Attendance: Ashlee Bramwell, Carol Maxwell, Dielle Miranda, Brooke Magel, Lauren Caruana, Mark Tysick, Michael Weyman, Shreya Mahajan, Kerri Nagy, Griffin, Elaine Stasiulus, Aristotle Voineskos, Sandy Brooks, Augustina Ampofo, Janet Durbin, Jeff Rocca, Josette Morin, Nikki Kozloff, Nicolle Plante-Dupuis, Nitha Vincent, Tallan, Sara Traore, Lillian Duda, Monica Choi, Sophie Soklaridis, Sheeba Narrikuzhy, Rakshi Kathuria, Anne-Marie Baker Devost, Lauren DeFreitas, George Foussias, Emily Panzarella
ACTION ITEMS
Check out Griffin’s “Tell My Story” via link here – Everyone
Check out Victoria’s “Tell My Story” (audio file attached to email) – Everyone
Create a timeline graphic to outline activities over the next year – EPI-SET RAs
Schedule biweekly transition meetings with Anne-Marie and incoming site lead – Michael/EPI-SET RAs
Add new prescriber at Sudbury to the Prescriber ECHO Group – Nitha
Reach out to Sheeba regarding upcoming fidelity review at Durham – Janet
Keep an eye out for Patient Recruitment Poster to share with clients –All Site Leads
Administrative / Upcoming
The most recent REB amendment has been approved! Changes/updates:
The ECHO Qualitative Interview has been added and approved
Patient measures eligibility criteria – we can now recruit clients for research who have been in services within 2 years instead of <1 year
We can now text reminders to family participants about completing their surveys
Staff readiness survey has been revised
Patient Recruitment Flyer
We developed a recruitment flyer about 1 year ago with the help of the YAC, and will be re-distributing it across sites to hang up in their clinic and share with clients to describe what research is
Contracts have been sent to all sites, with the end date as March 2025 (aligned with CIHR end date)
The team is looking to plan a booster session over the next few months and an annual meeting around June – still formalizing, details are to come
Site Lead Updates
Durham
No new updates since last Project Team Meeting
Niagara
The team is short by 1 OT, position has been posted and will try to fill ASAP
North Bay
Appointments are being done both in-person and virtually
Admissions have been a bit lower
Amanda will be away until March 21st – until then, it will only be Julie taking care of things
Sudbury
Joseph has returned from redeployment, Peter is still redeployed
Last Monday, the hospital reached its peak for COVID-19-related admissions (the highest it’s ever been)
Anne-Marie’s last day is April 29th and will be passing everything over to replacement by April 19th
Meeting with Michael on March 2nd to begin transition process discussions
Michael and EPI-SET RAs to schedule 3 biweekly meetings over the next 6 weeks with Anne-Marie and incoming replacement
Meeting 1: EPI-SET study and the organization of the project (Aristotle and George to attend as well if available)
Meeting 2: NAVIGATE content
Meeting 3: Team structure and other outstanding questions/concerns
Thunder Bay
Lots of referrals have come through recently and the drive to recruit clients for research is being kept in mind
Clinician meetings are happening regularly
1 FAC member will be speaking at the upcoming BIPOC roundtable with Carol
Implementation & Fidelity – PSSP
The team will be moving forward with the upcoming assessments
Waterloo and Niagara will be reviewed in March
Sudbury and North Bay will be reviewed in April
Janet will be reaching out to Sheeba regarding timing for Durham assessment
The readiness survey will be sent out within the next few weeks – just fixing a few REDCap issues
Michael will be meeting with Anne-Marie to discuss transition and onboarding process
ECHO Update
General ECHO
Next session: March 4th, 2022
Didactic: IRT Part 2
Will address some of the implementation challenges expressed by clinicians
Will discuss some of the new resources developed by the education team, as well as additional resources that are being developed (and where to access them)
No case presentation
Prescriber ECHO
Next session: March 24th, 2022
Topic: Complex Cases with Dr. Alexandra Douglas
CFIR
16/18 have consented; 15/18 have completed interviews
Sudbury will be the last to complete their interviews – site lead interview will be scheduled soon, IRT and FE clinician interviews are on hold
Analysis has begun based on completed interview data
Family & Youth QI
Sophie will be attending the FAC Meeting on March 10th
EPI-SET RAs and FYQI team will be meeting to make final decisions on appointment processes for participants
Research team is still gathering interest from participants (goal – 2 from each site)
So far, 11/12 clients have expressed interest and 8/12 family members have expressed interest
Patient Measures
Referrals and Baselines
786 admissions
166 – Durham; 228 – Niagara; 36 – North Bay; 31 – Sudbury; 259 – Waterloo; 66 – Thunder Bay
266 approached
5 – Durham, 62 – Niagara, 46 – North bay, 28 – Sudbury, 42 – Waterloo, 33 – Thunder Bay
160 referred, 70/79 enrolled (8 dropped out, 1 was withdrawn)
19 – Durham, 21 – Niagara, 8 – North Bay, 9 – Sudbury, 12 – Waterloo, 10 – Thunder Bay
104 declined
74 – Not interested
4 – Inconvenience/ time constraint
4 – Privacy concern
2 – Not comfortable speaking about mental health experiences
9 – Want more time to think about it
11 - Unspecified
27 re-approached and 14/27 agreed to be referred after re-approach
Follow-Ups
6-month: 51 completed, 0 scheduled, 1 more projected for March
12-month: 31 completed, 0 scheduled, 5 more projected for March
18-month: 11 completed, 0 scheduled, 2 more projected for March
24-month: 2 completed, 0 scheduled, 0 more projected for March
6 Month Overview
Recruitment Strategies
We are planning to wrap up recruitment soon
Rule of thumb – approach all clients who are fully admitted to the program
Some sites have the approach for research built into their workflow, while others do not
Implementing standardization for this would be helpful in ensuring that all clients are given the opportunity to participate in research
Re-approaching clients is still a good strategy for recruitment – many people change their mind as they progress with treatment at their clinic
Site concerns:
Clients don’t always stay in services, so they never get approached for research
There is no way to know how long people will engage with services, but research should be offered to anyone eligible for services at the clinic
The research team keeps track of whether clients are currently in services – they only need to be engaged in services at the baseline appointment
Referrals to the clinic do not always become an admission
Site leads to ensure they are only sending their monthly ADMISSION numbers rather than their REFERRAL numbers, as those admitted to the clinic will be the only clients eligible for the study
Clinicians are unsure about when to ask clients if they would like to participate in research
If unsure, ask anyways – if the client declines, re-approach at a later time (just remember to track this so that people don’t get missed!)
Advisory Committees
FAC
Next meeting: March 10th, 2022 (Sophie will be attending)
Some FAC members will also be attending site meetings to answer questions – timing and content to be finalized
Lillian has retired! Congratulations!!!!
YAC
Met last week and viewed Griffin and Victoria’s stories – will be distributed for clinicians to use
Tallan will be representing YAC at the Public Affairs Spotlight Series on Patient and Family Engagement in Research
Currently looking through TOOR modules – Griffin is reviewing Module 1 and the YAC is supporting more generally as resources are developed
Patient Recruitment Flyer is being looked at and we are considering revisions to help boost recruitment numbers
Next meeting: March 25th, 2022