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Implementation Committee: May 29, 2019

In Attendance: Jeff, Sandy, George, Chelsi, Jasmyn, Dayna, Janet, Sarah, Kelsey

Regrets: Alexia

Action Items

  • Take a look at post-training call participation survey and make sure language is ideal, see if there are any items to add – George/Sarah (to send to Dayna)

  • Send draft onboarding package – Chelsi

  • Follow up with Niagara around room space flexibility, average client travel costs – Sarah

  • Work with site leads to create update for whole team call – PSSP

  • Follow up with draft tracking logs – Chelsi/Sarah

  • Make tracking/communication tool for SEE – Dayna (Follow up with Sarah)



Capturing Training Participation

  • Last week there was some difficulty identified with attendance on post-training calls

  • How do we track, and determine why some calls aren’t as well attended as others?

  • Chelsi sent out the attendance list of past calls

  • PSSP developed a plan internally if someone can’t be on a call

  • o They will be checking in around why people aren’t attending

  • Sent out a survey recently - very high level and brief

  1. Asks what the role is at the site, how many calls you’ve attended, some questions around each of the functional roles and the post-training calls (are you finding them beneficial, finding the information helpful, do you know how to get info if you missed a call, etc.)

  2. Not sure if it would go through REDCap or survey monkey, but once it goes out the data will be brought back to the team

  3. Might be a good idea to send it out again in about 4 months, as the calls continue, to make sure the calls are as effective as possible and clinicians don’t lose interest, and to gather relevant feedback

  4. Everyone can take a look at the language to make sure it is ideal, and see if there are any items to add

Onboarding new sites

  • Chelsi and Dayna have been going back and forth about onboarding Waterloo Wellington, and what implementation support will look like

Potential timeline:

  • Chelsi, Sarah, and Dielle have been talking about doing it in phases so sites aren’t overwhelmed

  • Phase 1: overview of project, who is helping them, give them an orientation of PSSP, ECHO, NAVIGATE, EPI-SET, etc. There is a call on Monday with Waterloo Wellington to go over this stuff and give them handouts

  • Phase 2: Administrative on the research side  REB, contracts, family and youth advisory members. For Waterloo Wellington, we are waiting on the CAMH contact for contracts (she is back June 3)

  • Phase 3: Implementation  Links between PSSP specialist and implementation of NAVIGATE. Implementation landscape, clinic hours, clinic structure, staff info, etc.

  • Mid-June – when we are thinking of connecting Waterloo Wellington with a PSSP specialist

  • Phase 4: training phase – we are talking to Sanjeev and education about how to execute this phase

  • Phase 5: ECHO phase – might be earlier, because we want Waterloo Wellington to join when the ECHO calls start

  • Phase 6: research phase (e.g. patient measures and outcomes)

  • If Sudbury is coming, will they have the same phases and timeline?

  • Chelsi believes so, this should be a general onboarding  if other non-research sites come on, they would join the general process (just not do the research portion)

  • Onboarding package (Chelsi will send a draft out):

  1. Overview

  2. Potential PSSP section based on readiness excel spreadsheet – needs to have more detail, have a possibility of a survey being sent out and PSSP expanding on the results of the landscape survey

  3. Each phase as outlined above

  • Might post it on web portal as well – we created an “interested in joining?” webpage

  • It is similar to Youth and Family Advisory Committee onboarding packages Implementation manual in onboarding package?

  • Jeff - thinks it’s a good idea to keep it all together as one package

  • Jeff implementation manual:

  • Checklist, important documents, important timelines, etc.

  • Jeff is also making a new onboarding document for PSSP staff to the project, since we will need more staff support for the new sites

  • Sarah might have some ideas of what could be helpful

  • Need to build in fidelity/readiness surveys as well - fidelity as its own phase? Take out for everyone, or do it for non-research sites? TBD

Research Planning

  • Discussion of Niagara site visit at Steering Committee

  • Summary:

Clinic space & booking

  • There is one shared room where the technology can be mounted

  • It is a high-traffic room, with three different clinical services all using the space

  • In order to book the room, we should book a month in advance

  • They may be able to tentatively book the room when they book the clinic appointment (about a month in advance), through a lot of the clinic room times will be blocked off (e.g. recurring series/meetings, etc.)

  • We would book the room through the clinic

  • Lilly would likely be the point of contact to do this (or Kerri)

  • A clinician or Lilly would likely be the ones to set up the client with the technology, because it is unlikely that they would be able to do it on their own

  • Theoretically we could book research appointments around clinic appointments, but it is unlikely that a client and their family would be able/willing to stay for that long

  • Clients ideally are seen once a month for the first 4 months, then less frequently after that

  • The clinic sees approximately 2 new assessments per week (approx. 8 new clients per month, but this varies)

  • Clinic hours are Wednesday, 10:00am to 5:30pm; 1st and 3rd Thursdays of the month, 10:00am to 5:30pm; the 2nd Friday of the month, 12:00pm to 4:30pm.

Research logistics

  • 2-3 hour research appointments won’t be possible, we will need to split the baseline (at least) into smaller appointments

  • We can’t book the room for more than 1-1.5 hours