In Attendance: Janet, Josette, Krista, Sandy, Alexia, Jasmyn, Chelsi, Shelia, George, Sarah, Mary
Regrets: Dayna, Jeff, Kelsey
Action Items:
EPI-SET project team conference call
Outlook invite sent for May 6th 9-10am to project team – Chelsi
Formulate 5-10 minute summary of progress – Implementation Committee
ECHO calls
Confirm ECHO call time with physicians, clinicians, and site leads & send to Chelsi by next week – PSSP/site leads at Niagara and Durham
Draft Implementation Committee terms of reference and bring back to next meeting – Alexia and Janet
Determine how ad-hoc trainer calls might fit in
Readiness survey
Another reminder being sent today – Mary
Tell site leads who received it – Mary
Follow up with individuals to let them know to complete it/that a reminder will be sent – Site Leads
Connect with Steve to mount/sent the physician survey – Mary
- Follow up with Durham regarding fidelity once contract is finalized – PSSP
- Share family handouts with site leads – Alexia
Minutes:
Teleconference call:
May 6th, 9-10am
Chelsi will send invitation to larger grant members
Each committees to formulate a small summary and send to Chelsi (5-10mins per committee)
ECHO calls:
4th Tuesday of the month from 1-2pm, starting in July
We have confirmation from Josette
Niagara and Durham site leads and PSSP needs to talk to physicians and clinicians to make sure that time works (1h duration for now) and send final confirmation to Chelsi by next week
Every clinician, physician and site lead should be on each one of these calls
There is a 20 min didactic lecture, then a case discussion on a topic relevant to Navigate
George’s Conversation with Navigate Trainers:
George had a conversation with Piper at a recent conference
They identified that there is an opportunity for us to have a call with the trainer to see how things are going, and to see if there are ways to prevent some of the struggles that Slaight had, as well as to be on the same page generally
Thoughts: a) is this a good idea/worthwhile? b) who should be on the call?
As trainers get a sense of practice at the sites, they can transfer knowledge and perspective over time to the Implementation Group (so we can continue our efforts based on what the trainers have noticed)
Her perspective may be different than ours, e.g. might see some early indicators, possibly based on what she has seen at other sites
Site leads/PSSP could be in this discussion
How often should these calls happen?
Trainers can also email Sarah/George but this way is more direct
The trainers might identify “just in time” info and themes based on what they are seeing here and what they have seen in other jurisdictions
Is it worth exploring them joining the Implementation Committee meeting?
we can propose to Piper but will also depend on her schedule
Let’s try to arrange something for this time, and follow up via email
The call shouldn’t be too soon, but should wait until clinicians have more experience with Navigate
As a group, we can think about how best to use the ad hoc call (she is meeting twice a month with IRT clinicians, they can bring things forward too)
E.g. themes, capacity building to incorporate into ECHOs, etc.
It wouldn’t be her providing implementation guidance, her expertise is the clinical practice piece
A higher level themes-based call with her wouldn’t be redundant with the post-training calls
The framework she is coming from is the early resistance here at Slaight
It wouldn’t be clinical staff participating in this call – it would be implementation and site leads participating to get a general perspective
Maybe in May or June this would be more helpful
This week: Alexia and Janet are working on the Implementation Committee Terms of Reference – bring back to next week
This will iron out the purpose and goals of the different parts of this committee
Another thought – maybe site leads don’t need to go to this meeting?
Can fit the call into Terms of Reference and get a sense of the target of the conversation
Evaluations:
Looking to increase response rate of readiness survey sent out 3-4 weeks ago, there’s about a 50% response rate
Went to clinical staff, program management, upper level management
Will send another reminder email after this call today
Please mention to teams including upper level management that a reminder email is coming for this survey – from Mary Hanna at CAMH
Mary will follow up with who it should have gone out to at each site
They are about to send out physician survey as well
Steve will mount it on to redcap later today
PSSP will complete draft report for Niagara EPI fidelity assessment next week, will review internally before it gets to the sites
First report – approx. early May
Had consensus rating meeting for North Bay last week
The delay is in trying to sort through a tele-fidelity strategy, and there is some variance between the measures being used in different locations, so they are trying to determine which items are the most useful/applicable for the project à they will flag this for sites when comparing this assessment to previous assessments
Will follow up with Durham once the contract is finalized
Knowledge exchange:
Jeff shared family handouts, will be shared with site leads after this call
Sarah and George gave feedback so it should be good to send out now
Site leads – if there are other things like this that would be helpful, feel free to mention to your implementation point person in the future (e.g. for other topics)
North Bay clinicians really liked it!
Implementation Updates:
Niagara:
Mapped out their intake process
Have a draft communication for welcoming clients into services, revised based on Navigate
Drafted a communication for the intake workers
The family group with the social worker/IRT is using Navigate materials, piloting using binders and information to families (who are very open to it)
Everyone is trying out using the material with new clients coming in à finding it a little cumbersome sometimes, but that is part of getting oriented to it
Some sessions aren’t getting through all the material in the one designated session
Went through role definition with Sandy when she came down for the site meeting
Team is working really hard at using later modules with existing clients; some clients have been in the program a long time, so it doesn’t make sense to use earlier modules, but they can incorporate later modules
There are focus notes in EMR for IRT/case management/SEE
PSSP is going to include in the fidelity report what Navigate will help with for each item in the fidelity scale which will hopefully will help with clinicians finding it cumbersome
North Bay:
Clinicians usually in first meeting mainly say they have a new model
One person says they will do IRT, another says they will do family
They don’t know if the client will be accepted into the program at that point
Once IRT meetings start, then components are introduced more formally
Amanda: doing IRT with 9 clients
Some are older clients, some are new
Some like the structure, some don’t like the paper work/homework so much; they got good feedback with Piper about this and about how having more discussions as opposed to using formal materials can be helpful
-Julie has 4 members that she is starting family modules with
She found the initial questionnaire takes a long time (1.5+ hours) so is discussing with Susan about that
Things are going well, no formal meetings yet with the whole team, but will start that very soon
Total case load is 22
Offering flexibility in scheduling is helpful for the family
Durham:
Officially launched Navigate April 1
1st week had no new referrals
Received 3 new referrals last week à if they are appropriate for the program they will get the full Navigate
Jeff is taking 1 year LOA in May but has met with most clients, gave them an explanation about Navigate, gave them copies of some documentation and told them that Allison will replace him and will follow this program
Sarde has presented some new information, and clients are accepting positively
Clients are struggling with the homework piece, often aren’t filling it in.
They are excited about the program and like that they can be assigned a SEE worker
SEE have started working with some individuals
Family is just putting the program together
These are the nurses who do injections, intakes, etc. so they are just putting the group together which will start in May
They will do co-therapy but one individual is away for 2.5 weeks starting tomorrow
They started to organize the binder and the group
Overall – some staff are saying it is “too soon” to start using Navigate and are overwhelmed but as they start using it it’ll probably go better as they get more familiar with it
People are starting to see the benefit of separating working with the client from working with the family
Sarah: appreciates the sense of being overwhelmed, but it is about mileage, they won’t learn by just reading the manual, they will learn by doing
CAMH started to have reflective practice meetings, the site could have lunch and learn to avoid another meeting à this could be a way for some people who are slower to adopt to hear from their peers about trying Navigate, what they did, and how it went
General Items:
Implementation Committee is open to hearing site lead agenda item requests if there is something that would be helpful
At next meeting we will go through the tracker/project management tool
Prescriber calls are the second Thursday of the month (monthly), 12-1pm
The call schedule is on the website for everyone
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