Wednesday October 9th, 2019
Please see below for the action items and minutes from the October 9th Steering Committee Meeting.
In Attendance: Abanti, Andrea, Laura, Aristotle, Dayna, Mary-Hana, Lillian, Sarah B, Paul K, Alexia, George, Dielle, Lillian, Augustina
ACTION ITEMS
Call Durham to clarify ECHO case presentation - Nicole/Dielle-completed
Send outlook calendar invites for pre-webinar calls – Dielle/Sarah
Finalize new sites/ new staff onboarding document /checklist and send to PSSP to review – Dielle
Send out post training feedback survey – Dayna/Mary Hanna
Follow-up on outsourcing French translation of IRT handout – Sarah
Next implementation call- remind sites about clinical tracking form/ local IS leads to train sites on the database– Laura//PSSP
SEE calls need to be scheduled and coordinated with trainer and sites – PSSP- in progress
Communicating to the sites which clinicians should be on what calls etc- PSSP/Dayna- in progress
Reach out to physician groups at each site about NAV Training– Aristotle/George
MINUTES
ECHO
Create a rotating schedule for each site going forward for the next 8 months rather than sites volunteering to present cases so everyone has a turn go present- Dielle
Inform ECHO spoke members that if they have any clarifications or need support in filling out the case form or choosing a case the research team is happy to help and accommodate
Implementation call should be used to remind individuals about commitment and participation – PSSP
ONBOARDING/TRAINING
Sites need to confirm which dates and times work best for the pre-webinar calls by the end of this week as trainers must be informed; otherwise dates will be selected and outlook invites will be sent
Every staff member is to attend 2 one hour webinars – these are mandatory
All NAVIGATE and current roles have been obtained, except Durham – PSSP
Onboarding document and checklist is being drafted to assist with standardizing the onboarding process and to clarify roles around dissemination of information – the checklist will also be uploaded on portal under training tab
POST TRAINING
Going forward atleast one site lead and PSSP member should be on the calls –as it is important to be aware of what is happening at each site and any concerns raised . Dayna to attend this week’s call and PSSP can rotate on who attends the calls
PSSP/IMPLEMENTATION
Going forward, sites would prefer to consolidate information flow through PSSP implementation specialists
PSSP going forward can put together 3-4 points of what is going on at each site and sending updates to the research team on a weekly basis to bring awareness of any ongoing issues
Going forward, restructure project call agendas to focus on implementation that site leads can speak to; quarterly project calls can be more broadly scientific
Post- training survey will be sent out to the sites- PSSP to convey the importance of completing the feedback surveys so we can use the information to provide feedback and improve the calls going forward
Translation of IRT handout- PSSP to explore possibility of outsourcing and reach out to North Bay to see if they can suggest can services.
ADVISORY COMMITTEES:
YAC/FAC presentation schedule will be uploaded on the portal
Augustina will remind YAC about the monthly survey and will send her comments to Divya; survey has already been reviewed and edited by FAC.
Augustina and Lillian open to identifying themselves to differentiate leads and members responses on the monthly surveys going forward
EPION
Template and outline for presentations and talking points to be circulated next week – Laura/Sarah
PATIENT MEASURES
Four members of research team completed UAT for REDCap and some things need to be fixed
Finalize safety SOP based on sites and PSSP feedback and discuss UAT for REDCap at next Patient Measures and Outcomes meeting – George/Dielle/Abanti
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