In attendance: Augustina, Lillian, Jean, Nandini, Sanjeev, Aristotle, Sarah, George, Paul, Dielle, Jasmyn, Chelsi, Alexia
Action Items
Operational
Share progress report with Ministry contacts – Aristotle
Also send out email update regarding new site, finished training, etc.
Create sub-committee to discuss onboarding new sites – Steering Committee
Send follow up email to Lakeridge regarding contracts today – Dielle
Ask each site lead to complete training evaluation survey and get their team to do it - Sarah
Connect with PSSP to distribute Strengths cards – Chelsi
Documents and website - Chelsi
Add public website to each document/1-pager
Add content to website that doesn’t need log-in info (keep some log-in only)
Add contact info to website
ECHO
Send ECHO document for physicians – Sanjeev
Discuss ECHO roles – ECHO project planning committee
Data Management
Create a graphic to demonstrate ICES/longitudinal/site data – Paul
Advisory Committees
Review and finalize Youth Advisory Committee Terms of Reference – Steering Committee Members
Check with Josette if Nipissing is affiliated with North Bay site - Chelsi
Minutes
ECHO
Remuneration for ECHO calls
Can’t bill OHIP
Project planning is CPA eligible, and teaching time is accredited, but not as case conference hours
Who is the Slaight point person who is running Zoom sessions for ECHO, there in the background and moderating chats?
for now research staff can do that (Chelsi/Jasmyn), but for the long term needs to move out of research funding to ministry funding (and a ministry funded person to take this role)
ECHO co-leads:
We need clinician co-leads, not just physicians – these are the people that are part of planning the ECHO
Conventional document for physicians – Sanjeev will send
The current 3 clinicians that are there are good with contributing to the planning
Dr. Williams will only be available for project planning in June
Physicians - need to get involved early
Laura and Elena (possibly Monica) may be leads as physicians
Who is the lead/final decision maker for recommendations? We need to have a better conversation about roles and about who has the role of “lead” for the whole ECHO
The overall lead is responsible for trouble shooting, and recommendations are reviewed by people present at the ECHO,
They make sure there is momentum in organizing and coordinating the ECHO
They own the ECHO in terms of decision making
They know the curriculum, can add/take out content, etc.
We should follow ministry model for ECHO if we want to get funded by them later
Bring it back to the ECHO project planning committee to decide on ECHO roles
OHIP card numbers/ICES data
We need a way to connect individual level data (objective 3) to ICES data
Simplest with OHIP number
If no OHIP number – then can use other linkage methods such as last name, first, date of birth
ICES has special privacy considerations – they don’t need consent – if data is shared with CAMH as primary site then we can share according to our ICES data sharing agreement
Only people who complete consent form share their health care numbers with us
How to capture systems-level data for individuals not consented into our longitudinal part of the study?
Will construct a data sharing agreement between sites and ICES directly then can merge NAVIGATE centers at that end
Still will independent health card numbers during consent (OHIP only – we can only connect OHIP numbers, so no reason to take down other types of insurance numbers)
Paul will create a graphic to demonstrate
Interim reporting to the ministry
The progress report should be shared with Patrick, Catherine, people at the ministry
We should also provide an email update (e.g. we are done training and new sites are interested in coming onboard)
Should have an interim report every 6 months, and at some point there will be data to share
Also relevant to Tim H, Anne (research and evaluation branch) – may send a brief update with documents as well. We need to keep ourselves in their mind on a regular basis.
New site – Waterloo-Wellington
Waterloo Wellington was one of the sites in the original application
It had high staff turnover but it is settling down now, and has a permanent director
Very excited/interested in joining as a site
We will learn how to onboard with this site
Will require all REB/contracts
To what extent might we want to do bits of training as other stuff is going on?
They were a fidelity site from a year or two ago as well – Sarah evaluated their site
Could start training and/or fidelity before contracts/REBs – if the site is open to it
Might miss pre-implementation data/it will be less meaningful if we do them after training
Would it skew pre-readiness data if we do things ahead of time?
We are working with CAMH education to build more affordable and sustainable training for new sites – newer and lower cost education techniques? Discuss with Sanjeev and team where that is at
They were on CIHR grant – so we likely need to deliver some kinds of outcomes for their site
Would have been less expensive if they were onboard the whole time
There is a call in early April to follow up, and we sent them grant and summary documents – we can discuss the contract and REB process then figure out if we wait for training to start or see if there are smaller things that we can do in the meantime for when they launch in a full manner
There is no mechanism in place right now for training – do they join the calls without the training?
Latika Nirula – working toward having something in place for September for Navigate for at least some modules (e.g. module 2) – likely not all modules by then. Family might be covered, maybe SEE, likely not IRT
Logistically – probably can’t join trainer calls, not sure about ECHO – what about ECHO evaluation data?
We will need a separate sub-group of Steering Committee to work it out and sort out the platform for onboarding other sites
No huge rush, the site doesn’t have a psychiatrist hired yet
Youth Advisory Committee Terms of Reference document
Finalized a few weeks ago by the Youth Advisory Committee, members all gave input
It describes what the committee is, does, how it meets, the time commitment, how members will benefit, group guidelines (this came up a few times) such as confidentiality, respectfulness, compensation, having fun, safety
We are hoping to finalize for now
Steering Committee members will take a closer look and finalize
Family Advisory Committee
Just finalizing the Terms of Reference document, there are still some edits to be made
Is someone from the North Bay Area (Nipissing) acceptable?
There are little micro spokes/satellite sites – we need to check with Josette if Nipissing is affiliated with North Bay of it is independent
Other
Contracts:
Dielle sent Lakeridge an email last week with answers to questions – Dielle will send follow up email today
If necessary, Aristotle can see if higher level decision makers can get involved
Contracts sent to Niagara for signatures – done CAMH signatures
In-person training evaluation
Reminder set Monday – 9/24 responses so far
Sarah will ask each site lead to complete survey/get their team to do it
Strength cards
Chelsi will connect with PSSP to get them distributed to the sites
Documents and website
Add public website to each document/1-pager
Add content to website that doesn’t need log-in info (keep some log-in only)
Add contact info to website
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