Minutes of the 1st Online SWAAC ELSO Steering Committee Meeting
Go to Meeting, 23 February 2018, 7.15 PM to 8.30 PM IST
Date and location:
23 February 2018, 7.15 PM to 8.30 PM IST (Indian Standard Time)
Online Via Go to meeting
Attendees:
Apologies:
Dr James Fortenberry, Dr Ibrahim Fowzy Hassan, Dr Akram Abdelbary Ahmed, Dr Gerry Capatos, Dr Mark Ogino & Peter Rycus
Agenda:
- Welcome & introduction to meeting Agenda : Dr Pranay Oza
- Review/revision of SWAC ELSO Logo
- SWAAC ELSO Mid-term conference
- ECMO Centre in SWAAC ELSO region
- Making Subcommittee for steering groups
- Any other business
- Announcement for next web meeting date & time
Meeting minutes:
Meeting initiated with a welcome address by Dr Pranay Oza, India followed by introduction of each attending members. Dr Oza & Dr Goyal started the meeting with power point presentation (attached with this file). The discussion was made on new SWAACELSO logo, everybody appreciated it & agreed for it. Dr Pooboni appreciated it as unity in diversity, Ali suggested putting Extracorporeal life support organization in an oval circle. Dr Goyal agreed for the new change as suggested by Ali & said he will send both logo to everyone to finally select one of the two.
Second issue was discussed on Midterm SWAACELSO conference, everyone agreed for it. Dr Oza Informed everyone about Dr Akram’s suggestion (via email discussion) for charging fees for conducting conference (10,000 USD for conference & 1000 USD for workshop) & opened the debate for discussion. There were multiple views in favour & against. As there was no quorum & after considering the multiple view points, it was decided that we will discuss on this through email & let everyone express their opinions. Few of the thoughts during discussion on fees were –
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Views
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Comments on implementation
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1
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Should not be Mandatory, not fair, everyone cannot afford
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Eventually nobody will pay, should have some charge for using the logo & name
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2
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Same charge as suggested by Akram
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Everyone cannot afford as organising such a mega event is itself is a costly affair
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3
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Conference fees as per GDP (ELSO format)
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Everyone cannot afford even organising such a mega event is itself a costly affair
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4
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Audit conference account & give some percentage of profit to SWAAC ELSO
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Technically difficult
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5
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Registration charges should directly go to SWAC ELSO accounts, some part of it will be repayed to organizer by the committee
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What percentage? Is it fixed for all or will be variable as per the case
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6
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Conference fees should be one of the bidding criteria
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Should not be given a big weightage as all countries (not so strong financially) may not get the chance to organize
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The tentative timing of the midterm conference should be in end of June or in July. We can ask for the bidding now & if anyone is interested then they can plan for this year also.
The next point of discussion was on how to spread the awareness and knowledge of ECMO among member countries & increase ELSO membership in our region. Dr Oza & Dr Goyal presented the current scenario of ECMO centres in our region both ELSO members & non-members (ref PowerPoint presentation attached here with). It was discussed in length & decided –
- To find out the reason for not having ECMO program in respective countries & centres by contacting the local bodies such as critical care society, cardiothoracic surgical society & perfusionist society of the different countries.
- Dr Pooboni mentioned that some of the poverty stricken countries and war trodden countries, primary care and secondary care may be their priorities and we should respect their choices while trying to introduce the model of cost effective ECLS in selective centres.
- If the manpower is an issue then we can try to help them by an sending volunteers of ECMO teams from established centres. It is just like adopting the country for establishing ECMO program. The ECMO team will educate, help them to develop department & even help them by trained man power for initial few cases.
- We should appoint atleast 4 persons (preferably volunteer) as responsible members of this project, each person taking care of one region. The four regions are divided as – South Asia, West Asia, Africa & last one Mid & central Asia. These 4 persons will be working in conjunction with the secretory & Chairperson.
- Those centres who are already doing ECMO but yet not the member of ELSO, motivate them to become a registered member of ELSO.
Dr Vivek Gupta & Ali showed their keen interest in taking up this project in whichever region allotted to them.
Dr Oza then proposed to make subcommittee for each steering committee so that most of the country members are involved in the committee work. All agreed for this. Dr Sultan expressed his keen interest to join the research committee & Dr Vivek Gupta (chairman research committee) welcomed him. It was decided all steering committee will make their own whatsapp groups of their committees along with the secretary, Chairman & chairman elect. This will help them to have better communication.
Meeting was then open for any new issues to be discussed. Dr Vivek Gupta proposed the need for establishing guidelines for our own chapter & was seconded by Dr Pooboni. It is essential to establish guidelines region wise as there are regional differences with regards to indications & also considering financial constraints. Dr Oza suggested Dr Vivek Gupta to initiate the process of guidelines with poisoning as we see lot of patients post cell phos and other poisonings requiring ECMO.
Dr Pooboni proposed to start with SWACELSO Website for better interaction. Everyone agreed for the need of it & Dr Goyal took the responsibility for the website.
Meeting was then adjourned with thanks to all. The Next meeting is planned on 23 March 2018 at 7 PM IST (Indian Standard Time) Via go to meeting. Agenda for the meeting will be sent to all by 15 March 2018.
Minutes prepared by – Dr Pranay Oza
Minutes verified by – Dr Suneel Pooboni, Dr Venkat Goyal
Minutes of the 2nd Online SWAAC ELSO Steering Committee Meeting
Go to Meeting, 23 March 2018, 7.00 PM to 8.10 PM IST
Date and location:
23 March 2018, 7.00 PM to 8.10 PM IST (Indian Standard Time)
Online Via Go to meeting
Attendees:
Apologies:
Dr James Fortenberry, Dr Gerry Capatos, Dr Mark Ogino
Agenda:
- Welcome & introduction to meeting Agenda : Dr Pranay Oza
- Brief discussion on previous meeting minutes & comments
- SWAAC ELSO conference fees
- ECMO Centre in SWAAC ELSO region updates
- Making Subcommittee for steering groups
- Any other business
- Announcement for next web meeting date & time
Meeting minutes:
Meeting initiated with a welcome address & briefing of the last meeting by Dr Pranay Oza, India. Dr Oza & Dr Goyal started the meeting with power point presentation (attached with this file). The discussion was made on new SWAACELSO logo & SWAACELSO letter head; everybody appreciated it & agreed for it. In Letter Head it was decided not to put any official address.
Second issue was discussed on the need for SWAACELSO website. It should be an Official website. The separate conference website can be made by the organising team every yearly & should be linked to the official website. Dr Goyal took the volunteer responsibility of website.
Third issue was discussed on SWAACELSO conference fees. There were multiple views in favour & against. As there was no quorum & after considering the multiple view points, it was decided that the conference fees should be equivalent to either a 10% of conference registration fees or the profit made (whichever is larger). Again due to lack of quorum, final decision is yet pending. Dr Oza raised a serious issue about the quorum & asked Peter his suggestion as even in the last meeting there was no quorum & hardly anyone responded to minutes of the meeting. Peter suggested that let the decision to go to everyone & ask for their opinion. If in a given speculated time if there is no response then decision is considered as accepted. Everyone in meeting agreed to it.
The next point of discussion was on how to spread the awareness and knowledge of ECMO among member countries & increase ELSO membership in our region. Dr Oza & Dr Goyal presented the current scenario of ECMO centres in our region both ELSO members & non-members (ref PowerPoint presentation attached here with). It was discussed in length & decided –
- To find out the reason for not having ECMO program in respective countries & centres by contacting the local bodies such as critical care society, cardiothoracic surgical society & perfusionist society of the different countries.
- Dr Pooboni mentioned that some of the poverty stricken countries and war trodden countries, primary care and secondary care may be their priorities and we should respect their choices while trying to introduce the model of cost effective ECLS in selective centres.
- If the manpower is an issue then we can try to help them by an sending volunteers of ECMO teams from established centres. It is just like adopting the country for establishing ECMO program. The ECMO team will educate, help them to develop department & even help them by trained man power for initial few cases.
- Ali proposed for involving ECMO machine dealers & manufacturers for promoting ECMO in various countries of our region.
- Work to approach different countries was allocated to different person. Dr Pooboni took the responsibility of South Asia, Ali took the responsibility of West, Central & North Asia. Dr Goyal, Dr Vivek Gupta & Dr Oza took responsibility of African countries.
- It was decided that everyone will come with basic homework & we will finally decide which 4 countries should be given the first priority to help them to start ECMO program.
- Dr Oza will draft a common letter to approach different countries & centres. This letter then will be finalized & sent to different countries not yet joined ELSO or not yet doing ECMO.
Dr Oza then proposed to make subcommittee for each steering committee so that most of the country members are involved in the committee work. But due to lack of participation nothing could move forward.
Meeting was then open for any new issues to be discussed. Dr Pooboni asked for the availability of Red book & about the e version of the book or local printing of the book. Peter said the matter is under consideration. How to improvise the meeting attendance was also discussed. Dr Pooboni raised the point about the feasibility of timing for all. Dr Oza showed the willingness in flexibility of time as per everyone’s consensus.
Meeting was then adjourned with thanks to all. The Next meeting is planned on 27 April 2018 at 7 PM IST (Indian Standard Time) via go to meeting. Agenda for the meeting will be sent to all by 20 April 2018.
Minutes prepared by – Dr Pranay Oza
Minutes verified by – Dr Suneel Pooboni, Dr Venkat Goyal
NB Kindly opine on highlighted text, if no response till 10th April 2018, it will be considered as your acceptance.
Minutes of the 5th SWAC ELSO Steering Committee Meeting
Delhi, 19 January 2018
Date and location:
19 January 2018
Delhi – 5th SWAC ELSO Conference – India Habitat Centre, India
Attendees:
kalpanareddy@doctors.org.uk
Agenda:
- Welcome and Introduction – Dr Malaika – 5 min
- Update and reflection of the of the previous year – Dr Malaika – 10 minutes
- Update on bylaws
- Update on growth and development of the chapter
- Election result for 4 standing Committees, treasurer and secretary
- Education, Simulation and Communication Standing Committee
- Device and Technology
- Research
- Registry Protocol
- Secretary
- Treasurer
- Update and discussion on Finance for SWAC- all- 5 minutes
- Conference Chairs update-15 minutes
- Previous Doha conference- Dr Ibrahim
- Current New Delhi conference- Dr Poonam/Venkat
- Future Conference- Egypt- Dr Akram
- Discussion of 2020 conference
- Certified and Endorsed Education- Use of Logo Dr Mark- 10 minutes
- Transition of Chairmanship- Dr Malaika-10 minutes
- Congratulations to Dr Venkat
- Discussion and Vote for Chairman Elect
- Discussion of role for past chairmen
- Any other business- 5 minutes
Meeting minutes:
Meeting initiated with a welcome speech by Dr Malaika Mendonca, UAE followed by Introduction of each attending members. She spoke on Update and reflection of the of the previous year activity, mainly focusing on updating the bylaws. She also updated the members about the addition of African region in the swacelso chapter. In present scenario, the chapter has 83 countries out of which 12 countries with 38 centres are the registered members of ELSO. She announced the result of executive committee election & welcomed the newly joined post bearer (see table 1).
Discussion was made on Finance of SWACELSO & various options available for generating & maintaining finance was discussed. Revenue generation from conferences & ELSO-endorsed course was thought of. Dr Ibrahim discussed the possibility of generating revenue through ELSO-endorsed course (simulation training program). Peter has given various options for maintaining bank account. Finally it was decided to keep the amount with central ELSO & let it get distributed as & when needed. Need for the post of Treasurer was discussed, no body from the attending member were ready for the post. Later Dr Sandeep Diwan from India was selected as the treasurer.
Discussion was done on conferences. Dr Ibrahim & Dr Poonam spoke on the difficulties faced by them in organising conferences. Dr Akram invited everyone for the SWACELSO 2019 at Egypt & the tentative dates from 15 to 17 January 2019.
South Africa, Iran & India were considered as proposed venues for the 2020 SWACELSO conference and meeting. South Africa was given the consideration & 2020 SWAC ELSO conference to be held in South Afrca. Mr Ali from Iran, Dr Suresh Rao from India & Dr Jana Assy from Lebanon showed their eagerness of conducting 2021 SWACELSO conference. There was a preliminary discussion on that but it was then decided that let the bidding for 2021 to be done at Egypt.
As there were many centres bidding for the annual conference, the parent ELSO suggested possibility of organizing Mid term Swacelso conference. Matter has been kept for future discussion.
Dr Malaika Mendonca then handed over the charge to Dr Venkat Goyal as a Chairman for 2018 to 2019. She proposed the name of Dr Ibrahim Fowzy as new Chairman elect from West Asia region. Dr Ibrahim was then elected unopposed and received the congratulations of the Steering Committee. Vote of thanks was then given to Past presidents Dr Pooboni & Dr Malaika for their contribution in uplifting SWACELSO. Dr Pooboni & all members then gave vote of thanks to Dr Yatin Mehta & Dr Poonam Malhotra for organising wonderful conference. The meeting was then adjourned.
Minutes prepared by – Dr Pranay Oza
Minutes verified by – Dr Venkat Goyal
SWAAC ELSO Steering Committee meeting 2022 Riyadh
1-Welcome
2-Current situation
- Congratulations for new sub-committee chairs:
- Education, simulation and communication: Dr Huda Alfodri from Kuwait.
- Registry and protocol standing committee: Dr Ibrahim Hassan from Qatar.
- Research standing committee: Dr Vivek Gupta from India.
- Device and technology standing committee: Dr Mohamed Azzam from KSA.
3- Current bylaws and representation of center directors.
- The current bylaws chairmanship of sub-committees is restricted only to members of the steering committee. Discussion needed if we could include active members in the chapter from outside the steering committee into the election process.
- Country representatives shall be changing every three years according to the bylaws, change can not be seen in timely manner, direct access to center directors by ELSO for election of country representatives.
- UAE representative (between Mark Livingston from SKMC and Vivek Kakar from CCAD, emails between them forwarded to the SWAC committee about agreement that Vivek represents UAE)
- Lebanon was removed from the directory.
4- Website and third-party management
- We discussed before during the last steering committee meeting to have an active website for SWAAC ELSO as the current website is inactive, So I recommend a third party to manage the website and receive all inputs from different steering committee members, formulate the inputs into website content that to be approved by chairman of communication committee, chairman of SWAC and parent ELSO representative.
5- ELSO certification in SWAAC region how can we fit
- Possibility for virtual endorsement of current SWAC region courses by ELSO mentors because of travel restrictions and costs through chairman of education committee Dr Huda.
6- plans from different committees resume by each for 5 minutes.
- Help from ELSO Research Fund (more details are needed funding data entry and application process) (Vivek Gupta)
- Pre requirements needed to join ECMO net
7- SWAAC 2023 and 2024 bid
8- President elect 2023-24 effective May.
SWAACELSO Education, Simulation and Communication Committee Strategic Plan
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No
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Activity
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Actions to be Taken
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F/U done and timelines
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Results of Action
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Responsibility
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1
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Provide a standardized MDT educational programs for SWAACELSO centres
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- Organize and deliver train the trainers course (online and hands on course)
- New endorsement process coming on Jan 2022
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Online course:
?ELSO based. Wait till its launched by ELSO
Start a provisional program for online course
Hands on course-
? March/April 2022
With adaptation according to each region needs and ability
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Huda
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2
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Provide educational programs for SWAACELSO Community
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- Produce patient and family information leaflets
- Produce educational videos
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Leaflet draft for VV/VA adult ECMO :
2nd week in Feb 2022
Languages: Arabic, Hindi, French, ? Africans speak to marlice
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Ali
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3
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Develop guidelines
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- Translate current ELSO Guidelines
- Write and submit new guidelines (e.g. physiotherapy, nosocomial infections guidelines)
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- Develop adapted guidelines based on ELSO for the region based on their resources (guidelines for regions with limited resources
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- adapted guidelines (Poonam? And collegues)
-Huda (new guidelines)
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4
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Produce SWAACELSO Newsletter
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Twice annually newsletter (pre and post annual conference) to include:
- Message from the SWAACELSO President
- Committees
- Summary of all the education activities
- SWAACELSO annual confrence
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First newsletter:
?Jan/feb 2022
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? Yousri
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5
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Update the website (SWAACELSO and ELSO) with the educational activities
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- Newsletter
- Committee members
- Educational activities
- Annual Conference
- Translation of guidelines
- Translated Patient and family information leaflets
- Links from ELSO to the SWAACELSO website
- Link from SWAACELSO website to the ELSO guidelines
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Once the website is launched/updated
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? Ali to delegate the reponsibility
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6
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System for referral within SWAACELSO
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- Identify the centres that accept referral (especially peadiatrics and neonatal ECMO and heart/lung transplan)
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Identify a suggested list of centres that can accept referalas for neonatal, peads, and transplant
-qatar to do possibly do retrieval
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? Poonam to check on transplant centres (through pranay)
Dr Hani ?
-( Dr ali to confirm re retrieval)
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- The above plan, once finalized to be submitted for SWAACELSO steering group Committer for approval in Feb 2022.
- Country rep on swaacelso steering group to aid identify the relavent things above.
