Wednesday October 16th, 2019
Please see below for the action items and minutes from the October 9th Steering Committee Meeting.
In Attendance: Augustina, Sanjeev Dayna, Lillian, Alexia, Janet, Dayna, Sarah, Aristotle, George, Lillian, Abanti, Andrea, Laura, Dielle
ACTION ITEMS
Send reminder to didactic presenter about next ECHO session – Abanti completed
Post dates for pre-webinars and post SEE calls on website – Andrea
Send outlook calendar invites for pre-webinar calls – Dielle completed
Follow-up with Education Services for animation videos – Sarah
Follow-up with physicians if they are coming to EPION & Delbert’s training – Dielle
Finalize new sites/ new staff onboarding document /checklist and send to PSSP to review – Dielle
Send out post training feedback survey to staff – Mary Hanna/PSSP
Reach out to physician groups at each site – Aristotle/George
Send out REB amendments & NAV trainer contracts today – Dielle/Laura/Abanti
Update from PSSP meeting re: referral component in the database – Alexia
Follow-up with Sarah re: YAC member that has not been attending meetings – Augustina
Share final Baseline Assessment Report for the FAC/YAC - Laura
MINUTES
ECHO
Durham to present case presentation at next ECHO session on Family Education
Going forward, the cases that are presented do not have to align with the didactic entirely, it would be nice if they do however
Ask PSSP to communicate to sites about the rotating schedule and disseminate to site leads
ONBOARDING/TRAINING
The earliest dates will be set as the pre-webinar dates so in the event that people cannot attend, they can watch the recorded sessions before the in-person training
Training matrix of what the sites need to completed will be set out to PSSP by the end of this week
There are also two post SEE calls for current staff from new sites, invites for these have already been sent out, and will also be on the website
Post-training feedback survey being created in REDCap and will be sent to Mary Hanna and PSSP to be disseminated to all staff who have completed the previous NAVIGATE training; must be completed before the next ECHO Oct 22
Education services to have materials ready for e-learning on Nov 7th, 30 mins for each material which must be completed before Nov 18th training
POST TRAINING/PSSP/IMPLEMENTATION
Following the discussion at the implementation outcomes meeting last week, it makes most sense that we postpone the fidelity report and build it in for the next round as developmental work is still being carried out – Janet
Dayna connected with CAMH & ministry regarding French translation of IRT handout – chose to go with the ministry option as they do it for no cost, CAMH will charge $650; will have the translation in a couple of weeks
Communicating with physician groups email drafted by George and will be sent out by Aristotle by the end of the week
Utilize the annual project meeting and EPION conference to figure out what might work for physicians going forward; have brief less frequent after work 5pm physician ECHOs?
If physicians are not coming to the conference, Delbert to potentially do a web based training insteads
If new sites are interested, PSSP to tell them that we are open to including them
We should think of a time we’re available to have a conference call with prospective sites if only a few (1-2 sites)
Otherwise, if there are more sites we can put on the agenda at the next EPION meeting in January
ADVISORY COMMITTEES:
Reviewed and finalized YAC onboarding document; built upon what FAC had already created
Reviewed the monthly survey that will be next out after the next YAC
Before each committee comes to the FAC/YAC, presenters to send the members materials to help facilitate questions that members may have for presenters and to have a more productive meeting
Presenters to also brainstorm ways in which FAC/YAC members may make helpful contributions in the decisions making and structuring of project components
Monthly surveys have been sent out to FAC, two responses gotten so far
EPION
Dayna has sent out the slide templates to sites and site leads are to meet sometime at the end of this week to discuss how to go forward
Each site to make 3-4 slides with the information and talking points provided to them
If sites have ideas but do not have time to make slides, PSSP has offered to craft the slides for them
CONTRACTS
Working on revisions for NAVIGATE trainer contracts of new amounts and to be sent out today – Abanti/Dielle
Amendments for REB to be finalized and sent out today – Laura/Dielle
PATIENT MEASURES
Final edits for the Safety SOP to be completed this week – George/Abanti
Clean up referral SOP and send to PSSP to disseminate – Abanti
Alexia to bring to PSSP meeting regarding building the referral component into the already existing clinical tracking database rather than sending an alternate survey link to clinicians when asking clients about research
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