Minutes for: SWRWCP STRATEGIC STEERING COMMITTEE Date: Wednesday, January 21, 2015 Time: 9:00-11:00am Location: Teleconference / London CCAC Office Page: 1 of 6 Chairs: Karen Perkin, VP/CNE St. Joseph s Health Care Samantha Colwell-Castles, Program Lead Recorder: Michele Dalton, PMA AA Members: R Anita Cole, South West CCAC Gordon Milak, South West CCAC R Sandra Dudziak, Revera = Present Crystal McCallum, South West CCAC R Jayne Menard, Woodstock General Hospital R = Regrets Darlene Bogie, South West CCAC Karen Perkin, St. Joseph s Health Care R Dr. Bill Thompson, London Health Sciences Centre Lee Griffi, Caressant Care R Dr. Punkuj Chawla, Alexandra Hospital Lisa McEwan, Revera R Dr. David Keast, St. Joseph s Health Care Samantha Colwell- Castles, South West CCAC ITEM DISCUSSION ACTION REQUIRED LEAD 1.0 Welcome and attendance/regrets 2.0 Minutes approval Welcome to those in attendance and notice of regrets Karen Distribution/review of SWRWCP Strategic Steering Committee meeting minutes from September 26, 2014 Minutes approved by those present, as distributed 3.0 SWRWCP Update Update on activities to date and support of work plan 1. Data collection and monitoring update and discussion Karen Sam / Crystal Decision Support Group to develop a report using 2013/14 as a baseline for proposed hospital indicators 1, 2 and 5 once the definitions are refined by SWRWCP
Hospital Data Experts and Wound Care Champions (WCCs)to send organizational versions of their wound care order sets and wound assessment tools to the SWRWCP Lead The Clinical Practice and Knowledge Learning Collaborative will act as the forum for reviewing existing hospital wound assessment tools and developing a valid harmonized assessment tool. WCCs that attended the January Decision Support Group meeting will be invited to participate in the assessment tool development Once developed, the harmonized assessment tool will come back to the Decision Support Group to see if it can be incorporated into the RIDS system, or if the RIDS system can collect any data from it. The ability to collect data through RIDS is dependent on how the assessment form is set up The harmonized assessment tool will then be reviewed and approved by the SWRWCP Strategic Steering Committee, South West CCAC Senior Leaders and the Chief Nursing Executive (CNE) Group Discussions will then take place with Cerner and Meditech to see if the assessment tool can be implemented electronically across South West LHIN hospitals. Will likely need to implement the tool in a paper format We will then undertake a pilot to implement the new wound assessment tool in one hospital using Cerner and one using Meditech, prior to wider implementation across the South West LHIN. The pilot will be limited to one unit per participating hospital. May have more participation if we do not change the way people are working It was noted that the new deputy minister is focused on consolidating shared services, which this effort reflects The process would be to engage clinical people. This is why the WCCs would be there to speak about the clinical pieces with front line staff Need solid communication with hospital CNEs and long-term care (LTC) Directors of Care that people were engaged to the data collection and there is endorsement. The hospital partnership agreement would be an ideal place to evidence the commitment for sustainability purposes At this table we must discuss what the leading practice is at a system level, and make sure that clinicians are presented with this information so that we can collectively determine how best to build the mechanisms required to implement that practice change. Need a system framework to explore and make recommendations about where we go with this. How do we get the wording right as this is more provider driven? Need to understand the associated costs, as resources are not the
same across the board Finances play a big part as we all have tight budgets. Can we get a product for a cheaper price or education through product comparison? 2. Communication management discussion It is a lack of knowledge and familiarity that creates resistance to change. Also, the way information is presented affects how well it is accepted Suggestion to engage physicians through conferences or speaking engagements i.e. Dr. Keast fills a room quickly. Physicians are more open to listening to an expert physician Does this group need to seek some communication support? What is the communication framework? Who are the stakeholders? How do we develop fast and precise communication? Suggestion to tap into some of the resources that we have. Some of the larger centres have communications specialists in house. Maybe the communication specialists can come together to create a wholesome communications plan. Ideas a story with Dr. Keast to go into organizational newsletters or grand rounds Can see the communications experts helping with this but this will not be a priority to take on. Would like to get advice on how to build the framework and how to develop messages Need to build toolkits for WCCs for standardized discussions with surgeons. Want to create positive groomed conversations Connecting with the Medical Advisory Committees would be beneficial but best to approach communication specialists in the first instance Do we need to create a sub group for content and word smithing? There is only so much we can do with central messaging Build the framework with the Toolkit and each organization can craft for their local needs Any thoughts on engaging communications for LTC Homes? The smaller homes won t have a communications person and probably won t get the time to buy in to this Sam to link in with the South West CCAC Communication Lead for direction. Email out to CNEs to link with Comm teams. Crystal to explore gathering some patient and staff success stories as a result of the SWRWCP best practice resources and best practice in general. 3. Update on Learning Collaboratives Crystal The Program s new website is now live Clinical Practice and Knowledge Translation Learning Collaborative will Crystal to redraft WCC definition inclusive of the comments. Send to the group for
be working on the development of the harmonized wound assessment tool Had a brief discussion with the WCCs and organizations would like a standard definition of what a WCC is. Crystal presented the old WCC definition for discussion o Suggestion to have statements such as - Working within the structures and policies within your organization Influence adoption and change of leading practices Facilitating knowledge transfer of relevant information at the appropriate team (general team meetings, skin & wound team meetings, etc.) 4. Update on Education Days - Crystal Have heard positive feedback from these sessions. An evaluation form was distributed to participants for feedback. The Canadian Association of Wound Care will be providing a formal report o 81 registrants o 38 of the funded spots were filled o 69 out of 81 were actual wound care champions o Came in under budget and will be going forward with another event in the spring Spring educational session to be organized 4.0 Revised SWRWCP Baseline performance Report Group reviewed the revised baseline report now inclusive of 2013/14 LTC Home data (page 19 and 20) We now have the 2013-2014 data added to the baseline report This has been taken to the LTC Home Network Council and has been through all of the governance structure levels Waiting to hear back from the Network Council Next step is to go back to the LTCH council on Feb 12, 2015 for communication and ongoing discussions The intent and messaging is that we are working as a system as much as possible. Beneficial that we are at a table connected with driving best practices and wound care prevention for future wounds. This is all about collaborating together Sam and Gord to attend the Network Council meeting on the 12 th of February and update group at next meeting. Sam/ Gord
5.0 LTC Home Network Council LTCHs have concerns about further participation in the Program by participating in data collection processes Concerns are with the administrative burden and it is not appealing to front line workers LTC Homes, community agencies and hospitals all differ with regards to their reporting Only 3% of LTC Home residents have wounds, according to Lee, and it doesn t make a lot of sense for Homes to take this additional reporting on Sam and Gord to attend the Network Council meeting on the 12 th of February and update group at next meeting. Lee Griffi 6.0 Diabetic Foot Ulcer Project The CCAC and the LHIN System Design and Integration Specialists have been working on the development of a diabetic foot management project based on leading best practices A consultant report was released last June and the proposed Diabetes Foot Care Model has been approved by the LHIN The LHIN has approved one time funding to develop a project where there is engagement with various stakeholders to implement the model across the South West LHIN for the care of people with diabetes for foot management The SWRWCP Strategic Steering Committee agreed to be the accountability group for this Project. This Project will be folded into the structure that already exists within the SWRWCP. It works nicely for this committee to be involved as Dr. Keast and Darlene Bogie have been working with this Project This Project will be integrated with the Regional Wound Care Program but monthly reporting and budgets will be kept separate A key piece of work to be done will be the development of an assessment and referral algorithm for diabetes foot care. This tool will need to be adopted by stakeholders to move towards everyone is gathering the same data We will need to engage and have meetings with various stakeholders such as dialysis units, primary care, etc. The objective of this model is to prevent the development of diabetic foot ulcers, improve use of resources, reduce associated costs and exhibit system alignment Currently under way is the enhancement of the diabetic foot ulcer clinic at St. Joseph s Hospital. Another piece of work for this group is to figure out how we might improve access to other parts of the region. Would this be creating another clinic across the region or utilizing technology. Need to develop the right model March 31, 2016 is the project end date Primary care engagement is a key piece of this Project The Primary Care Network is the starting point for engagement. We need to connect with Gord Schacter to see if he would like to join this group. Some Sam/Crystal: Project plan will be brought forward at the next meeting for review. SWRWCP terms of reference to be reviewed at next meeting. Contact Gord Schacter about being included into the Diabetes Foot Care Project. Darlene
7.0 Any other business 8.0 Next Meeting representation from primary care is needed at this table Next steps for this Project are to develop a work plan and the strategy for primary care engagement What are some ways to leverage the work that has been done? The addition of this Project changes the terms of reference for the SWRWCP, the document will need to be revisited by the group at the next meeting March 11, 2015 from 10:00am-11:30am