ALBERTA & NWT REGIONAL LIAISON COMMITTEE SUMMARY NOTES of the meeting of the Alberta & NWT Regional Liaison Committee held on from 5 8 pm. The meeting was a teleconference of teams in Calgary, Edmonton, Lethbridge and Red Deer. PRESENT: REGRETS: D. Carfantan K. Caughey D. Duncan (Co-Chair) D. Emery J. Flath R. Hood D. Kauffman A. Killam A. Laycock S. Matsumoto (Co-Chair) B. Klettke T. Onoda S. Perilli A. McMahon J. McNabb J. Michielson D. Neuberger T. Niksic M. Saincher L. Scown S. Schultz S. Wright Cst. A. Zenko Dr. N. Yee M. Hinshaw T. Trinh 1.0 WELCOME AND OPENING OF THE MEETING D. Duncan thanked everyone for attending the meeting and ensured that all members were provided a meeting package. Attendees took part in roundtable introductions. 2.0 REVIEW OF AGENDA The agenda was approved. The Summary Notes from the April 21, 2006, RLC Meeting were also approved as circulated. Review of Action Items S. Matsumoto reviewed each action item on the April 21 st Summary Notes: Page 2, Item #4 Record of Donation (ROD) Errors. Due to the complexity of this topic, an update on ROD errors is to be presented by at a future meeting rather than in the minutes. Current status (as at Sept. 20): S. Matsumoto reported that information is still being compiled for this update. She also explained that Alberta recently implemented a new process of completing the Record of Donation form. Instead of just ticking the boxes, people are now asked to shade in the appropriate box. Action: An update about Record of Donation errors, including possible improvements since this new process was implemented, will be presented at the next meeting. Page 4, Item #5.3 Question about when the SARS question will be removed from the Record of Donation. Update: This question was removed on June 26, 2006. Page 5, results of the Spring Marketing Promotion. These results were reported in the Summary Notes for the April 21 RLC Meeting. Page 6, results of Direct Response TV advertising. Reported in the April 21 Notes. Page 8, request for information about the Unrelated Bone Marrow Donor Registry (UBMDR). A presentation is included in today s meeting. Page 1 of 7
3.0 BUSINESS ARISING 3.1 Collections and Hospital Orders S. Matsumoto presented charts of Alberta & NWT s performance in terms of Whole Blood, Plasma and Platelet s Collections to Target for April to mid-september 2006. Whole Blood April May June July August September Alberta South 94% 99% 94% 94% 109% 107% Alberta North 99% 94% 84% 94% 101% 110% Alberta & NWT 97% 96% 89% 94% 105% 108% Plasma/Platelets April May June July August September Platelets 103% 99% 97% 96% 93% 91% Plasma 109% 100% 94% 93% 102% 103% Whole Blood Collections Alberta was below target during the first few months (April July). This is attributed, in part, to a very limited buffer or room for error in the original collections plan developed for the year (for example, there was little room for appointment cancellations from donors). Generally, there was a downtrend in collections during the summer months across the country. Actions taken to address Alberta collections: 1. Adjusted appointment template to ensure more appointments are booked in advance of each clinic (buffer for cancellations and no shows) 2. Reviewed promotion strategies and developed some new strategies to help boost collections at specific times of the year 3. Increased collections capacities (i.e. number of beds and staff) to allow for higher targets at clinics that have the capacity to collect more units. As a result, collections as of August onwards showed significant improvement. Plasma and Platelet Collections similar trend as whole blood (summer slump) but collections picking up. There was some impact in Calgary due to a vacant position for an Apheresis Recruitment Coordinator (full time recruitment for plasma and platelet donors). The position has been vacant since Feb ruary 2006. Question raised: As a result of the slump, did critical situations arise where patients did not get the blood they needed? o No critical situations were encountered. Fortunately, a four-day supply (optimal inventory level) was maintained for all blood types during this period. Hospital Order Fill Rates Alberta usually meets or exceeds the 98% target. Platelets April May June July August Northern Alberta 100.0% 100.0% 100.5% 100.3% 99.5% Southern Alberta 98.7% 100.6% 100.8% 99.2% 99.9% Red Blood Cells - All Blood Groups Northern Alberta 100.0% 99.8% 99.7% 99.6% 99.9% Southern Alberta 99.7% 100.0% 99.8% 99.9% 99.7% Red Blood Cells - O Neg Northern Alberta 100.0% 98.9% 96.4% 98.8% 98.9% Southern Alberta 98.5% 100.0% 99.5% 98.8% 98.0% Page 2 of 7
3.2 NLC Representative Report J. Flath reported back (on Trevor Trinh s behalf) from the June 5, 2006, National Liaison Committee (NLC) Meeting in Sudbury, Ontario. Main discussion topics: a. Translation for Deaf Donors Canadian Blood Services has been meeting with the Canadian Hearing Society to get their support and assistance in preparing a submission to Health Canada to allow translators to be involved in the donation process. The translators will be accredited professionals who make an oath to protect the confidentiality of donors. b. Stakeholder Issues Dr. Graham Sher gave a presentation on the plasma selfsufficiency strategy and an update on the surplus protein initiative. At the request of stakeholders, Canadian Blood Services is investigating the possibility of working with the World Health Organization to distribute surplus proteins to developing countries (at lower prices than alternatives). There will be an update on this issue at the next NLC meeting. c. Year End Review by Ian Mumford, CBS Chief Operating Officer Fiscal 2005/06 was the first year that all regions in Canada met their whole blood collection targets. One of the biggest motivators for new donors was the new TV commercials in January 2006. d. Blueprint for Excellence Overview Canadian Blood Services is moving away from collect what we can to collect what we need through a five year plan that focuses on: - enhancing relationships with hospitals (to better forecast demand for blood products) - increasing the representation of ethnic communities in the donor base - increasing donor satisfaction and the percentage of Canadians donating - finding ways to minimize donation times - utilizing Automated Blood Collections Devices, which will increase donor comfort, reduce donation times and provide the ability to collect the blood product most required based on the donor s blood type. e. Buffy Coat Project Update Edmonton s pilot of the Buffy Coat production method started in October 2005. The Buffy Coat method has resulted in better quality of product, a higher percentage of platelets recovered per donation, and increased volumes of plasma recovered. Based on the success of the Buffy Coat Project in Edmonton, Canadian Blood Services will launch this production method in Vancouver next. Timing is to be confirmed. f. Removal of Question 28 from Record of Donation Question 28: In the past 6 months, have you had sex with someone whose sexual background you don t know? There was a discussion about the potential removal of question 28 from the Record of Donation (to help shorten the questionnaire, and because high risk activities are already covered by other questions). Canadian Blood Services will use the NLC s feedback to help determine whether a submission will be made to Health Canada to remove the question. The next NLC meeting will be held in Ottawa on October 23 and 24. J. Flath will represent Alberta & NWT. 3.3 Unrelated Bone Marrow Donor Registry (UBMDR) Amanda McMahon, UBMDR Coordinator for Alberta, presented about the Unrelated Bone Marrow Donor Registry. Topics covered: What does the Registry do? What are bone marrow/stem cells? Who needs transplants? Why do we need unrelated donors? How are patients matched? How is bone marrow collected? How is it given to the patient? Future recruitment objectives How can RLC members help? Page 3 of 7
Questions raised after the presentation: a) Is there any charge for Calgary Lab Services to collect the blood samples for Calgarians who join the Registry? Currently, Calgary Lab Services does not charge for this service. There is no cost to the donor. b) When marrow is taken, what is the ouch level? The biggest myth about the bone marrow donation process is that it is extremely painful. The most common feedback from people who donate bone marrow is It feels like you fell on the ice and It feels like you just rode a horse. c) Do donor and recipient ever meet? In most countries, including Canada, donor and recipient can meet after one year (if both parties agree). However, in France and Greece donor and recipient never meet. d) With umbilical cord donations, is there any charge for the mother? Currently, there is not a national cord blood bank in Canada. Canadian Blood Services is a logical partner in the establishment of a national cord blood bank and is studying the issue. Currently, there are a few private and public and cord blood bank operators including the Alberta Cord Blood Bank (www.acbb.ca). Storage in the Alberta Cord Blood Bank (a not -for-profit organization) is for any potential unrelated patient and is at no cost to the donor or the recipient. 3.4 Dinner and Discussion Each location signed off from the teleconference at 6:05 for dinner and a discussion about the UBMDR. RLC members discussed the following questions: 1. What are some of the common questions or misconceptions you hear when talking to people about the bone marrow registry? 2. What additional information would you need to make a decision about joining the registry? 3. Recognizing the targeted recruitment objectives (young, ethnically diverse, blood donors), how can members of the Regional Liaison Committee help promote the registry? 3.5 Report back on discussion Meeting resumed at 6:35PM. D. Duncan facilitated the discussion asking for feedback from each location. Highlights of the discussion are as follows: Question #1: What are some of the common questions or misconceptions you hear when talking to people about the bone marrow registry? What is the ouch factor of the donation process? What is the donation process? What is the time commitment involved? What is the cost involved? Will donors be reimbursed for transportation costs and hours lost at work? Question #2: What additional information you would need to make a decision about joining the registry? See the questions above. How will the donor be affected medically? One RLC member had a disappointing experience where they recruited potential donors who felt turned away and turned off when they couldn t be tested for a specific patient. Can t Canadian Blood Services recommend a private clinic that will test people for a specific patient? Some donors are anxious to join and donate to a certain individual. However, they lose interest when they learn that they must be willing to donate to anyone in need. What can Canadian Blood Services do to educate people who say they are only interested in donating for a specific patient? (i.e. when people respond to an appeal for a specific patient) It is a shame to lose these potential registrants. Canadian Blood Services should try to retain people s interest and to explain that they might be able to help other patients in future. Page 4 of 7
Question #3: Recognizing the targeted recruitment objectives (young, ethnically diverse, blood donors), how can members of the Regional Liaison Committee help promote the registry? Integrate bone marrow more closely with blood donation. People who attend a WYT should get bone marrow information when they are contacted after the event. Need effective and appropriate marketing materials for youth donors (short and sweet, online, easy to distribute at high schools and universities). Sharing a true story from one actual donor might help including their response to the question, did it hurt? Play a video on bone marrow donation while donors are donating blood. Talk directly to ethnic groups and explain benefits and process of bone marrow donation. Use university groups to promote UBMDR and grow this program. Information sessions that used to be offered about the registry were very popular. Other Feedback about UBMDR Have heard that potential donors were never contacted after expressing intent. Canadian Blood Services needs to ensure that anyone who registers receives follow-up. Canadian Blood Services does not give enough information about the registry to the public, so the results are low. Is any advertising (TV or radio) planned for UBMDR? Action: S. Wright to investigate and report back Action: J. Flath w ill take this UBMDR feedback to the next NLC meeting Amanda M. volunteered to be contacted if RLC members are willing to recruit for UBMDR (i.e. hosting an education session with their respective groups). For more information contact: Amanda McMahon, Coordinator, Donor Management Unrelated Bone Marrow Donor Registry Phone: (780) 702-8823 Toll-free: 1-877-366-6717 E-mail: amanda.mcmahon@bloodservices.ca 3.6 Safety of the Blood System Pandemic Planning S. Matsumoto gave an update on pandemic planning. Alliance of Blood Operators from around the world held their first face-to-face meeting in Toronto in June 2006 (International Blood Emergency Planning Action Group). The group compared and critiqued different pandemic influenza plans. They also discussed importing blood components across international borders in an emergency situation. Canadian Blood Services rated along with National Blood Services (United Kingdom) as being the most advanced in pandemic planning. Status of Canadian Blood Services Preparations Contingency plan is complete; awaiting final approval from Executive Management Communication is ongoing (visit www.blood.ca for updates) Education sessions have started with staff and volunteers Ongoing consultation with hospital customers Implemented hand hygiene program (number one way to prevent the spread of germs and infection from person to person). This also addresses feedback received from donors about general hygiene practices. In Development Contingency planning for reduced workforce Secure supply chain to avoid shortages in supplies Investigating vaccines for essential staff and donors Page 5 of 7
2006 WNV Results S. Matsumoto provided an update about West Nile Virus testing this summer. WNV testing has been performed on every blood donation collected by Canadian Blood Services since July 2003. Since implementation of the test on July 1, 2003, there have been no known cases of WNV transmission through the blood system. Canadian Blood Services detected and discarded eight donations during 2006 from people with WNV (two in Alberta). In all cases, the units were withdrawn and the donors were deferred from giving blood again for 56 days. There were 15 donations withdrawn from the blood system in 2005, includi ng one in Alberta. WNV testing continues year-round. There were no questions about either of these updates. 4.0 NEW BUSINESS 4.1 Operation LifeBlood A. Laycock presented an overview of the new program: The situation: 70% of Canadians believe donating blood is important and a good thing to do; 22% intend to donate within the next 12 months. But less than 4% of eligible Canadians actually donate. We know that the more aware and informed Canadians are, the more likely they are to give blood. Operation LifeBlood is aimed at converting Canadians good intentions into action by encouraging Canadians to take the first step to become new blood donors. When Albertans join Operation LifeBlood, they will commit to give blood for the first time within the next 12 months. The program launches in Alberta on Sept ember 26. It will be promoted until March 2007 through TV advertising, web advertising and promotional materials distributed at What s Your Type events, information booths and other community events. People interested in becoming a future blood donor register for Operation LifeBlood online at www.lifeblood.ca. Once people register, they receive a series of e-mail communication and e-newsletters with information about gi ving blood and clinics in his or her area. The goal is to register 7500 people and to convert 15% of these registrants into new donors (1125 new donors). 4.2 Upcoming Campaigns D. Emery spoke about the 2006 Holiday Promotion which is designed to raise awareness of the need for blood during the winter months, and to offer Canadians an alternative to the traditional holiday gift. The national promotions builds on last year s theme and will deliver inspirational and positive messaging that asks Canadians to Brighten a Life by giving blood. o Pre- promotion period in clinic: Oct. 2 to Dec. 4, 2006 o Promotion : Dec. 4, 2006 to Jan. 2, 2007 L. Scown discussed Bring Someone Close to Your Heart, a regional campaign to increase the number of new donors by 10% in F ebruary 2007. The promotion will ask current donors to bring someone with them the next time they donate. Questions about the presentations: How will you track which donors bring a new donor? There was a comment that this will be complicated and should be managed carefully. Details are still to be confirmed. How is the success rate of these campaigns measured? Operation LifeBlood will be easy to measure since registration is done on-line thus data retrieval and measurement is easy. We will evaluate the number of people who register and then make their first donation. Page 6 of 7
Campaigns and program launches sometimes overlap. Is this intentional? Overlap is often intentional to encourage donors who respond to one campaign to re-book their next donation as part of another promotion. In other cases, the overlap is coincidental. Overall, the goal to always keep Canadian Blood Services and blood donation top of mind to the general public, and to remind current donors about the constant need for donations. 5.0 MEMBER FEEDBACK & QUESTIONS S. Wright started this segment by thanking every volunteer who found time to attend the meeting. He welcomed any feedback, updates or questions each member might have for Canadian Blood Services and other members of the committee. Will each Regional Liaison Committee still have a particular focus, as per the previous Community Liaison Committees? (i.e. each committee adopt one particular issue for regular discussion) S. Wright mentioned that Canadian Blood Services hopes to cover a variety of discussion topics at each meeting (i.e. safety issues, recruitment, new developments in the blood system). However, he asked RLC members to recommend specific topics they would like to discuss and these can be included on future agendas. How will Canadian Blood Services know that Operation LifeBlood reaches the 22% of Canadians who intend to donate in the next 12 months (target audience)? A. Laycock explained that there is no way to know for sure that the campaign only reaches this 22% of Canadians. However, the advertising is designed to appeal the most to this audience (in message and tone), making these intenders more likely to respond. Comment: the liaison between Canadian Blood Services and the Canadian Liver Foundation has been good and is very much appreciated. The Bring Someone Close to your Heart campaign has a great theme. R. Hood shared that he was recently in Copenhagen to attend a Rotary meeting where he learned that some rotary groups support blood donation. He thinks the Rotary Club might be a good target group of donors. He is waiting to receive some follow-up information from the Rotary meeting, which he will share. Thank you for including the bone marrow presentation in the meeting. Canadian Blood Services shouldn t overlook the many potential blood donors who are still eligible to donate before their 61 st birthday. Recruiting young donors is important but don t forget about other groups of potential donors. S. Schultz (Red Deer) mentioned that she appreciated being invited to join the RLC. 6.0 FUTURE TOPICS FOR DISCUSSION: Youth Recruitment Record of Donation Errors MAK Progesa Iron levels, including education for people with low iron levels R&D Lab Tour S. Wright advised RLC members that in the coming weeks Ipsos Reid (research company) will contact the group, via e-mail, with an on-line survey to gather feedback about the committee. Thank you in advance for completing the survey. 7.0 PROPOSED MEETING DATES Teleconference: moved from Jan. 16 to Wednesday, January 17, 2007 (5 8 pm). Face- to-face: Friday, April 27, 2007 (10 am 4 pm) Action: Venue for April face-to-face meeting to be confirmed in January 8.0 ADJOURNMENT S. Matsumoto gave a final note of appreciation to everyone for all their feedback and active participation during the meeting. The meeting was adjourned at 8 pm. Page 7 of 7