What is NEO?

NEO is a third-party web application, developed in the UK, which has been licensed by CAMH for the purpose of collecting data from harm reduction service providers (HRSPs) for the Ontario Harm Reduction Database (ONHRDB). Click here to view a quick video on how NEO works.

What data is collected for the ONHRDB?

CAMH has worked with the MOHLTC to develop a “minimum data set” for the ONHRDB. The minimum data set includes all data elements required to fulfill the reporting requirements of the annual Needle/Syringe Exchange Activity Report, OCHART (Section 6 – Harm reduction outreach), and the Ontario Naloxone Program Quarterly Report.

A summary of the ONHRDB minimum data set provided below.

NSP/NEP information

  • Date of transaction/exchange
  • Transaction site (e.g. name of satellite site)
  • Location of transaction (e.g. in-service, street/parks, van delivery, etc.)
  • Who is client collecting on behalf of (e.g. picking up for themselves or for another person)
  • Additional services provided (e.g. brief counseling, practical support)
  • Type of referral provided
  • Safer injection supplies provided (type of supply & quantity)
  • Safer inhalation supplies provided (type of supply & quantity)
  • Safer sex supplies provided (type of supply & quantity)
  • Total quantity of needles returned to agency for disposal
  • Date of any community clean-ups performed by agency

Naloxone information

Kits & training

  • # of naloxone kits distributed
  • # of naloxone trainings given
  • # of refills distributed
  • Reason for resupply (e.g. kit lost, kit used)
  • Access point for previous kit (e.g. this site, pharmacy, etc.)


Naloxone administration

  • # of reports agency has received of naloxone being used during an overdose
  • # naloxone doses used for the overdose
  • Was 911 called during the overdose?

Client information

  • Client Code (anonymous code assigned to each individual, used to track # of unique clients accessing services)
  • Year of birth
  • Gender
  • Postal code of residence (first 3 characters only)
  • Substances used by client

Can additional data be collected through NEO?

The various types of supplies and kits included for tracking in NEO will be configured to match those distributed by each agency.

However, at this time CAMH is not able to add any other additional data elements to the ONHRDB (e.g. further demographic information, postal code of transaction/exchange, etc.).

What is expected of my agency?

Ontario HRSPs will all be expected to record client service information and supply data set out in the ONHRDB minimum data set through NEO. HRSPs will be expected to use reasonable efforts to ensure that the information uploaded to the ONHRDB and stored as data is accurate, complete and up-to-date.

HRSPs will also need to determine, in accordance with its own internal policies and procedures, which users within the organization has a need to access the ONHRDB to perform his or her responsibilities or assigned duties for the HRSP and ensure such users have undertaken the requisite training to use NEO.

What services will CAMH be providing?

CAMH will host the database and web application NEO, ensuring that the system remains accessible and handling any technical problems that may arise.

CAMH will also configure NEO to best meet the needs of each HRSP (while remaining in the minimum data set), troubleshoot with HRSPs who may have technological challenges submitting data, and help HRSP maintain data quality.

CAMH is responsible for initially training all HRSPs on use of the ONHRDB, as well as developing and maintaining all training and support materials. CAMH must also provide and maintain login credentials to the system for all HRSPs.

CAMH will provide ongoing feedback to each HRSP on the implementation process of the ONHRDB at their site.

Who from my agency should be involved in this implementation?

We suggest that 1-2 staff members take on a leading role at your agency throughout the initial implementation period. These key staff will be trained before other staff members, and should be able to test and assess the system’s fit with your agency’s services.

We also require that at least one staff person be trained to perform the few administrative functions included in NEO, e.g. resetting user passwords, creating new user accounts, etc.

What will the implementation process look like?

Engagement

Each harm reduction service provider (HRSP) will be assigned a CAMH support person to guide the implementation of the ONHRDB, and act as your agency’s main point of contact. Once your agency has been engaged and asked to participate in the ONHRDB, you will be asked to begin reviewing the ONHRDB Service Provider Agreement. Your CAMH support person will also set up an interview with your agency to learn more about your operations and services, and how these may affect your agency’s ability to adopt the ONHRDB. After this interview, CAMH support will work with your agency to find the best date to officially begin implementation. Live use of the system cannot begin until the Service Provider Agreement has been signed and returned.

Implementation

Implementation should begin with training 1-2 key staff on how to use NEO. These staff should be able to test NEO and confirm whether the system will work for the agency, and identify any potential issues. Your support person will work with these staff to resolve, as much as possible, such issues. All training and correspondence will be done virtually, as CAMH is not able to accommodate any in-person site visits for this project.
The support person will then host a virtual group training session for all other staff who will be required to use NEO. Staff who are not able to attend this session can be trained by working through the self-paced training modules, which can be completed independently.

Sustainability

Once staff are ready to begin entering data into the ONHRDB, your support person will remain in contact to resolve any issues. After one month of use, your support person will ensure that any issues are closed-off and your agency will be instructed to contact our general helpdesk support with any further questions or requests. Online training and support resources will also be made available to all users at your agency.


Note: CAMH is only able to actively guide the implementation for your agency’s core harm reduction team/site. The implementation and training of an HRSP’s additional satellite/partner sites must be led by the HRSP, though CAMH will answer any questions you may have about this process.

Typical first steps

  • Select 1-2 key staff for ONHRDB implementation
  • Review and return Service Provider Agreement
  • Schedule initial interview with CAMH support
  • Schedule initial training sessions