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

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!