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Table 2 Agenda and time frame for the guided reflection meeting (case conference)

From: TIME – Targeted interdisciplinary model for evaluation and treatment of neuropsychiatric symptoms: protocol for an effectiveness-implementation cluster randomized hybrid trial

Agenda for guided reflection meeting (case conference) 1.5 h
Activity Preparation: Convene a meeting and prepare a meeting room with a blackboard or similar facilities (projector, if available). Check that a flip pad and markers are available TIME administrators: Responsible
One is chairman for the meeting.
One takes notes on the whiteboard.
One writes the minutes on the 5-column sheet.
1. Status Report: Personal history and main points from the patient’s medical record are presented. 10–15 min Decide in advance who should prepare and present the patient’s personal history and the main points from the medical record.
2. Create a problem list 10 min Staff (as many as possible should attend the conference)
3. Prioritize problems from the list
4. Draw a 5−column sheet on the whiteboard: facts – interpretations (thoughts) - emotions – actions – evaluation 60 min The leading registered nurse and the nursing home physician should attend the conference, if possible.
5. Describe facts from the registration and assessment phase: one problem at a time
6. Suggest interpretations – guided discovery – discuss and reflect on them
7. Describe any emotions experienced by the staff – with interpretations by the staff
8. Suggest aSMART actions – based on the interpretations – decide how and when to perform an evaluation of the actions
9. Summarize interpretations and actions – close the meeting 5–10 min TIME – administrator (chairman)
  1. aSMART (Specific-Measurable-Actual-Realistic-Time framed)