Attendance:
Michael, Jeff, Lauren, Sandy, Nitha, Kerri, Josette, Carol, Dielle
Notes:
Communication pathways one-pager
Michael reviewed the new document: it outlines whom to contact about different branches of the EPI-SET project (e.g., implementation questions, evaluation questions, research-related issues, etc.)
Michael will circulate with the meeting minutes
First global NAVIGATE Conference, “COME TOGETHER”
Highlighted this upcoming conference
conference registration link: https://lp.vp4.me/qp1s
Review of clinician onboarding and training processes
Trying to better understanding the process for onboarding
Carol said that, although Thunder Bay site has not yet needed to onboard new staff, they are considering a standardized, site-based process or guide to onboard staff into different roles
Michael had polled site leads on local onboarding processes and compiled Excel spreadsheet. He reviewed this data briefly during meeting.
This data can provide background for development of a standardized onboarding process at backbone and local site level.
Michael also reviewed the current EPI-SET Staff Onboarding Process flow chart: Describes roles played by site leads, PSSP, CAMH Education, and Slaight Centre.
PSSP clarified a couple questions raised by Dielle about process.
I.S. coaching has to do with how to implement the model into site process and is not clinical coaching. PSSP does not provide clinical training or coaching. PSSP has linked with Slaight Centre for clinical support.
IS requests to meet with new clinician.
Michael asked to initiate a QI process on onboarding to see what’s working well and what could benefit from improvement. Initiated a retrospective analysis.
Kerri and Carol recommended checking in with new staff directly to get feedback on their onboarding experience
Carol: thought it would be useful if IS include site leads on welcome email to new staff (so that they can see the resources shared, for example)
Michael: Highlighted low completion rate for e-learning courses. Pointed out that you can go through the course without completing the knowledge checks, which would leave them counted as “not completed”. Also, staff who completed the in-person training may not have needed to do e-learning as well.
PSSP proposed to send out site-specific dashboards periodically to site leads so they can review who has completed the e-learning.
Kerri, Carol and Josette agreed that this would be helpful. They’d like to know when staff complete the course, as well. Can be used to track progress and help understand why they may not be completing.
Michael asked whether role-play or other applied learning, would help improve onboarding (as done during in-person training effective)
Kerri: Has heard fairly negative feedback about existing IRT training. However, she didn’t like role-play during in-person training; she said she doesn’t like role-playing as an instructional technique. She thought NAV is learned through using the material, shadowing, coaching, and mentoring.
Carol: Seconded the importance of shadowing. Being able to see how a clinician uses a module can be very helpful.
Michael reflected that the discussion indicated a few first steps to improve the process – i.e., sending Site Leads regular info on e-learning completion; cc’ing site leads on welcome email; and sharing current onboarding material with site leads to help them gain deepen their understanding of the current process. However, Michael also reflected that there was benefit to the site leads’ suggestion of speaking with new staff to gain more information on what’s working well and what could be improved in onboarding process.
Michael proposed bringing this topic back to next IPC meeting with site leads given its importance and that three site leads were absent.
ACTION ITEMS:
Michael to send communication pathways doc to site leads.
Michael to share global NAVIGATE conference link to site leads.
Michael to continue to follow up with CAMH Education re: site-specific dashboard for e-learning completion. In meantime, Michael to send individual site leads the list of e-learning completion for their site’s new staff.
Michael and Lauren to cc. new staff onboarding email to site leads as well. Michael will also share copy of the email with site leads now for their review.
PSSP to continue quality improvement process on onboarding: explore collecting info from recent hires re: their onboarding experience.
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