Service Monitoring and Oversight Sub-Committee

Of the Local Business Planning Committee

 December 13, 2002

 9:00 a.m.

 MINUTES

MEMBERS    Rose Ferguson, Fergie’s Behavioral Center/PFCS

PRESENT:      Jacqueline Adams Cook, CAP Providers Association

                        Alice Smith, Peterkin & Associates / IPA

                        Wallace Morris, Our House

                        Louis Gloston, Peterkin & Associates / IPA

                        Bill Frye, Myrover Reese

STAFF            Densie Lucas, Assistant Area Director, CCMHC

PRESENT:     Terry Eads, MIS Director, CCMHC

                        William H. McDougal, Substance Abuse Services Director, CCMHC

                        William H. Robinson, Residential Services Director, CCMHC

                        Stacy Martin, Clerk to the Area Board, CCMHC

I.          Welcome

             Members were welcomed and introductions were made.

 II.        Announcements

·         The Hub’s next meeting will take place at Angel Home Health Care next Wednesday at 9:30 a.m.  Directions were provided.

III.       Agenda Adjustments

            None

 IV.       Approve Minutes of November 22, 2002 Meeting

Mr. Frye made a motion to accept the minutes as written.  Motion was seconded by Mr. Robinson.  Minutes were accepted as written by acclamation.

 V.         Discussion on Service Monitoring and Oversight Section

·         The section’s narrative (ATTACHMENT A) along with the Policy on Use of Best Practices (ATTACHMENT B) were sent to members through the mail and copies were provided to those who did not have a copy.

·         The Hub announced that at Wednesday’s meeting they discussed the narrative and were pleased to see that they were mentioned as they felt that they were a major part of the overall plan.

·         The Service Monitoring and Oversight Grid was re-distributed (ATTACHMENT C) and Mr. Eads announced that there is a new format that the State would like the grid submitted in.  Mrs. Jenkins is currently working on this new format.  The information will not change, just the format.

·         Ms. Smith asked if best practices have been identified for all target populations.  This has not been done as the State has not released the information as of yet.

·         Final plan will be submitted in April.  There will be additional committees starting to address sections due in April.  One of the new committees will be Access Committee.

 VI.       Planning

·         There was discussion regarding the frequency of meetings for this committee.  It was suggested by Ms. Ferguson to meet every two weeks.  Therefore, the next meeting is planned for January 10, 2002 sat 9:00 a.m. with subsequent meetings occurring every two weeks thereafter.

·         Mr. Eads requested that members take the grid and place items in date order, like a Gant Chart as this will help with the process of identifying resources and get an idea of what needs to occur first.

·         Ms. Lucas announced that CCMHC’s consultant who was assigned by the State has been and currently is reviewing our materials and informs us that we are on track. 

VII.      Round Robin

·         Ms. Smith shared a revision to the Incident Report Form that was created by providers (ATTACHMENT D).  She asked that members review for content and provide feedback. 

-          CCMHC staff will consult with Ms. McComas, privacy officer, to see about placing an individual’s name and/or I.D. on the form from a HIPAA perspective. 

-          Densie suggested incorporating the log that is used by CCMHC and distributed to members for consideration (ATTACHMENT E).

-          There was discussion regarding the responsible person for writing the report when multiple staff are involved. The report should be written by a primary person with subsequent persons signing to demonstrate concurrence with the report.  If a person involved does not agree with the write up they can write their own interpretation of the events.

-          Since some providers present had questions regarding use of various interventions, Ms. Lucas will provide a list of approved trainings.

 VIII.    Next Meeting

            Friday, January 10, 2003;  9 a.m.