MH Primary Care NetworkJan 28 Community Meeting

January 28, 20206:00-8:30 pm

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Time Agenda

6:00 – 6:10 (10 min) Welcome and Introductions

6:10 – 7:00 (50 min) Presentation + Q&A: Our journey to organize Primary Care –what will we do and how will we establish our leadership?

7:00 – 8:00 (60 min)Activity: Who will be involved? (i.e., how will we define our MH PCN members? What is the benefit of being a member? What do we commit to?) (30 min activity + 30 min readout)

8:00 – 8:25 (25 min) Discussion: What is our election process? How can we involve our entire community?

8:25 – 8:30 (5 min) Wrap-Up and Next Steps

Today’s Agenda

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FOR FACILITATORS,NOT SHOWN

Icebreaker

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Introduce yourself to your neighbour and answer…What are the similarities between these two images?

We’ve got an action-packed agenda

Welcome and introductions

Presentation + Q&A:

Our journey to-date

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Activity:Who will be involved?

Discussion:What is our

election process?

Wrap-up and next steps

Be action-oriented – roll up your

sleeves

Be open – learning mindset

Be curious – ask questions of self, others

Be courageous –try something new

Be respectful –differences are ok

Have fun!

There are a few ground rules

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FFS CCM FHG

FHO FHO-FHT CHC

Salesh Budhoo Sohal Goyal

Who we are

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David Daien

Interim Leaders Group (15):Name PEM Sub-Region

Ali Damji FHO/FHT NW Mississauga

Amy Forbes FHO SW Mississauga

Arieg Badawi FHG Milton

Carolyn Malec FHO/FHT Milton

Corinne Breen FHO/FHT Oakville

David Daien FHO/FHT South Etobicoke

Greg Van de Mosselaer FHG South Etobicoke

James Pencharz FHO/FHT NW Mississauga

Michael Kates FHO/FHT East Mississauga

Mira Backo-Shannon FHO/FHT Oakville

Richard Chen FHO East Mississauga

Salesh Budhoo FHG SW Mississauga

Sohal Goyal FHG NW Mississauga

Shazia Latif FHG Milton

Sujeewa Fonseka FHG Milton

Today’s Volunteer Presenters / Facilitators:

Nov 26 Co-Design Session (29) + Completed Online Engagement Form (11):

# Primary Care Providers that have indicated interest in this organization so far…

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PEM Sub-Regions

OAK HH MIL

SWM EM NWM SE

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But we need youto be successful!

Presentation + Q & A:Our journey to organize primary care

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Primary Care is at the centre of ON health transformation

Primary Care is at the centre of ON health transformation

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Problem statement How might we…

As primary care providers, we are asked to address any and all

issues for our patients; we are the “forever stop”; by being all

things, we have forgotten our identity

and our powerful ability to create focused

change in the health care system.

Bring together our group of primary care

providers in the region to have a strong and collective voice, and

rediscover our identity to create positive and focused change in the

health care system.

Create an organization of primary care

providers, that has a clear vision, purpose, structure, and process to enable Primary Care

to drive focused change in the health care

system.

Our solution

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FINAL DRAFT

To take on this central role, we need to organize and clearly state our purpose

We are working through the steps used by others to create a successful organization

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6 steps to set up a new organization

What is the need being address?Clearly state what problem this group will solve

How have others solved this problem?Look near and far for examples and inspiration

How will we make decisions?Establish a governance structure

Who will be involved?Identify members of the group, roles and responsibilities

What will we do?Build a strategy (vision, mission, priorities)

What specific actions will we take?Outline services and benefits provided by the organization

WE ARE HERE!

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Engagement updates are now available on the website!

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http://primarycarenetwork-mh.ca/

Blog-style summaries of past meetings

Past meeting presentations and supporting documents

Links to RSVP for upcoming meetings and engagements (Eventbrite)

We discussed how others are organizing Primary Care

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East Toronto Family

Practice NetworkSep 2019

Hamilton Academy of

MedicineSince 1899

Caledon-Dufferin

Physician Association

Nov 2019

South West Primary Care

Alliance~2019

Mississauga Halton

Primary Care NetworkMar 2014

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Primary Care in OHTs

Primary Care in Milton OHT

Milton OHT

Acute Care

Comm-unity

Home Care

Primary Care

Other

Primary Care in

CCH OHT

Connected Care Halton

OHT

Acute Care

Comm-unity

Home Care

Primary Care

Other

Primary Care in

Miss. OHT

Mississauga OHT

Acute Care

Comm-unity

Home Care

Primary Care

Other

On Nov 26, we decided to go forward with a MH PCN

Primary CareNetwork

MIL

HH

OAK

NWMSWM

EM SE

Primary Care Network

Possible Levels ofPrimary Care Organization

Province of Ontario

Central Region(1 of 5 Regions)

Mississauga Halton Cluster (1 of 4 LHINs)

3 OHTs(Milton, Connected Care

Halton, Mississauga)

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In our meetings November to January, we co-developed an organizational vision, mission, values, and set of strategic priorities(Final drafts – to be voted in by formal leadership after March)

Our vision statement

Healthier and happier communities throughout life.

Our vision for Primary Care 10 years from now is…

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FOR FEEDBACK

Our mission statement

To create a strong and unitedprimary care community, shaping

the health care system to best serve patients, their families, and providers.

The role Mississauga Halton Primary Care Network will play today in achieving our future vision is…

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FOR FEEDBACK

Our valuesAs part of Mississauga Halton Primary Care Network, the values we believe in and live every day are to…

Do teamwork

Be accountable

Aim high

Be curious

Create equity

Be open, build trust

We are problem-solvers and want to find the best way forward with our peers, patients, and their families. We are bold and courageous and want to lead the way.

We know we can achieve more together. With our peers, patients, and their families, we reach out, build teams, work together, and support each other to create solutions.

We are lifelong learners, like to try new ways of doing things, and embrace positive change. Our work gives us joy and purpose, and hope for a better future.

We are all equals and belong to one community. We have taken different paths, but strive for inclusiveness, fairness, transparency, and equity in all that we do.

We each have a responsibility for making primary care a success. Together, we lay out a clear goal and know our role in getting there.

We value our relationships as our greatest strength. We discuss openly, listen with compassion, challenge each other’s thinking, and build trust with each interaction.

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FOR FEEDBACK

Our 3-year strategic priorities

2. Connect To Teams1. Unite Our Voice 3. Improve Our Practice 4. Focus On Equity

Improve access to inter-professional care (such as social work, care navigation) for all primary care providers to enable patients and families to benefit from more timely, appropriate, and seamless care, while supporting the wellness of primary care providers.

Create equal and fair opportunities for all primary care providers to engage with and benefit from services of the MH Primary Care Network, including attending meetings, planning activities, and being represented, that accounts for physician payment model.

Establish the Primary Care Network as the “go-to” collective voice for primary care providers in the region that reflects our demographic and has the authority to truly represent and advocate on behalf of its membership for advancement of primary care.

Drive improvements in primary care through creating and supporting opportunities for providers to learn, explore, and innovate to benefit both their day-to-day clinical care, as well as across the primary care and health care system.

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FOR FEEDBACK

Our 3-year strategic priorities

2. Connect To Teams1. Unite Our Voice 3. Improve Our Practice 4. Focus On Equity

Example activities:• Establish clear governance

structure and decision-making processes

• Raise awareness of MH PCN’s purpose and our plan on how to get there

• Rapidly expand membership and have regular touchpoints for engagement and feedback

• Have elected MH PCN member(s) at OHT tables

• Have visible presence online and strong and timely communications

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TO BE CO-DEVELOPED

What will set us apart from the activities done by the OMA, OCFP, OHT Primary Care groups?

Example activities:• Raise awareness of

resources in the community (provider databases, etc.) and how to access them

• Provide support in finding locums / practice partners

• Provide informal social networking events for relationship-building

• Enhance partnerships with PC community

Example activities:• Take strong role in

communicating best practices / policies

• Develop accredited educational resources / events based on local needs

• Provide coaching / training / practice facilitation on topics such as digital health, leadership, QI, etc.

• Host annual learning event

Example activities:• Establish clear feedback

mechanisms for membership to bring forward areas of improvement

• Leverage data to identify opportunities and drive decision-making

• Develop clear process for advocacy and communicating MH PCN position on topics of equity

Our next step is to elect our leadership… how do you want to be involved?

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Q & A

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Activity:Who will be involved?

Leadership group

Members•What is the benefit of being a member? (e.g., voting?)

•Do we keep member engagement levels?

•What is the role and responsibility of a member?

•What could I commit to?•How do people sign up? Letter of support?

Broader Community•Active recruitment?•Voting privileges?•How do we involve our entire community?

How do we define our membership?

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MH PCN stakeholders

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Primary care provider’s choice

Levels Informed (1) Engaged (2) Advising (3) Leading (4)

Description

• Receiving Newsletter and e-Blasts

• On distribution list to receive regular news and updates

• Attending broader engagement events

• Participating in surveys and providing feedback

• Member of advisory committee(s) with regular attendance

• Providing advice and guidance on organization to lead

• Participating inand providing leadership on specific initiatives, including OHT

CommitmentN/A Commitment to

attendance

Commitment to provide feedback as

requested

Commitment to participation and

collaborative design

Time Commitment Little to none Intermittent,

as neededRegular monthly

meetings

Regular meetings with work in

between

Engagement can happen at different levels

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Nov 26 ballot card + online surveyRecognizing that we all have various interests both clinically and administratively beyond direct patient care, it is important to hear from you about what level you would like to be involved and how you would like to apply your expertise.1. How involved would you like to be with this group?

Informed (Level 1)

Engaged (Level 2)

Advising (Level 3)

Leading (Level 4)

• Receiving Newsletter and e-Blasts• On distribution list to receive regular news and

updates

• Attending broader engagement events• Participating in surveys and providing feedback

• Member of advisory committee(s) with regular attendance

• Providing advice and guidance on OHT to lead

• Participating in and providing leadership on specific initiatives, including OHT

2. In what areas would you like to apply your expertise?

Communications

Education

Community building

Advocacy / planning

3. Please provide your contact information.

Name:

Phone:

Email:

(Preferred? Please circle)

(Preferred? Please circle)

Sub-region / Location:

Activity: Let’s define our membership At your tablesSmall groups

At your tables, use the template to answer these questions:

1. Member benefits: What is the benefit of being a member? (e.g., Voting on position statements to OHT, government? Paid leadership roles?)

2. Member commitment: What could you commit to as a member of this group? (e.g., Time, expertise, $ in dues). Is it valuable to have 4 different engagement levels? (Leading, Advising, Engaged, Informed)

3. Member roles and responsibilities: What is the role and responsibility of each type of member? (If engagement levels are kept, describe the role and responsibility of each level)

4. Member recruitment: How do people sign up to be members? (e.g., Signing a letter of support or formal contract? Sharing of e-mail address? Payment of dues?). How do we reach out to people not here today?

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30 min activity + 30 min readout

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Discussion:Leadership structure and election process

Leadership group

Members•What is the benefit of being a member? (e.g., voting?)

•Do we keep member engagement levels?

•What is the role and responsibility of a member?

•What could I commit to?•How do people sign-on? Letter of support?

Broader Community•Active recruitment?•Voting privileges?•How do we involve our entire community?

How do we define our leadership structure?

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MH PCN stakeholders

How do we define our leadership structure?

Our leadership structure is our governance model. It informs how we relate to one another and how we make decisions.

Developing our leadership structure helps us formalize the working relationships among the team members (leaders and membership overall), including:• How we share in decision-making• How we resolve conflicts• How we hold people accountable for their roles and responsibilities• How we manage, share, and store information• How we allocate resources• How we add / change team members

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Leadership election process (To be confirmed at next Interim Leaders Meeting)

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1. Identify who can vote as “broader membership” (signed-on members only?)

2. Decide on voting rules (simple majority, supermajority? Virtual voting?)

3. Develop descriptions (roles, responsibilities) of each type of leadership position

4. Broadcast open application for leadership positions to broader membership

5. Collect leadership applications

6. Share / post applications for review by broader membership (in advance, at least 2 weeks)

7. Bring together members for voting meeting (Annual General Meeting)

8. Analyze voting results and announce elected leaders

Options for March Community Meeting (1st Annual General Meeting)

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Thursday, March 26th Tuesday, March 31st

6:30-9:00 PM

7:00-9:30 PM

6:30-9:00 PM

7:00-9:30 PM

Dat

eTi

me

7:30-10:00 PM

7:30-10:00 PM

https://www.surveymonkey.com/r/MHPCN_March_Schedule

How can we involve our entire Primary Care community?

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Discussion

Wrap-up and next steps

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Engagements January - March

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Jan 15 Leaders

Meeting 2

Jan 28 Community

Meeting

Early Feb Leaders

Meeting 3

Late Mar Community

Meeting

Gather feedback on strategic plan elements

Define membership

Discuss leadership election process

Gather final feedback on strategic plan and constitution / by-laws

Present nominees

Elect leaders

Engage Primary Care CommunityVote on strategic plan and constitution / by-laws

AprilFirst Formal Leadership

Meeting

Implement Election Process

Engage

JAN FEB MAR APR

Early Mar Leaders

Meeting 4

Next steps• Summarize decisions from today’s discussion to inform draft

constitution / by-law document for review by Interim Leaders

• Implement leadership election processo Develop job descriptions and applications for leadership positionso Send applications to Primary Care Communityo Receive and post applications to MH PCN websiteo Send reminders to attend March Community Meeting for election

• Develop summary of strategic plan elements to-date (vision, mission, value, current challenges, strategic priorities, services and benefits, member roles and responsibilities, etc.) as a draft for review at March Community Meeting

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Thank you!

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Appendix

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Engagements September - March

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Sep 24Community

Meeting

Nov 26Co-Design

Meeting

SEP OCT NOV DEC

OHT UpdatesOHT Updates

Oct 22Community

Meeting

Dec 18Interim Leaders

Meeting 1

Jan 15Interim Leaders

Meeting 2

Jan 28 Community

Meeting

Early FebInterim Leaders

Meeting 3

Late Mar Community

Meeting

Vote on MH PCN strategic plan and constitution / by-laws

AprilFirst Formal Leadership

Meeting

Implement Election Process

JAN FEB MAR APR

Early Mar Interim Leaders

Meeting 4

MH PCN Governance PrinciplesWhat we heard from our Primary Care community:

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• Inclusive: We want the network to be inclusive, not exclusive; we want providers to feel like it belongs to them

• Representative: We want providers to feel there is a way for their individual voice to be heard, either directly or indirectly through leadership representatives; we need to ensure that all providers, regardless of payment model, have the opportunity to contribute and shape the organization (want fairness, transparency, equity)

• Accountable: We want the organization to be more formalized than before; we want clear roles, responsibilities, policies, procedures, expectations, and accountabilities

• Autonomous: We want an organization that is “OHT agnostic”; we have seen a lot of government changes over the years and want to build a group for Primary Care that has longevity (can “live beyond the OHTs”)

• Flexible / Nimble: We need an organization that can adapt and evolve in response to changes in OHT development, depending on “who takes on what”; reasons why we decided to go forward with a regional Mississauga and Halton Primary Care Network, rather than a Primary Group aligned with an OHT are:1) We fee there is strength in numbers and want a strong voice in health system reform2) We still aren’t clear what OHTs are or will become3) We feel OHTs have not yet engaged broadly nor involved all types of primary care providers; we want equal representation4) We may practice across OHT boundaries and want regional representation / information5) We may have issues that need attention that do not fall within the priorities of the OHTs, especially in the first few years of

OHT development