Attendees

Project Leadership / Richmond Clinic (OHSU)

• Mark Stephens
• Jason Kroening-Roche
• Kristin Erickson

PeaceHealth Cottage Grove Clinic

• Nick Gideonse
• Madi Bethke
• Kristin Gilbert

OHSU Gabriel Park Clinic

• Kira Talo

Winding Waters Clinic

• Kathryn Matthews
• Brandon Miller

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Learning Collaborative Meeting Summary

Program Updates & Participation

Changes in Participating Groups

• The Kettering (Ohio) group will proceed independently due to internal organizational constraints.
• They remain committed but are behind in timeline and unable to attend current sessions.
• Core collaborative now consists of three main clinic groups.

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Clinic Implementation Updates

Cottage Grove Clinic (PeaceHealth)

Progress

• Start date set: May 13
• 8 patients scheduled for first cohort
• Strong patient interest:
  • Majority enthusiastic
  • Only one negative response
• Acupuncture supplies issue resolved

Key Wins

• High patient engagement and excitement
• Staff alignment on scheduling and logistics

Remaining Considerations

• Preparing for group dynamics and challenging patients
• Need to collect research participation consent

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Winding Waters Clinic

Progress

• Still finalizing start date (target: May)
• Ongoing room scheduling negotiations
• Staffing disruption:
  • Key scheduler leaving soon

Challenges

• Billing uncertainties, especially:
  • Mental health billing requirements
  • Need for referrals for insurance reimbursement
• Shared facility logistics complicating room access

Next Steps

• Resolve room allocation
• Clarify billing workflows and insurance requirements
• Replace or reassign scheduling role

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Gabriel Park Clinic

Progress

• Provider scheduling issues resolved
• Scheduler and MA assigned
• Preparing to select start date (approx. 1 month out)

Constraints

• Behavioral Health (BH) support not yet available due to staffing gap

Next Steps

• Finalize start date
• Begin patient outreach
• Coordinate with scheduler for research consent process

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Research & Patient Outreach

Consent Process

• Clinics must:
  • Ask patients for permission to share contact info with research team
  • Use standardized script (Appendix C)
• Data will be entered into a secure OHSU spreadsheet

Timing Considerations

• Consent should be obtained 2–3 weeks before program start
• Goal: allow time for pre-group survey completion

Ownership Clarification

• Oregon Health & Science University research outreach will be led primarily by Mark
• Importance of clearly communicating this role to patients

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Medical Assistant (MA) Workflow

Core Responsibilities

• Room setup and patient intake
• Collect basic vitals (pulse, O2)
• Distribute and collect forms
• Take structured notes during sessions
• Enter documentation into medical records

Documentation Process

• Use weekly questionnaire for:
  • Pain source (required for billing)
  • Patient participation
• Notes used by providers for charting
• Paper forms are destroyed after entry

Workflow Enhancements

• Seating chart with numbered positions to simplify note-taking
• Use of dot phrases/templates for efficient documentation

Key Insight

• Minimal patient participation (even just completing forms) is sufficient for billing.

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Patient Materials & Handouts

Educational Resources

• High-quality, topic-based handouts accompany each session
• Include:
  • Key concepts (e.g., pain education, nutrition)
  • Visual aids
  • Goal-setting sections

Implementation Approach

• Clinics will print materials locally
• Starter packs will be provided initially
• Handouts reinforce learning and support behavior change outside sessions

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First Group Preparation

Pre-Session Planning

• Recommended:
  • 30–60 minutes prep time before first session
  • Team alignment and room setup
• Expect early sessions to feel clunky or imperfect

Key Advice

• Prioritize:
  • Readiness over perfection
  • Team coordination
  • Flexibility in execution

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Facilitation Approach & Mindset

“Secret Sauce” Philosophy

• Be adaptable—like cooking without all ingredients
• Adjust based on:
  • Group energy
  • Patient needs
  • Real-time dynamics

Core Skills Emphasized

• Empathy and presence
• Flexibility and improvisation
• Trust in existing clinical abilities

Key Message

• Facilitators are already equipped—this is existing work done in a group setting.

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Closing Reflections

Encouragement

• Strong optimism about program impact
• Recognition of:
  • Patient enthusiasm
  • Team commitment

Value of Collaboration

• Monthly meetings:
  • Provide accountability
  • Support problem-solving
  • Maintain momentum

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Post-Meeting Notes (Leadership Alignment)

Coordination Clarification

• Need to better communicate roles and responsibilities, especially:
  • Patient outreach ownership
  • Research coordination

Future Improvements

• Potential follow-up session for MAs after implementation begins
• Continued refinement of billing and workflow processes