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Improving Internal CIBMTR Data Audits: Process Improvement and Time Saving

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:

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Improving Internal CIBMTR Data Audits: Process Improvement and Time Saving

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  1. Improving Internal CIBMTR Data Audits: Process Improvement and Time Saving 2/11/2015 Melissa Yurch Research Coordinator

  2. 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

  3. Background: • Era of Time Management and Cost Reduction • Maintain Accurate Reporting • Error Rate Low • Doing more with Less!! While Maintaining Quality!

  4. Rationale: • Lower Error Rate • Experienced Data Managers • Continued Monthly Training

  5. Audit Time Per Form:

  6. Annual Average Audit Time by Form: Approximately 3 weeks saved per year in auditing

  7. Auditing Time with Proposed Changes:

  8. Best Practices: • Majority of Events Occur First Year after Transplant. • Varied the Levels of Importance on Other Forms

  9. Continuous Monitoring: • Trends in Errors • Target Training • Feedback

  10. 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.

  11. In Summary: • Tracked Error Rate for over 18 Months. • Average Error Rate was Low • Time Savings of Approximately 3 Weeks per Year

  12. 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

  13. Sample Audit Sheet: Audit Spreadsheet Categories for Error Breakdown

  14. Error Tracking: This Encompasses all Fields Broken into Categories

  15. Inserted Comments Specify Changes Needed Errors-Comments Expanded:

  16. Thank you!

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