Utility of Redcap Databases for Task Tracking and Quality Improvement in a Clinical Setting

In the dynamic field of hematopoietic cell transplant (HCT) research and cellular therapy (ACT), efficient data management plays a pivotal role in ensuring the accuracy and reliability of research outcomes. This abstract explores our institution's journey in implementing the REDCap database as a powerful solution for tracking forms for our Continuous Process Improvement (CPI) and driving quality improvement initiatives while defining user roles, identifying data consumers, and developing interfaces to ensure a smooth transition from legacy systems.Operating within our transplant center, which conducts 417 HCTs and 284 ACTs on an annual basis, our dedicated team consists of one manager, one supervisor, three IT support personnel, one quality specialist, and a proficient team of 11 data managers, who process data for over 3200 forms during each 4-month CPI period. Before this process, data managers retrieved forms due from CPI notifications and Formsnet and then tracked them in OneDrive. REDCap has resolved issues of tracking forms due for each CPI period, managing Queries found in Formsnet from data managers, and providing quality reports for errors on forms submitted in real time. Management and data managers can access, update, and retrieve data directly in REDCap. Prior methods resulted in two hours to quality check a form. With using REDCap, staff can enter, track, and correct quality errors per data manager in real-time through our Quality Assessment form in our Redcap database. Keeping CPI projects in REDCap, has allowed management to track late cases, incomplete 4000 forms, 100-day forms, and 2006 forms. Each data manager has their own list of incomplete and complete forms.This translates into communication between our quality specialist and data managers in a format that helps reach our goals of correcting five to ten errors a week per data manager. When an entry is created under the Quality Assessment form, the user can select the appropriate data manager of the error, the type of error, patient demographics, form number, question number, and comment field. Once saved, an email is automatically sent to the data manager for their notification to address the error. From there, our data manager reviews the error found, corrects it, and then sends a report back to the original quality specialist and signs off on the error. This has resulted in our center to reach the goals of correcting five errors per data manager a week.The REDCap database has transformed our HCT and ACT research data management practices. ability to dynamically adjust data entry forms has allowed for responsive data collection without sacrificing the data validation tools of more traditional database software, which has proven vital in the clinical data setting. As we look ahead, we anticipate continued growth and success in our research endeavors, driven in part by the power and versatility of the REDCap database.