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

2. Blood and Marrow Transplant Program Director: Navneet Majhail, MD
Taussig Cancer Center
Director: Navneet Majhail, MD
Team:
Sharisa Cross, Jason Sabo, Tanya Rodela, Andrea Urbanek, Josh Workman, Patti Baucco, Donna Abounader

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

4. Experienced Data Managers Continued Monthly Training
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. Majority of Events Occur First Year after Transplant.
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. Tracked Error Rate for over 18 Months. Average Error Rate was Low
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. Categories for Error Breakdown
Sample Audit Sheet:
Audit Spreadsheet
Categories for Error Breakdown

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

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

16. Thank you!