Improving Internal CIBMTR Data Audits: Process Improvement and Time Saving 2/11/2015 Melissa Yurch Research Coordinator
Blood and Marrow Transplant Program Taussig Cancer Center Director: Navneet Majhail, MD • Team: • Sharisa Cross, Jason Sabo, Tanya Rodela, Andrea Urbanek, Josh Workman, Patti Baucco, Donna Abounader
Background: • Era of Time Management and Cost Reduction • Maintain Accurate Reporting • Error Rate Low • Doing more with Less!! While Maintaining Quality!
Rationale: • Lower Error Rate • Experienced Data Managers • Continued Monthly Training
Annual Average Audit Time by Form: Approximately 3 weeks saved per year in auditing
Best Practices: • Majority of Events Occur First Year after Transplant. • Varied the Levels of Importance on Other Forms
Continuous Monitoring: • Trends in Errors • Target Training • Feedback
New Method: We are currently auditing: • 100% of research; post-TEDs through 1 year. • After 1 year we are utilizing the stratified sample method for auditing post TEDs 2-6 years at 50% • and over 6 years at 25% per data manager. • A data manager may request a form be audited at any time point. • New employees are audited at 100% for their first year. • We do routine education based on errors found on our audits. Examples: GVHD, Disease specific errors.
In Summary: • Tracked Error Rate for over 18 Months. • Average Error Rate was Low • Time Savings of Approximately 3 Weeks per Year
Second Phase of Time Saving Measures: • In Phase Two of Time Management: • Streamline auditing submission processes • Saving PDF versions of the forms • Time Savings of 3.8 Weeks per Year of Data Managers’ Time
Sample Audit Sheet: Audit Spreadsheet Categories for Error Breakdown
Error Tracking: This Encompasses all Fields Broken into Categories
Inserted Comments Specify Changes Needed Errors-Comments Expanded: