In attendance: Nandini, Lillian, Dielle, Alexia, Janet, George, Augustina, Chelsi, Jasmyn, Jean, Aristotle
As a reminder to all, here is the committee update schedule for presenting at the Steering Committee:
1st Wednesday of the Month: Youth Advisory Committee , Implementation Committee (PSSP/Fidelity/Data), Outcomes Group
2nd Wednesday of the Month: Patient Measures and Outcomes , Service Measures and Outcomes, System Measures and Outcome (ICES)
3rd Wednesday of the Month: Family Advisory Committee, ECHO specifics
Action Items
Operational
Email Steering Committee Durham contract/confidentially forms for review – Dielle (Alexia/Janet to review)
Update outlook with tele-conference call date - May 6th – Chelsi
All committee members to provide a small agenda with their updates for the tele-conference call on May 6th – SC members - Send to Chelsi by Monday April 29th
CIHR Annual renewal – June 17th – Dielle to send to SC
Annual progress report with template – Jasmyn and Chelsi to draft
Financial report – Dielle
Partnerships – Dielle
Work plan – SC
Draft the rest of the REB amendments – Jasmyn
EPION conference, submission deadline late May – SC
On-boarding
Send the reflective practice sessions (occur Wednesday morning) to George/Chelsi – Sarah
Waterloo-Wellington site – reach out to their team to connect with family/youth members for the advisory committees – include Sarah as she knows the team – Chelsi
Connect with director for REB/Contracts for Waterloo-Wellington – Dielle
Committees
Logistic checklist to be given to PSSP for patient and clinical flow (including technological requirements) – Dielle to approve, Jasmyn to send
Minutes
Contracts – Durham
Accepted all revisions with a few edits, CAMH’s legal team cleaned it up and Durham accepted those changes
The collaborator agreement is good, though they want the staff who will be conducting chart reviews to sign the following:
Research confidential agreement forms
Confidentially forms
The chart review staff would be signing it on their personal behalf – as in their individual capacity and not with the institution
Dielle to send the SC committee for review
Tele-conference Project Meeting Call
May 6th from 9:00-10:00
Structure of the call
Each committee to provide 5-10mins updates
Site leads to provide updates as well
Each committee to create a small agenda – to be sent to Chelsi
Web Portal Updates
May use a password instead of username
Meeting minutes to be uploaded to the portal for transparency – different tabs for all the committees
Separate ECHO tab – for recommendation
Asana
Please see attached document instructing how to turn off notifications
Will be used by the research team
On-boarding New Sites
Sarah is putting together an orientation package; including:
Papers from navigate
Summaries of the reflective practice sessions that occur Wednesday morning – mostly around IRT (Sarah to send to George then Chelsi)
Need to work with education for new sites that will be onboarded (won’t be ready in time for the Waterloo-Wellington site)
Timeline for the Waterloo-Wellington site to join – summer/early fall
PSSP should aim to be ‘on the ground’ at the Waterloo-Wellington site near the end of summer
Hopefully the Waterloo-Wellington site will be able to call into the ECHOs calls starting in July
Waterloo-Wellington site – reach out to their team to connect with family/youth members for the advisory committees – include Sarah as she knows the team
In Person Training Evaluation
Report has been sent out to the education team
Family Advisory Committee
Making a few edits to the Terms of Reference – just editing and will finalize at next meeting
Confirmed the service user document
Approved by the SC and to be put through the next round of REB amendments
Working on an onboarding document to orient new members – providing them with all relevant documents
George and Aristotle will be attending the May 9th FAC
Send the whole grant application and put on the webportal as well
ECHO
Working on the curriculum
Coordinating all the sites regarding ECHO call date (potentially fourth Tuesday every month starting in July)
Discussions around the evaluation piece for the didactic and the recommendation (to see if the staff found it useful or even used them). Done after every ECHO sessions. Usually it’s done on paper – though we are working to automate the evaluations on REDCap.
Patient Measures and Outcomes
Drafting study specific SOPs (specifically regarding SI)
Logistic checklist to be given to PSSP for patient and clinical flow (including technological requirements)
Involve the site leads as well
Performance Measures – evaluating engagement for youth and family advisory members
Once the groups are fully formed, we can start with the engagement evaluation
Currently waiting on approval from the REB for those evaluations
Evaluations would take place every 3-4 months
CIHR
Annual renewal – June 17th
Annual progress report with template – for Jasmyn and Chelsi to draft
Financial report
Appendix with partnership
And work plan if anything has changed
Qualitative Interviews
Juveria could work with Melanie and Janet to build and develop a workflow for the QI piece
For those currently receiving services as well as the clinicians implementing those services
Melanie - QI for implementation would occur at the end of support calls
Each role needs to have an interview with all the site roles (5 roles x 3 sites = 15 interviews)
May 10th is the next meeting – Sophie will already be joining
Submitting EPI-SET’s Work
Potentially for the EPION conference in the fall – construct a symposium
Would present on the four outcome measures. Team based presentation if possible
There will be data to present by then
Submission is May 21st
Nikki to help lead it
Draft the rest of the REB amendments
Lisa Dixon and Patrick– for the edits – implementation science portion
Can publish on Trials as well
Published the protocol on ct.gov
Share that with the ministry decision makers
Funding
Alexia has updated the ministry on the work every month or so. They are focused on quality standards. Potential funding for PSSP. Patrick is involved.
ECHO is also looking into additional funding as well
Service Measures and Outcomes
There are many versions of Don Addington’s tool being used. We relied on the 2nd version though that is not the same version that Don is using in the U.S.
Have to make decisions on how we are going to measures it. Decide what is relevant.
EPI-NET within the U.S. - NIMH is funding, uploading their quality data. Don is involved in those projects. Reviews were done in late January. To check in to see what is being done, so we can align ourselves even more – if we have shared funding
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