Wednesday October 2, 2019
Please see below for the action items and minutes from the October 2nd Project Team Call.
In Attendance: Nicole, Kim, Claire, Eddy, Jen, Sheila, Alan, Josette, Janet, Dielle, Andrea, Laura, Sarah, Aristotle, Dayna, George, Sanjeev, Eva, Sarah, Paul, Ann-Marie, Krista, Simone, Augustina, Lilian, Sarah B., Alexia, Nicole K.
ACTION ITEMS
Follow-up and send reminder about Nov 18th annual meeting – Dielle
Provide talking points and support to site leads for EPION presentation – Dielle/Laura
Send REB amendments to all sites – Dielle/Laura completed
Reach out to spoke sites to sign up for October ECHO – Abanti/Dielle completed
Circulate handbook and more information on pre/post training – Sarah completed
Reach out to physicians groups at each site - Dielle
Circulate baseline survey report once approved by YAC & FAC - Simone
FAC and YAC schedule to be finalized and uploaded on website – Andrea completed
Next call: Nov 6th, 2019
MINUTES
HOUSEKEEPING & ADMINISTRATIVE UPDATES
Please check website for all meeting minutes, info on upcoming events and general inquires
REB amendments sent to Sudbury, and next round of amendments circulated to other sites this week
North Bay, Waterloo and Niagara to be getting revised contracts this week
Everyone should have received annual project meeting on Nov 19th – please click accept and send response on invite; will update location details on invite
8:30am – 10:00am breakfast before EPION to meet in person and provide high level updates
Anyone that is attending EPION are welcome to attend, including other individuals in Toronto
EPION
First Day: Nov 19th - Part 1 (3pm – 4pm)
Overview and Main outcomes – Aristotle (15 mins)
Implementation – Janet and Melanie (15 mins)
Health admin data outcomes – Nicole and Paul (15 mins)
Engagement – Augstina & Lillian on YAC/FAC committee experience (15 mins)
Second Day: Nov 20th - Part 2 (11am – 12pm)
Implementation – Alexia (15 mins)
ECHO – Sanjeev or Eva (15 mins)
Training – Sarah or George (15 mins)
Site leads – their experience so far, pros and cons, conclusions (15 mins)
Should have separate call to discuss how to present this info
Research team to provide talking points for this portion
Divya and Simone to put together 3-4 slides on:
Fidelity and engagement
Frequency of measurements and overall time frame
TRAINING
Further pre-training work, remote e-learning module, handbook or toolkit sent out – contains several links and info about required and essential readings for whole team and specialized interventions; this can be used for onboarding of new and current staff
E-learning to be circulated early November which will also be essential to view before in person training
Coordinating webinars with trainers for second week of November to prepare for in person training: one hour webinar for everyone, second one hour webinar for each intervention
Two post training webinars (each one hour) after in-person training for IRT on content heavy modules that can cause some challenges for clinicians
In person training will last from 8:15am – 4:00pm for clinicians; 4:00pm – 4:30pm for additional trainers, site leads and directors
PSSP/IMPLEMENTATION
PSSP to circulate handbook regarding upcoming trainings and webinars to call sites
Calendar invites sent directly to attendees of trainings instead of site leads passing info along
Alexia onboarding Sudbury, Waterloo and Thunder Bay; focusing currently on existing sites for scaling up, what’s still needed
Working with new sites for initiation of research component, feasibility and logistics, creation of database, implementation that is sustainable post research
Developing processes for successful fidelity to the model – collaborating with site leads and research to choose metrics and uptakes
Krista to send contact information of new staff joining to set them up for EPI-SET
ECHO
Second ECHO session on Sept 24 was a success; didactic and case was presented from the hub team but working to get cases from partner sites
Working out IT issues and troubleshooting with spoke sites
Engagement has been great and people are getting used to the model, getting more feedback in satisfaction survey and during the didactic portion – using feedback to further develop curriculum
ADVISORY COMMITTEES:
FAC had the opportunity to give feedback for the e-learning module based on family psycho-education NAVIGATE tools for families that do not come to the center
Currently being finalized with the feedback and will become widely accessible in the family intervention piece; broader communication to be sent on how to access once ready
ENGAGEMENT MEASURES
Simone analyzed baseline surveys and circulated report with advisory committee leads who have reviewed and provided helpful feedback
Waiting for sign off and recommendations from FAC, will send to YAC to review as well
Results are positive and promising, there are recommendations for both research staff and advisory committee members to optimize engagement and transparency to detect problems along the way
PATIENT MEASURES
Finishing review of REDCap database collection of patient outcomes, safety protocol comments which should be completed by this week
Working with local implementation specialists around starting sometime this week and keeping it consistent with currently approved protocol
Once the next version is approved we can have a direct link to refer participants to the research team
SERVICE MEASURES
Once REB amendments are completed, reaching out to new sites to conduct fidelity review, access database to monitor and deliver NAVIGATE; want to work with the sites so it fits in with their setting and have value, not to be burdensome
Janet creating an FAQ sheet to be circulated soon with more information