Project Team: March 2, 2022

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