In attendance: Janet, Jean, Lillian, Nandini, George, Sarah, Christine, Aristotle, Dielle, Nadia, Chelsi
Action Items
Shared Team Folder:
Moving forward – any team documents can be edited in the Shared Folder in the T Drive: T:\Slaight Family Centre for Youth in Transition\Slaight Research Projects\Study folders\SPOR\Shared Folder (EPI-SET)
Fidelity Plan
PSSP to follow-up with fidelity assessor, Rebecca, to perform “tele-fidelity”.
Implementation
Internal site readiness assessment call to be set up for early next week – Chelsi
Site readiness assessment call with sites at the end of next week – Chelsi
Input updates and revisions to site readiness assessment worksheet in T-drive
Sanjeev to meet with focused working group with education team and Slaight NAVIGATE trainers to review current materials and best practices and provide steering committee with a plan.
Administrative & Operational
REB Meeting with Durham (5PM) & North Bay (6:40PM) Sites – Chelsi to send invite and information
Arrange Call with Emily at Legal – Nadia/Dielle – DONE (Follow-up October 8th)
Follow-up with Alexia about timeline questions – Nadia
Launch Meeting
Reach out to Lillian about Presenting – Dielle - DONE
Email reminder to presenters about slide submission; deadline is October 10th – Nadia
Email Patrick Mitchell & Vasanthi – Aristotle
Minutes:
Fidelity Plan
1. Assessor for Fidelity Review Rebecca Oliveira
Performing training on Sept. 28th, 2018
Her manager has provided clinic time for this assessment
PSSP will follow-up with Rebecca to perform “tele-fidelity”
2. Chart Review General
To be performed by local PSSP facilitator in the presence of a site employee – will require extra training
Interviews to be performed over the phone. Raters will be consistent across sites.
3. Chart Review – Ethics & Legal
Question if participant consent is required for chart review – not mentioned in study documents
CAMH REB – chart reviews do not require individual participant consent – routinely reviewed for quality of care. We will operate based on our REB standards for now.
We will leave it with the local REB/institution to decide if they are comfortable with the decision to not require consent for chart review. We will follow what the local REB is comfortable with.
Chart reviewer will sign a confidentiality statement – covers liability
To be discussed with Emily at legal
4. NAVIGATE Fidelity
FEPS is primary outcome measure, some information through SURF can inform fidelity to NAVIGATE
No certification pathway for NAVIGATE in Canada; hasn’t rolled out in the US either
Certification for CBT and SEE is not happening consistently, may not be necessary
Need to determine who will and will not use REDCap automated email. Need transition from REDCap to site electronic forms, as this is the bare minimum for sustainability and evaluation over time.
How can we set up site EMRs to monitor fidelity on an on-going basis?
Need to determine how to monitor site CBT & SEE in an on-going fashion
Department Impact Forms – HR/IT/Health Records
Implementation
1. Pre-training Orientation - George
Meeting with Susan next Wednesday October 3rd 4:30PM
Will have budget estimate for calls
2. Site Readiness Assessment Worksheet
Sites are asking questions about staff, resources, and infrastructure
Need to arrange call at our end to coordinate early next week - Chelsi
Arrange an introductory a call with the sites by the 5th of October
Additional follow-up to be performed on October 12th – call already scheduled
Site readiness assessment file is in the T-Drive – please input updates and revisions prior to sending to sites.
Need to determine if sites have EMR system and what type and how individuals will gain long-in access to the system.
3. Project Timeline
Need to consult with Alexia regarding questions (ex. 3.4.1)
4. Contracts
Meeting to be arranged with Emily – Dielle/Nadia
5. Sustainability Planning Discussion (to be discussed at a later date)
Sarah mentioned that manuals and videotaping training may not be successful online training tools
Look into the development of simulation tools and sessions
Consult Sanjeev’s expertise on this matter – eventually build this component into the study to promote project sustainability
Sanjeev Response: I will arrange a meeting with our education team and Slaight NAVIGATE training as we will need to understand current education materials, how to align with training best practices and what is feasible in terms of timeline. I plan to send out a date for this focused working group and hope to bring this back to the steering committee once we have a plan.
Local pilots for simulations could eventually be implemented (requires REB amendment)
Audiotaping may present issues with ethics/legal
Administrative and Operational
1. REB Submissions Sudbury & Durham Calls – October 1st @ 5PM (Sudbury) and Durham (6:40PM) – one CAMH PI to be on the call
Aristotle & Dielle @ 5PM
George to join later (6:40PM)
Dielle to share information about Sudbury &Durham Ethics Applications
Paul to be available for REB calls to provide ICES information
Chelsi – find out call length
REB comments concerning ICES have been addressed.
Sites are not related to ICES and do not require a contract. The data is collected at CAMH through consent process and we connect with ICES.
2. Infrastructure for ECHO Calls – Discussion with Eva
Discussion with Eva about site specific needs – infrastructure varies by site
Need to discuss infrastructural/tech requirements down the line and modify/revise contracts and agreements accordingly
Launch Meeting (Oct 16th)
1. Patrick Mitchell assistant, communication issue – Aristotle & Paul to reach out
2. Two sites have agreed to their presentation slot, waiting to hear back from the other two
3. Dielle has reached out to Jean and Simone about slides
4. Dr. Foussias Patient & Evaluation Section – discuss outcome measure and the evaluation of said measure (rationale & analytic plan)
5. Janet – added to Implementation & Sustainability Plan Presentation (2-3PM)
6. Janet & Don added to Fidelity Presentation (12:15-12:30PM)
Don to address fidelity in general to standard of care
Introduce the challenge of fidelity and why it matters
NAVIGATE Fidelity & FEPS
7. Jean confirmed as a presenter.
Comments