Wednesday November 6th, 2019
In Attendance: Andrea, Laura, Dielle, Sheila, Diana, Nicolle, Jen, Simone, Lauren, Coulson, Dayna, Ed, Mary H., Al C., Suzanne, Josette, Augustina, Jeff, Lillian, Sandy, Janet, Sara T., Nicole K, George F, Anne-Marie, Krista
ACTION ITEMS
Obtain Dr. Primeau’s signature on REB amendments and annual renewal – Josette/Erin
Send EPION presentation slides to Laura and Dielle by Nov 13th – presenters
Accept the Annual Meeting calendar invite by November 8th – all
Submit Waterloo ethics revisions – Laura/Dielle
Attend pre-training webinars next week, ask Dayna for any questions – All sites
Schedule time for Simone, Dielle, Andrea and Laura to create SOP on recruiting FAC members in the next week – Dielle
Send finalized safety SOP, Referral SOP and REDCap referral link to Dayna by end of week – Abanti
Reach out to Anne-Marie and PSSP regarding IT needs early next week - Dielle
Accept email invite for Annual Project Meeting (if attending) by end of week – All sites
Send email reminder for EPION slides on November 11th – Dielle
MINUTES
MINUTES
STUDY PROGRESS/UPDATES
Currently working on REB revisions for all sites:
Waterloo protocol has been submitted
Sudbury protocol is being reviewed
Niagara and Durham amendments have gone out.
Revised contracts sent to all sites, waiting for any further comments
ANNUAL PROJECT MEETING
Tuesday November 19th from 8:30-10am at the Chelsea Hotel, Toronto.
Discussing how things are going at current sites and introducing new teams; a chance for everyone to meet face to face and build rapport and morale
The agenda has been sent out via email, please accept by end of week
The research team will be reaching out individually confirm attendance if not done.
EPION PRESENTATIONS
A revised schedule with a breakdown of presenters and times has been sent out and on the EPISET portal.
November 19th, presenting abstracts from 3-4pm
November 20th, presenting from 11am-12pm
Slides for the YAC/FAC portion are currently being edited by Lillian.
All presentation slides need to be sent to the research team by November 13th so they can be forwarded in one file to EPION.
IMPLEMENTATION – TRAINING NEW SITES
Waterloo: staff are working on pre-training requirements.
Al presented to the internal CMHA ethicist and privacy officer about EPI-SET and NAVIGATE; they are satisfied with the project
Niagara: Krista is currently working with Sanda re: the Acesss database
3 new staff are preparing for training, and currently hiring a peer support person
Sudbury: all clinicians have completed the pre-training requirements.
Clinicians provided good feedback on the IRT webinar and are looking forward to the in-person training.
Looking forward to having a French translation due to volume of Francophone clients
Currently seeking to hire a client and family representative
Currently in discussion with IT department re: ACCESS database
North Bay: staff have completed the pre-training readings and are looking forward to the in-person training.
Case load is currently at 25 and 13 are receiving NAVIGATE.
All Sites
All sites have received the NAVIGATE guide/toolkit and understand what needs to be completed before Nov 18th training
All pre-training webinars are scheduled and the IRT webinar was well-attended
The IRT webinar recording is available on the EPI-SET website
All sites to connect with Dayna if there are questions about the upcoming pre-training webinars happening next week
The three original sites are implementing NAV with new clients and as appropriate with existing clients.
New sites are incorporating modules and handouts with new clients to get comfortable.
Current focus is training at the new sites now that role selection and initial orientation to model is complete.
Currently assessing feasibility and creation of databases for the sites.
E-Learning Animation Video: is being finalized; Laura sent a list of attendee emails to Education team. There will be a registration process to access the video.
ECHO
The teams seem to be increasingly engaged and see value of discussion around complex cases.
ADVISORY COMMITTEES
FAC has completed the survey but more data is required – Simone
FAC has good engagement, but more representation needed across sites is needed, especially from Sudbury, Durham, Waterloo – Lillian
Criteria for family members: not limited to those who have participated in EPI, but want different lived experience, even if they did a different program that worked well so we can have broader contribution
Results from research staff survey show that staff feel very comfortable in promoting patient engagement; Simone has sent RAs a guide on promoting patient engagement
Simone, Dielle, Andrea and Laura to meet about FAC recruitment process and create an SOP for it
PATIENT MEASURES AND OUTCOMES
REDCap is ready to go and the link is up and running for referral from sites
Abanti to reach out to PSSP Implementation team to pass that on to local teams
PSSP IS’s to remind clinical staff to have this referral link saved on their desktop for easy referral process; All clients in their first year of treatment are eligible to apply.
Abanti will send finalized safety SOP, the link to the database and the database SOP to Dayna by end of week.
Research team has communicated to the IT team to clarify purpose of the laptop; looked into best mic, camera quality but can look to make changes if this doesn’t work out – Josette
Will be reaching out to Anne-Marie and PSSP regarding IT needs this week
SERVICE MEASURES AND OUTCOMES
Niagara Fidelity report to be circulated by this week, working on North Bay ratings currently and Durham ratings to begin soon – PSSP
Preparing to start collecting baseline information and conducting fidelity for the two new sites as soon as contracts and REBs are complete
After new sites attend NAV training, a staff survey will go out to gage the readiness to implement NAVIGATE
Working on methodology to monitor the delivery of NAV (Access Database) - aim is to eventually embed into EMR
Mary is working on post-training surveys:
Working with privacy officers and IT staff at each site regarding feasibility of access database; sites will be supported on this for duration of project but it should become more sustainable (in EMR) down the road
This data will help better track NAV service delivery and better follow clients
12/18 people have responded to the survey; will be closed on Friday so reminder for site leads to share one more reminder with staff to complete it
Comments