In attendance: Sanjeev, Aristotle, Eva, Nicole, Janet, Alexia, Lillian, George, Nandini, Augustina, Chelsi, Nadia
Action Items:
Please respond to the doodle poll for the EPI-SET Project Team meeting by end of week → https://doodle.com/poll/vfrgrzvqiwzksgh2
Implementation:
URGENT → send both versions of the FEPS tool to Aristotle, Sarah, George & Alexia for review and decision by end of week - Janet
ECHO/PSSP to review implementation landscape and site readiness spreadsheet – Eva/Sanjeev/Alexia
ECHO & PSSP to discuss overlap between implementation questions offline to avoid redundancies – Eva/Sanjeev/Alexia
Link to REDCAP contact sheets to be provided to Janet – Janaki/George
Updates about ePRO tool in the new year – George
Connect with Janaki about NAVIGATE trainer contracts to determine frequency of post-training calls over the 1-year period – Nadia/Chelsi
ECHO updates about session planning and didactic translation of in-person training in the New Year – Eva/Sanjeev
Prepare 1-page ‘What is EPI-SET Project’ document for early new year – Nandini
Establish timing and frequency of ECHO sessions with sites in the new year – ECHO/Nadia/Chelsi
REB & Contracts:
Follow-up with Durham REB 2-3 days after full board review on Jan 7 for response – Dielle
Follow-up with North Bay about contracts – Dielle/Nadia
Call to review Niagara’s contract on Jan 10 – Dielle/Nadia
Budget
Budget overview to be sent around by end of week and to be reviewed at next SC meeting – Dielle - DONE
Minutes:
Operational:
Family/Youth Advisory Committees:
Durham site → 1 youth member identified
North Bay site → 2 family members and 1 patient identified
First youth advisory committee meeting to start in early January 2019
REB & Contracts:
3 revised consent forms sent to Durham-Lakeridge REB
Full board review will be on January 7th, 2019
Augustina’s suggestion → wait 2-3 days after full-board review to ask if we will be going through another full-board or delegated review
Site Call Update:
North Bay and Durham team members have accessed the web porta; Niagara site lead and staff have not yet had a chance. All sites were reminded to access the website during the pre-training calls.
Durham found pre-training calls to be repetitive
All sites were comfortable with the material based on their experience
Implementation:
Landscape Interview
Alexia contacted Eva & Sanjeev to identify any overlap with ECHO implementation assessments → merging the assessments may not be feasible because of different timelines for PSSP and ECHO project planning
Examples of standard implementation-type questions from ECHO team that could be included in the landscape: - Questions about site team composition and ongoing NAVIGATE knowledge skills - Do you have the organizational support to participate in this type of activity - Questions about compensation - Questions about preferred dates and time for ECHO sessions
Sanjeev → premature to develop ECHO-specific questions at this point in time as implementation gaps will be more identifiable after in-person NAVIGATE training in order to build the curriculum
Alexia → some questions have already been addressed by the site readiness assessments and site calls. PSSP will pull information from the site readiness excel spreadsheet to prevent repetition.
Original goal of the landscape interview → implementation specialist having a conversation about site ‘baseline’ in terms of preparedness and identifying which components would need to shift to accommodate program implementation (e.g., leadership, staffing, competencies, etc. )
The interview has been postponed until after the in-person training as the sites will have more knowledge about what they will need to do differently to implement NAVIGATE
These semi-structure interviews may require 3 meetings over the span of 2 months to understand each site’s baseline
The landscape interviews will contribute to the co-development of an implementation plan for each agency based on the collected data.
The interviews will identify what organizational elements sites will have to change for NAVIGATE to be implemented successfully
The thematic analysis will only be applied to components/processes that will need to be translated into action items to create an implementation plan and framework for PSSP coaching
Implementation landscape will be an active document that will feed into analyses to determine if they were able to address implementation barriers
Fidelity
Based on the current learning from RAISE implementation in the US, Janet raised the notion of how we can take advantage of implementation challenges/lessons from this study
Aristotle → this learning will be incorporated in the long-term.
Don Addington has modified the FEPS tool → his version aligns more so with the US RAISE study and continues to be modified. Don’s current tool is not the same as the one being used by EPION.
There are content and measurement differences between the versions of the tool being used in the US vs. Ontario
Janet suggested privileging the Ontario tool
Our project objective is to show that within-site fidelity is improving with the hope to compare these to other sites performing fidelity
Janet to check with Don to see if his tool is changing significantly
Funding goals are also to be taken into account
SC members to review the versions of the FEPS tool and to make a decision by end of week – time sensitive decision
ECHO & Post-Training Calls
ECHO implementation assessments will be iterative - There will be an assessment post NAVIGATE in-person training to see implementation needs at this point in time - Clinical needs will be assessed after foundational training
It requires 4-6 months to build a project plant for an ECHO session
Sessions should not start concurrently with post-training calls to prevent redundancy. Delaying the sessions will reinforce the role and value of ECHO sessions.
George to speak with Janaki about NAVIGATE trainer contracts to determine frequency of post-training calls → some calls will decrease in frequency after 3 months
ECHO sessions could tentatively start between May-July 2019
Aristotle & Sanjeev to meet to discuss in-person NAVIGATE knowledge translation efforts → didactic planning will happen during project planning for ECHO sessions
ECHO will break down in-person training into smaller, more easily digestible sessions that are 15-20 minutes in length
Knowledge Translation
One page ‘What is EPI-SET Project’ to be developed for January
General 1-pager as well as more targeted versions for policy makers and clinicians as part of a larger KE plan
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