Attendance: Alexia, Josette, Sheila, Dayna, Sandy, Kelsey, Nandini, Jeff, Janet, Christine, Eva, George, Sarah, Chelsi, Jasmyn
Action Items:
Get site staff feedback on the clinician contact forms – not ready for production yet
What would be most helpful for documenting? REDCap vs. Paper based
Remind site staff to complete the in-person training evaluation
Minutes:
Introduction:
Provide updates around how each site is proceeding and what the implementation team is providing to the project.
A way to internally coordinate
Updates from the Sites
Durham – Kelsey/Sheila
Updates
In the process of co-developing implementation timeline
In process of mapping out ‘service user journey’ for both pre and post NAVIGATE implementation
Mapping out referral process and general information/administrative flow
Staffing composition for pre and post NAVIGATE implementation – staff are good with their NAV roles
Sheila to connect with individual clinician on a one-on-one basis to discuss how they will implement NAVIGATE
Team meetings are Mondays from 10:00-11:30 where Sheila has implemented the NAVIGATE team rounds format based on the director’s manual.
Full launch of NAVIGATE will be April 1st
Kelsey to attend the first team rounds on April 8th
Pending REB and documentation alignment
Staffing
No role splitting – Launching NAVIGATE as of April 1st for any new intake clients
One IRT staff to take care of all new in-takes (Sarde)
Two RN will take on family role and give all the injections
There is buy-in from the SEE and Family clinicians
Jeff is now on a year leave and Allison is taking over for him
Colin (IRT) may have some difficulty with adapting NAVIGATE
Post training calls will help with this and when his peers share their NAV experience
Sarde uses it in a very matter of fact way – though it does seem awkward at first to use because it is in a very structured format
Booster calls – the CAMH staff say that it starts off awkwardly but then it becomes natural –
TIP: To ensure a use of an agenda as sometimes it can fall off the schedule. Setting an agenda with the patient for the next appointment following NAV modules
North Bay – Dayna/Josette
Updates
Working with Julie and Amanda (clinical team) on laying out current client and information flow within the program
Most is done virtually, though Dayna going in-person next week
They have a strong communication plan and meeting schedule
Dayna meets regularly (weekly) with the clinical team
Dayna meets biweekly with physician Dr. Primeau
Julie and Amanda are generally more comfortable with the materials
Embedding NAVIGATE in clinical rounds and intergrading NAV with meetings incorporating Dr. Primeau
Not much concerns with implementing the details
Staffing
There are separate individual roles, though some role splitting down the line is going to happen in case one of the clinicians are sick as a back up
There workload has doubled due to the number of new intakes
Current focus is on how to divide the work in the most efficient manner while implementing the modules in their current practice. Also looking at it on an organizational level
Creating a care pathway to explain the fluidity of the program – talking about what that can look like
Discussion around their
Guest log-in at their main site
Not sure at the moment what it looks like at their other sites
MOU with their community partners – How do they want to formalize their role?
Niagara – Sandy
Updates
No contact with the sites last week due to March Break
A closed family group starting this week – they are going to use the entirety of the Family modules to guide the sessions
Staffing
Conversations about barriers
75% of their work is in the community, therefore it is hard to find a time to meet with the staff in person
Staff are feeling positive and want to dive into NAVIGATE at the end of March now that everyone is back from March Break
Examination of roles to determine which roles can or should be split/combined
Conversation about community partnerships, specifically with the SEE role
Evaluation Update
Fidelity assessments are close to completion in Niagara. Data collection is completed in North Bay. On hold for Durham due to the pending contract signature.
Readiness survey to go out very soon, link to be sent to every team member. We ask to encourage site staff to complete it when it’s sent out
In-person training evaluation has been sent out and there has been a low response rate. Please encourage site staff to complete it, so that we can improve out training.
Clinician Contact Forms: REDCap
Clinician Contact Forms for SEE and IRT clinicians
Intended to be completed by clinicians to have contact with patients and to guide the delivery of the content and documentation for the progress notes
Challenge: different ways of taking thorough notes
At CAMH a copy of those forms are in REDCAP as a survey
Clinicians can fill out the survey on a tablet or computer
Then after submitting the survey, they receive a summary to then put in the chart
Clinician Contact Forms for Family clinicians
Family clinicians do not have these contact forms in the NAV manual but rather they have an education fidelity scale
We are going to adapt that fidelity scale so that it mimics the SEE and IRT contact for – building it out in REDCap
Family Groups
Each family member attending the group would need to fill out the form
It would include free text boxes and tick box options – making it easier to communication among the different NAV role team members
Are they able to share the links? Not ready as of yet, looking for feedback.
REDCap vs. Paper Based
Different sites use different methods/documentation as their point of contact
From reporting perspective the best route may be through REDCAP as it saves time on data entry then it also provides reports to the site leads; incorporating fidelity of implementation and the sustainability phase of this work
What would be most helpful for documenting?
Unsure need to talk to the team – Josette and Sheila
For the site leads and PSSP specialists to the links back to the team to try out and get staff input as well
Preventing Identifying Information
How do we track this so we know what sites it is coming from and who it implies to without having identifying information
Initials?
NAV ID?
Definitely no names
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