COMMUNITY RESOURCES FOR JUSTICE
Quality Council
October 21, 2013
1:00 p.m. – 3:00 p.m.
500 Harrison Avenue
Meeting Minutes
Members Present: Leonard Andrews, Daniel Cluff Jr., Heriberto Crespo, Tom Grinley, Steve Levitt, Adrienne Methot, Susan Jenness Phillips, and Jean Wright
Invited Guest: Dr. Wally Coyle
Members Absent: Dick Guy, Raphael Medina, Anna Poplasky and Gabriella Priest
Materials Presented: QC Agenda, QC Minutes for September 2013, QC Flowchart (Sargent House), and Residential Orientation Checklist
Check-Ins:
Daniel:
· CSMA is implementing one program in a new house (Step Up). Opening December 1st.
· There will be a new four bedroom program within 3 months for Shared Living, by the first and second week of November, 2013.
· Hiring a Shared Living Assistant Director in January.
Steve:
· Busy with Quality Control Plans (QCPs) for all SJS programs (done quarterly).
· Traveling to New Hampshire tomorrow regarding ACA accreditation and will be at Horizon House for the rest of the week.
Heriberto:
· Completing standard operating procedures for CSMA Shared Living.
· Compiling data for the Client Satisfaction Surveys for CSMA.
· Another 2 months of CPRs to complete. Most recent was completed on October 25.
· Visited Sargent House in October and conducted a walk-through.
Len:
· All is going well at Sargent House.
· Working on a new contract, expecting challenges and changes. The new contract will be great for the clients. Will be focusing on the goals and objectives.
· Waiting on the approved contract.
Jean:
· September 2013 MMRs were just completed. Second MMR notification notices regarding late data will be issued tomorrow if necessary.
· Assisting with updating documentation for the Accreditation at Hampshire House.
· Coolidge, Horizon, and McGrath Adult Satisfaction Survey have been completed and submitted to Steve.
· Nothing new to report regarding the CRJ Classifieds.
Tom:
· In the process of improving MMR data collection.
· Looking at what CSNH programs can/are working on.
· There is one person who is a wiz at user friendly forms.
Adrienne:
· Recently had to re-call previously issued bonus checks and re-issue them again last week Friday. Still compiling information regarding who has not returned previously issued bonus checks as of yet.
Dr. Coyle:
· Will be conducting Project Management Training in Boston on January 23rd and might be able to have some CRJ staff attend. This will be a 1-day training for MA Department of Health and Human Services, located at 600 Washington Street.
· Another series is scheduled for April 2014 regarding grant writing.
Susan:
· Happy to announce there will be a new staff person, Penny C. White, she has accepted the offer and will be starting in the SQA Department, as the Quality Assurance Coordinator on November 12, 2013. Penny comes highly recommended to by former staffer Tim Perdue and CSMA Assistant Directors.
· Consultant (and former MA Department of Correction Commissioner) George Vose will be conducting a review of all adult SJS programs, focusing on their strengths and weaknesses. He also would like copies of all Policy & Procedures for the 5 adult SJS programs.
· P-Tracking (Property Tracking) – Used for tracking how managers issue CRJ employee/staff property (key cards, vehicles, laptops, credit cards, etc.). Hopefully this will be completed before Wednesday.
· Problem with resigned, transferred or promoted staff with returning CRJ items. There is currently a Standard Operating Procedure (SOP) in place for P-Tracking.
Quality Improvement Spotlight
The following commentaries were shared by QC Members regarding examples of Quality Improvement that were individually observed throughout CRJ:
Heriberto: Gary Best – Sargent House
“Utilizing a brand new medication process.”
Len: Gary Best & Len Andrews (Sargent House)
“This collaboration and starting an expectation to do a job and to do a job well.”
Jean: Steve Levitt – SQA Department
“Observing Steve Levitt at McGrath House while conducting case file reviews. I was amazed at the rapport that was displayed between Steve and McGrath House staff.”
Tom: CSNH
“Requirements for new processing at CSNH. It is highly structured and supervised. Looking for the very best practices.”
Dan: Susan Jenness Phillips
“Hiring Penny C. White as the new SQA Coordinator. Penny will be awesome.”
Susan: George Vose
“Hiring George Vose for the review of SJS. Amanda Smith as the new interim Assistant Director at Hampshire House and being in charge of accreditation.”
Adrienne Payroll Department
“Their amazing job of rolling out the CRJ bonuses.”
New Flowchart Discussion)
Ø Marcy and Maria – SJS Project and changes will be made in the next 30 days.
Ø 60 day follow-ups to E-Learning /E-Academy (communications skills).
Ø 90 day refresher for E-Learning.
Ø 30 day is lacking at SJS.
Ø Basic training would use the roster (do not have categories).
Ø Michelle McCormick does not want to use E-Academy at CSMA. It is not user friendly.
Ø More work to be done on the mapping for E-Academy.
Ø Len has the master list (30 days, 60 days, and 90 days) for an example.
Ø Use the 80/20 rule and see if it works.
Ø Marcy, Maria, Adrienne, and Len, to sit down and set up a format for how to get this process going. Incorporate into evaluations and work from Len’s original flowchart.
Ø As of January 1st, 2014, Marcy and Maria will meet once a week for a formal approach. Will also discuss management for January 1, 2014.
Ø Marcy will have one week of training for SJS (new hires).
Ø Waiting on feedback from substance abuse & suicide prevention.
Ø SJS will be using the Sargent House model for all of their departments. Sargent House will be the pilot program.
Ø In January and March the data will be entered. Adrienne will need to confer with Maria.
Ø Send Len the original residential counselor orientation checklist/action plan. Len will use the original 3 column format.
Ø Len, Maria, and Marcy will identify the hours.
ACTION PLANS:
o Identify trainings for middle level managers (should be consistent).
o Len should be able to provide Dr. Coyle with information on how to improve skills.
o Template to be created for Sample of CQI Process (CQI Templates should be used as an example).
Meeting Adjourned at 3:00 p.m.
Next Meeting: Susan will send a doodle regarding the next rescheduled QC meeting for November 2013.
Respectfully submitted,
Jean Wright
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