists.) Replace Need to Know Telephone Numbers with Need to Know Telephone Numbers & Websites (New Listings on this poster include: Alcohol & Addiction 24 hour Hotline; 1-800-851-3291 Disability Rights Florida www.disabilityrightsflorida.org; Narcotics Anonymous 352-376-8008; Florida Bar’s Online Lawyer Referral Service
www.floridabar.org/divpgm/lronline.nsf/wreferral6) Post Employee Rights Under the National Labor Relations Act (Two Pages) regarding Unions; Post Access Florida for Circuits 3 & 8. Please replace these forms by May 15th.
4. Sub-topic: Training – Self Harm
Discussion: Training video was shown and discussed.
Outcome, Actions, Timeframe: Document training topic in each training file.
E. Annual Budget Planning and Process
1. Sub-topic:
Discussion:
Outcome, Actions, Timeframe:
II. Health and Safety:
A. External Inspections
1. Sub-topic:
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: CARF Recommendation
Discussion: Tracey and Rhonda reviewed the Progress Note P-1047 policy and stressed again in the importance of completing all documents fully and correctly with the appropriate signatures and credentials. Every time you sign your name to a document, put your creditials, Progress Notes: Event put a Starting Time and an Ending Time. Summary statement: State the Shift and the Entry Time. Complaint/Grievance box needs to be checked and full at ALL times.
Outcome, Actions, Timeframe: Please ensure compliance with the policy.
B. Outcome Management (status, reports, recommendations)
1. Sub-topic:
Discussion: No 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: Complaint Procedures
Discussion: Based on the feedback from the CARF Surveyors we need to also make copies of the blank forms available in assessable areas.
Outcome, Actions, Timeframe: Please ensure that our grievance folders remain stocked with blank forms at all times.
F. Planning Documents (reports, status of goals and objectives, reformulation)
1 Sub-topic: Strategic Planning
Discussion:
Outcome, Actions, Timeframe:
2. Sub-topic: Accessibility Plan
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
A. Risk Management Plan (exposure to loss)
1. Sub-topic:
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:
Outcome, Actions, Timeframe:
B. Counseling and Programming Issues
1. Sub-topic:
Discussion:
Outcome, Actions, Timeframe:
VII. Other Business:
1 Sub-topic: Av-Med Issues
Discussion: Tracey and Rhonda reported that CDS will begin the benefits review process soon and we are soliciting feedback on your insurance benefits. Specific examples of issues and/or problems you have encountered are preferred.
Outcome, Actions, Timeframe: Provide any feedback in writing to Tracey or Rhonda by April 27, 2012.
Respectfully submitted by:
Tracey Ousley / April 19, 2012Name Date
Rev 9/08 1 of 4 F-AD-1001