Improving Internal CIBMTR Data Audits:

Process Improvement and Time Saving

2/11/2015Melissa 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

Audit Time Per Form:

Annual Average Audit Time by Form:

Approximately 3 weeks saved per year in auditing

Auditing Time with Proposed Changes:

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

Errors-Comments Expanded:

Inserted Comments Specify Changes Needed

Thank you!