Table 1 Data elements tracked in original plan

Clinic Action Plan (CAP) Tracker: Which action plan step and task had been completed by each clinic; noted if targeted screening population had changed

When collected: Form completed by clinics prior to each study clinic check-in call (2x/month)

Date of check-in

Date each CAP step completed

Completion status of each CAP step

Any implementation challenges*

Changes in population targeted for SDH screening

Notes**

Check-In Tracker: Overview of the content planned and outcomes from each of the check-in meetings with individual clinics

When collected: Completed after each clinic check-in.

Date of check-in

Planned agenda

Led by which team members

Attended by which clinic staff

Attended by which IST staff

Summary of discussion

Next steps / action items

Comments / clarifications

Peer Support Call Tracker: The planned content and outcomes from the peer support meetings with all clinics in a given wedge

When collected: Planned content – prior to each call, at the IST meeting; outcomes – at the IST meeting after the Office Hours

Date

Planned agenda

Led by which team members

Attended by which clinic staff

Summary of discussion

Next steps/ action items*

Comments

Materials Tracker: Materials sent to clinics and received from clinics

When collected: Updated on an ongoing basis after materials were sent out to each clinic

Materials sent to clinics

Dates materials were sent

Materials received from each clinic*

Date materials were received*

Other Support Tracker: Any other support provided to clinic outside of what we had already planned

All “additional support” beyond what we had originally planned to provide to clinics, such as requests from clinics or additional support that our interactions with the clinics suggested would be helpful for individual clinics.

When collected: At the IST meeting or during each clinic check-in

Topic Planned / Content

Led by which team members

Attended by which clinic staff

Summary of discussion

Comments

Consultations outside of IST

Next steps / action items

Date of support received

Led by which team members

Clinic participants involved

Comments

Clinic Update Tracker:* Clinic overview used for discussion during the weekly IST meetings

Note: This replaced the Implementation Timeline and Monthly Reports

When collected: Completed weekly for each clinic by the practice coach and EHR trainer prior to IST meetings and updated during weekly IST meetings

Date of Check-In

Overview of clinic

Clinic step/progress

On track

Successes

Challenges

Clinic goals

Action items

Questions from IST

Next Agenda/Date

Notes for Next Meeting

Implementation Timeline:** Iterative bird’s-eye planning tool to support each of the clinics throughout the intervention

When collected: Sometimes pre-populated by IST members in advance of IST meeting but usually updated at each IST meeting (1x/week)

Step

Date

Type of clinic meeting

Topic

Content/Planned Agenda

Led by which team members

Monthly Reports:** Overview of the clinic’s progress through Steps 1–5, and what they requested of the IST

When collected: Summary was created after monthly activities were complete and presented to the IST and sent to all clinics the first week of the following month

Date

Clinic name

Progress made on each step

Requested information from each clinic