1. Implementing REDCap for Syringe Exchange Program (SEP) Data Collection
Lee Hoffer, PhD MPE
Associate Professor of Medical Anthropology
Case Western Reserve University

2. For My Presentation About me…
Present the challenges of data collection
Discuss creating infrastructure for this capacity
Present a project (collaboration) to help you with 1 & 2
About me…
I have done research with active drug users since 1994 (interest in local drug markets & tracking drug use trends)
Research in Denver, St. Louis, & Taipei, Taiwan
I came to Cleveland (CWRU) in 2008
I have worked with syringe exchange programs since 1995

3. The Challenges of Collecting Data
Data collection…
Is expensive (effort)
(Involves: collection, validation, data entry, storage, & reporting)
Requires specialized training & attention to detail
Requires precision (following protocols / conventions)
Is time-consuming (for clients too)

4. The Challenges of Collecting Data
Data collection must be…
Standardized
Accurate
Efficient
Useful (i.e., Informative & accessible)
(For organizations) Non-disruptive to operations
The above, requires capacity, expertise, & infrastructure
(Data analysis: extracting the information you need, rapidly)

5. The Challenges of Collecting Data
“ I’ll pause for a moment so you can let this information sink in.”

6. The Project
Develop an electronic system to collect client information, monitor services, & syringe exchange activity – Using REDCap
Standardize (basic) data collection
Create a statewide collaboration to monitor trends, compare regions, etc.
Utilize this system to…
Inform local service delivery: program decision-making, assist development (grant writing), & monitor program-based operations
Monitor client populations: trends in drug use, & other activity over time
Provide research infrastructure (statewide): to collect research data on drug using behaviors across SEP sites

7. Circle Health, Syringe Exchange - Example
Consultation / needs assessment conducted in 2014
Since 1995, paper forms used & entered into Microsoft Access
Very cumbersome process (collection, then entry)
Difficulties: managing & extracting data
Initial project:
Field observations to assess data needs
Designed REDCap forms (E.g., demographics, visit, nurse form)
Trained staff
REDCap system installed (September, 2017)
Pilot Testing
Technical Assistance for implementation
Ongoing support (E.g., generating reports, auditing data collection)
March 2018, we installed REDCap system for Portsmouth SEP

8. What is REDCap?
A secure web-based application for building & managing online data collection (2004, Vanderbilt University)
Currently being used by 3176 institutions in 128 countries (36 institutions in OH – CWRU, OSU, Cleveland Clinic, etc.)
Key Features:
Cloud & web-based (Can also work “off-line”)
Powerful survey development tools
Scalable
Seamless multi-site capabilities
Permissions are controlled
Easy to export data for analyses / reporting (Excel, SPSS, etc.)
Secure (HIPPA compliant)

9. Why Use REDCap?
No paper-based data collection (paper gets lost, can be inacurate, must be entered / stored)
Can be used on any web-connected device (computer, tablet, phone)
Time savings for data collection, auditing, processing, etc.
Data entry controls
Data access controls
No data storage costs
You own data
Easy to download full or partial dataset, report generation
Offers real-time data collection
Customization is straightforward
Limitations:
You cannot import data you have already collected
It is a research tool, not a database

10. What Expertise is Needed to Use REDCap?
Basic computer skills (for data entry)
Knowledge of Excel, SPSS, or other data management software
How Much does Using REDCap Cost?
No costs for use by members (collaborators) in consortium
Being a member requires specific technical capacities
Non-members, REDCap access does have costs

11. REDCap Screenshots

12. Entering Client’s Data into REDCap
Data Entry Flowchart
Entering Client’s Data into REDCap
New Client
Returning Client
Fill Out:
Demographic Info
New Client Info
Exchange Visit Info

18. The Project
Cleveland
Sept. 2017
Portsmouth
Mar. 2018

19. The Project
Cleveland
Portsmouth

20. The Project
Cleveland
Portsmouth

21. The Project
Cleveland
Portsmouth

22. The Project
Develop an electronic system to collect client information, monitor services, and syringe exchange activity – Using REDCap
Standardize (basic) data collection
Create a statewide collaboration to monitor trends, compare regions, etc.
Utilize this system to…
Inform local service delivery: program decision-making, assist development (grant writing), & monitor program-based operations
Monitor client populations: trends in drug use, & other activity over time
Provide research infrastructure (statewide): to collect research data on drug using behaviors across SEP sites

23. The Project (pilot study)
Modeling drug demand ( )
Conducting a survey comparing: drug use behaviors, attitudes, & how users acquire drugs
Surveying N=150 clients (ea. site)
Using data to inform a computer simulation (program) that models local drug demand (tool for service providers / policymakers)

24. So…

25. The Project Toledo Cleveland Akron Canton Marion Steubenville
Fairborn
Athens
Greenville
Dayton
Cincinnati
Georgetown
Gallipolis
Canton
Zanesville
Steubenville
Columbus
Marion
Toledo
Akron
Cleveland
Portsmouth

26. REDCap – What we can do
Conduct audit to evaluate & streamline your data collection
Setup REDCap accounts / access
Provide basic data collection forms
Train your staff
Help initally implement the system (i.e., help get your clients into REDCap)
Provide ongoing support & data management
Generate & deliver monthly reports (CWRU Dept. of Population and Quantitative Health Sciences)
Computerize additional forms you may be using (revise questions, etc.), & add them to your REDCap

27. REDCap – What we can do Advantages: You own your data
Case Western Reserve University is an outside agency (another set of eyes)
We can assist in evaluating results
Research is what we do (but we have specific experience: working with active drug users, harm reduction, & syringe exchange programs)

28. (One-time fee: labor & travel)*
REDCap – What we can do
Our cost to you for…
REDCap set-up & access
Electronic data collection forms
Implementation assistance
Ongoing-support
Report generation
Time & labor (for the above)
$3-4000
(One-time fee: labor & travel)*
* Graduate student researchers only

29. Acknowledgments THANK YOU Questions?
Lisa Fair, Circle Health, Cleveland, OH
Lisa Roberts, Dept. of Health, Portsmouth, OH
CWRU Research Team:
Kelley Kampman, MA
Allison Schlosser, PhD
Estee Cramer (MPH student)
THANK YOU
Questions?
(please take handout with project & contact information )