Consecutive Reporting of Hematopoietic Cell Transplants (HCTs) to CIBMTR

January 17, 2017
To:                   CIBMTR Medical Directors and Data Managers
From:              Janet Brunner-Grady, PA-C
                        Program Director- Data Operations
                        Marie Matlack
                        Senior Manager- Clinical Research

Subject:          Consecutive Reporting of Hematopoietic Cell Transplants (HCTs) to CIBMTR
The CIBMTR has developed a process to audit consecutive HCT reporting by US centers. Consecutive reporting of HCTs is important to ensure the continued epidemiological integrity of the CIBMTR outcomes registry and to meet our obligations to provide the US government with an accurate assessment of transplant activity.
Annual reporting of consecutive transplants is required for CPI. For this cycle, starting January 17, 2017, we are requesting you to submit a list of all HCTs that have occurred at your center between the dates of January 1, 2015 - December 31, 2016.  This includes patients with one to multiple transplants. Providing this information will allow us to confirm patients reported to CIBMTR are representative of all patients transplanted. If you perform, but do not report autologous HCTs to CIBMTR, please do not include them in your list of allogeneic HCTs.
Your consecutive list must be in Excel format and contain the following data elements for CIBMTR to effectively audit your transplant reporting:
CRID - (if applicable); provided in a NUMBER format
DOB - must be formatted as a DATE FIELD, preferably (yyyy-mm-dd)
Sex - Male (M), Female (F)
Date of HCT - must be formatted as a DATE FIELD, preferably (yyyy-mm-dd)
HCT Type (Allo_R, Allo_U, Auto)
Please do not include recipient names or other variables. 
Important dates to remember-
  • March 15, 2017- By this date, submit a list of all HCTs performed at your center from January 1, 2015 to December 31, 2016 to your CRC.
  • April 30, 2017- Any HCT performed from January 1, 2015 to December 31, 2016 that has not been reported to CIBMTR, must be reported in FormsNet by April 30, 2017 in order to meet CPI.
  • August 1, 2017- The accuracy of the HCT list and all the variables are critical. CIBMTR will analyze and flag all discrepancies on the provided list. Any data discrepancies between your list and the data reported in FormsNet will need to be resolved. In order to guarantee enough time to review and process corrections, please respond to the discrepancies by August 1,2017. The resolution of these discrepancies will impact your CPI status for the trimester ending August 31, 2017. 
CIBMTR meets the definition of a Public Health Authority (PHA) under the Health Insurance Portability and Accountability Act (HIPAA).  The PHA designation also allows transplant centers, which fit the definition of covered entities, to disclose these data to CIBMTR under 45 CFR 164.512 (Privacy Rule) without the direct consent or authorization of the recipient.
We want to thank centers for your continued support of the CIBMTR research database!  The CIBMTR research program could not be accomplished without your dedicated contributions.