Leadership Team Meeting

April 2, 2014

Attendees:

Joe Hubbard Jennifer Kirkland Sherri Diven

Karen Louis Melissa DeVault Keith Piercy

Naomi Kaiser Rod TsiptsisRegina Smith

Monique YatesDr. Byrne Carol Webster

Tina Sadler

Joe Hubbard

  • Rod Tsiptsis and Regina Smith attended Leadership Team meeting to discuss searching for beds and the Bed Registry. The bed registry can be used to document a bed search, and hopefully reflect bed availability in real time as it evolves. According to Rod, we have been getting a large number of requests for children’s prescreenings, and while Central State Hospital is the safety net overflow for the other state hospitals in Virginia, he is not aware of where a child might be sent should the Commonwealth Center be full. Regina stated that our clinicians also encounter situations where there may be a bed available at a particular facility, but the facility still does not accept the individual because they claim the referral is “not appropriate” for admission. Hospitals may not always stand by the registry. Documentation is very important in order to accurately capture data on available beds and reasons for facilities declining admission. When facilities are contacted, documentation should reflect the name of the facility, facility staff’s contact information, and outcome. As far as numbers, Central State gets concerned when the numbers reach 96.
  • Jennifer stated that a Safety Plan can also be put in place. If things get worse, they can sign an agreement to contact Crisis if they feel suicidal.
  • Rod stated the Department has encouraged Advanced Directives to be put into practice. Advanced Directives can be a means to empower consumers with self-determination about how they want things to go should they have a psychiatric crisis, as well as using the directive as a means to hospitalize someone over their objection as an alternative to a TDO. If the person is voluntary, there is no need for a TDO.
  • Prescreeners, clinicians, doctors, and hospitals need to be aware if an Advanced Directive is in place, and what to do if it is in place. Electronic records allow us to see Advanced Directives. The safety plan can also be linked in with the Advanced Directive.
  • Carol stated that hospitals need to get this training. Advanced Directives can be basic or very detailed. Document if hospital staff looked to see if the consumer has a directive. It can be a seven page document, or it can be on a card in their wallet. If the consumer states they have one, we have to scan it to put in the chart. Hospitals usually don’t ask if a person has a directive on mental health admissions, but they do on medical admissions. Adult Homes, ALFs, John Randolph CAC, SRMC CAC, and newstaff trainingsare very important for Advanced Directives. We need to get on board with this as soon as possible.
  • We need to look at and put together something on how the Medicaid server can work with the clinical server and bring back to Leadership Team. Read over and pay attention to recommendations.
  • Joe encouraged Leadership Team to look at the email on Health Factors sent out from the Department by Mary Ann Bergeron.
  • Caitlin Feller will attend Leadership Team meeting on April 23, 2014 at 9:30 to give an overview of ROI. She will also demonstrate software for Strategic Planning and program planning to apply for grants. Monique will set up the board room for her presentation. Directors are encouraged to invite managers, supervisors, and anyone that is involved in program planning.
  • Mental Health First Aid training has been completed by adult staff trainers. The trainers are ready to start. Some boards are sending trainers out in pairs. It may be beneficial to have two instructors since the class is eight hours. However, due to the content, Adult and Children’s Services trainers cannot be sent together.
  • Mental Health First Aid trainers for Children’s Services will begin their training this week.

Tina Sadler

  • Continuing to work on the budget. Emails will be sent out for information needed immediately.
  • Candidate for Payroll Accountant declined position. Position will be re-advertised.
  • There are issues with timesheets being submitted on time, and when received are not accurate.
  • Supervisors out on planned leave need to designate someone to sign timesheets while they are out so that it does not delay payroll.
  • Joe approved Finance to hire a temp to assist with any duties needed for payroll or otherwise, while they are understaffed.

Carol Webster

  • Consumers from the group homes and ID have all been relocated. Group Homes are no longer in operation. The consumers and their families are happy with placements.
  • The Dinwiddie Clinic is down to one case manager. Position will be advertised soon.

Dr. Byrne

  • Dr. Zulfiqar has resigned. He has not given his effective date, but will be here through September. He is willing to give D19 one day a week after September for a while if needed.
  • We will maintain our relationship with MCV, and continue to use the services of the MCV resident.
  • Karen stated that we will need to increase our use of the webcam for outlying clinics to ensure consumers are seen.

Monique Yates

  • We did not receive software for CCS until last Friday. We will not have to submit until April 8, 2014, but will try to get it out this Friday.
  • Verizon will install over circuit at John Randolph Hospital Pavilion tomorrow.
  • We have put in an order to increase the bandwidth at Bank Street due to problems with webcams and speed at outlying clinics.
  • We will be looking at IPaddress usage, and sharing the report with Joe.
  • We will be replacing XP desktops with Lenovo or HP.
  • While at DMC training on Friday, viewed a presentation on Connect Virginia. This program will allow us to get the names of D19 consumers admitted to the hospital by receiving a service called Alerts. Through this service we can be sent a list of D19 consumers who were admitted to the hospital. Joe would not like to pursue at this time, but will possibly look at it later with HIPAA policy.
  • Long distance service for Emporia and SVTC was switched over yesterday. Service with Sprint was disconnected.

Naomi Kaiser

  • Attended CoCentrix Users Conference last week.
  • We have been requesting the CCP Upgrade contract for weeks and received it last week. We are reviewing it now.
  • We will be meeting on April 10, 2014 to look at workflows with Valley CSB and RBHA.
  • Will request additional references from CoCentrix for customers who have converted from Profiler to CCP.
  • Call to Cherie was cancelled last week and this week.

Keith Piercy

  • Confirmed SAC’s responsibility on contacting park and caterer.
  • There is no need for a committee for the 40th Anniversary of D19. Staff will be given t-shirts and a group photo will be sent to the local newspaper.
  • Consumers can be videotaped for the All Staff, but a release must be signed. However, we prefer consumers to speak in person.
  • We are looking for staff willing to share their stories and experiences of why they entered the behavioral health field, and why they stay in the field. We would like them to speak at the May All Staff meeting for about five to ten minutes. Interested staff should contact their program/clinic manager. Managers will contact their Division Director.

Melissa DeVault

  • Met with Cameron Foundation for the second grant request. Preparing the additional requested documentation. If awarded, notice will be received by June.
  • Preliminary RFP for state funding for CAS’s in Virginia was released with the anticipation funding will be passed in the budget. It is anticipated that funding will be made available for 10-15 new sites. This funding becomes a line item in the budget and is ongoing program funding. There are only 15-18 programs that still require state funding, so it is very likely that we will receive this ongoing funding in either FY15 or FY16. Proposals are due in May and the awards will be announced mid-June.
  • Now accepting ECO’s at the CAC located at JRMC three days a week from

2:00 p.m. to 10:00 p.m., Tuesday, Thursday and Sunday. Sunday may change to a week day due to lack of prn staff at this time.

  • Still accepting applications for prn staff at the CAC. Please encourage people to apply.

Karen Louis

  • Spoke to Dr. Senu-Oke regarding the educational topic for the Board meeting. Since we have topics scheduled for April and May, he will speak about our PACT program in September.

Sherri Diven

  • We are still recruiting positions for Children’s Services. A floater is helping with the vacant support staff position.
  • Sherri, Diana and staff from Chesterfield/Colonial Heights CMPT, Chesterfield/Henrico CSB, and Chesterfield DSS attended a Senior Leadership forum on how to become a trauma informed agency. Sherri provided Leadership Team with handouts from the forum.
  • She stressed the importance of how to become a trauma informed agency and the need to screen people on some level.
  • Joe will look at this further to see how we can bring into screening tools.
  • Melissa stated that JRH will provide some trauma care trainings in the future.

Jennifer Kirkland

  • The position for the Alarm System Respondent has been re-advertised. We need to hire three staff for this position. The compensation has changed to reflect payment for on-call.
  • Kick-off for cyber recruiter was yesterday. Our goal is to implement by June 1, 2014. Human Resources and IT met yesterday.
  • Pauline Gilbert, HR Associate II, has resigned. Her last day will be Friday.
  • Clinical Users Group will meet here tomorrow.
  • Remind staff that Incident Reports that may indicate/suspect abuse or neglect must be reported to Social Services (CPS/APS). If being informed about the incident by another provider, ask the provider if it was reported. If it was not, the staff who was informed of the incident must call and report it immediately. QI staff will not make the report.