COMMUNITY RESOURCES FOR JUSTICE Quality Council December 19, 2013 2:00 p.m. – 4:00 p.m. 355 Boylston Street
Meeting Minutes
Members Present: Leonard Andrews, Daniel Cluff Jr., Heriberto Crespo, Steve Levitt, Raphael Medina, Adrienne Methot, Anna Poplasky, Susan Jenness Phillips, and Jean Wright
Guest: Dr. Wally E. Coyle
Members Absent: Tom Grinley, Dick Guy, and Gabriella Priest
Materials Presented: QC Agenda, QC Minutes for October 2013 (November 2013 QC Meeting Cancelled), CQI Template
Check-Ins:
Daniel: Since October, Shared Living has received 2 additional individuals. These referrals were not internal but external, from the Department of Developmental Services. Currently 21 shared living clients!
Steve: Currently starting to work on the Quarterly Control Plans (QCPs) for the 4 Federal Bureau of Prison’s programs in SJS. Hampshire House recently passed its reaccreditation audit with a compliance rate of 100% mandatory standards and 99.4% non-mandatory. Along with Heriberto, will conduct a walk-through tomorrow at Brooke House as part of Heriberto’s transitioning. (Heriberto will be taking over Brooke House as of 1/1/14). Conducted an accreditation “kick-off: meeting at Coolidge House. Coolidge House has many concerns that need to be addressed before accreditation can be achieved.
Jean: MMR’s are mostly up-to-date for the month of November 2013. There is nothing new to report regarding the CRJ Classifieds.
Raphael: Tech Services needs reports from staff on how and if the VPN project is working or not. Work is being done on upgrading the data center and cannot move forward until all completed. After all the upgrades are done, the system will be reviewed again to see if the project will be finalized (at the Shirley offices). Focusing on solutions and collaborating with other departments. The CS VPN will be managed by an outside source. The Corporate Office also has an outside source managing their VPN (which makes the system faster with less delays). The Administrative Offices do not have this. CSMA – Opening another program, tech services required, focusing on training.
Penny: OSHA Regulations – Requiring the Hepatitis B shots are mandatory with CSCT programs. Five audits have been completed within CSMA with great results so far.
Page 1 of 3 Heriberto: CSMA Client Satisfaction Surveys - They are in the final stages of draft completion. Requesting feedback from CSMA administrators and Susan. Heriberto will be working to finalize it. Len and Heriberto expecting a new modified contract from the Department of Children & Family (DCF) and the Department of Mental Health and working on new regulations for this contract.
Len: Sargent House – The current contract has been extended for 6 months. While it is good because it brings in more money, the reason for it is now known. Currently comparing the old and new contract. Sargent House does not fit the true model of DCF. Leveraging for a higher client rate. Hiring clinician on hold right now. Had to find quality people for 6 clients – 2 beds opening. Expecting and wants answers from DCF.
Dr. Coyle: Conducting a project management course for DCF on January 23rd at 600 Washington St., Boston, MA. Additional sessions running on January 24th and 30th. He is trying to see if there are any openings for QC staff to attend.
Anna: Made changes on the web-site. External News has been added. Putting together an Editorial Team with Dan Robertello, Sergio, Mike Kane, Lindsey and Anna. Looking for content on the site. Still in the formation process. Obtained an $8,000 grant for a bio-feedback program for CS clients which includes a software package that helps with mindfulness, relaxation, and deep breathing using finger sensors. Being used for clients but staff could use this also! Planning for the Spring 2014 Annual Event. Ed Davis will be the honoree.
Adrienne: CRJ & Payroll W-2’s should be sent out by the end of January, 2014. This week wraps up the calendar year. Cherlyn will be processing payroll with Michael. Jackie Moore spoke with the Executive Committee (in regards to the client who murdered an employee in Revere). Rick and Adrienne are talking with their HR director to get some feedback. CH staff are in the 3rd session of Team Building training. OSHA – coming out with new regulations. Targeting Social Services and seeing some changes over a period of time in regards to safety. Wellness Committee – Annual physicals are still being encouraged to staff. ($100 bonus check issued when employee submits documentation of an annual physical or a letter from their doctor. Floating Holidays (FH) - Exempt Staff cannot carry over any FHs that have not been used by January 31 (2nd day, December 31st (1 day).
Susan: PREA language needs to be listed on CRJ’s website and will be talking to Anna about it. Presented a PREA introduction to the SJS Department. The PREA Policy and Procedure is 99% completed. All adult SJS program Resident Handbooks will also include revised language about PREA. Data needs to be collected for PREA and there are about 50 measures. Each adult SJS program needs to collect data. George Vose – Talking to the 5 adult programs within SJS and working on analysis of them all. Regarding, Hampshire and Horizon House, he was not happy with the policies and procedures. Updates needed on all manuals. After all reports are done, a debriefing will occur. CSCT - Coventry residence is a nice house and new type: 5 beds, a CLA vs. CRS. Impressed with the program manager. OSHA – Impact on CS programs, greater impact on CSCT. Reviewing what needs to change for SJS adult & juvenile services also.
Page 2 of 3 Kudos to the Hampshire House staff for their successful reaccreditation audit. It is the only program to be reaccredited in 3 years. (All others lapsed). Steve did a good job assisting Hampshire House staff in preparing for the audit. Bill Coughlin – Talked to SQA at last SQA meeting regarding “Benchmarking.” MCHSP had a workshop at their latest conference. Bill is part of the project and has volunteered CRJ to participate in the project. SQA Staff – 2nd part of the Team Effectiveness Survey. Planning in January. Pleased to bring forward to the team, things that SJP has learned.
Quality Improvement Spotlight
The following comments were shared by QC Members regarding examples of Quality Improvement that were individually observed throughout CRJ:
Susan: The SQA staff “For their hard work, their ability to work together and for being “quality” staff.
Heriberto: James Fenton – Administrative “For spearheading the major clean up at 500 Harrison.”
Len: SJS Director’s Meeting “The best he has ever seen to date.”
Jean: SJP, Heriberto Crespo, Steve Levitt – SQA Department “I was impressed with the staff in regards to the Hampshire House reaccreditation.”
Anna: VPN “How the network is working faster.”
Discussion
E-learning system and what it can do. Training impacts an employee’s initial hiring and is a factor in reaccreditation (# of employee training hours). Sargent House will be used as the model. New employee orientation, working with Marcy. Redesign E-Academy; Marcy to keep it updated with employee trainings. Looking to complete this project in 6 months.
ACTION PLANS: o Adrienne and Heriberto will work on acquiring the retention rates (numbers). o Dr. Coyle will draft a version of the CQI Plan for discussion at the meeting on 1/6/14, 10:30 – 12:30 in Adrienne’s office with Len, Heriberto and Susan.
Meeting Adjourned at 4:15 p.m.
Next Meeting: January 8, 2014 at 500 Harrison Avenue, Large Conference Room.
Respectfully submitted, Jean Wright
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