March 2014
  
We are very pleased with the great attendance, participation, and networking at our annual CRP/DM meetings. The planning for next year's meeting in San Diego, CA will begin very soon and we look forward to reading the conference evaluations to get your great ideas.
  
The Best Abstract Award 
Sharon Meiers presented a plaque and $500 for the "Best Abstract Award" to Mahendra Yatawara, MBA, Data Manager, Cedars Sinai Medical Center, Los Angeles, CA, USA. His winning topic was, "Transplant Information Patient System (TIPS)", Mahendra explained their development of a web based bone marrow transplant workflow tool.
  
Thank you to everyone who submitted an abstract. Special thanks to Michelle Carraher, Heidi Petersen and Camilla Roepstorff, who also presented their clever quality solutions to us. 
  
The Mentor's Reception drew a hearty crowd for instructed Line Dancing, and a sing-a-long to a homegrown country western song about Bone Marrow Transplants, led by our very own Tony Wirth, CIT Minneapolis and Tom Moerke, CIT, Milwaukee. Our sincere thanks to Hanne Baekgaard Lauersen, Denise Bellman, and D'Etta Waldoch for planning the fun and food, including a chocolate fountain and gourmet cheeses. Everyone was in mighty fine spirits! 
  
Additional appreciation goes to the CRP/DM presenters who provided training and educational opportunities. Links to their PowerPoint slides are found on: 2014 CRP/DM Conference Materials.
  
Hope to see you next year!
QUICK LINKS
MANUAL UPDATES
Congratulations!


Mary Horowitz, M.D., M.S., Chief Scientific Director of CIBMTR.

During the Tandem Meetings Mary Horowitz received the ASBMT Lifetime Achievement Award. This prestigious award annually recognizes individuals who have made continuing
contributions to the field of blood and marrow transplantation, either in basic biology or clinical applications.
Online Training Webpage

Now located on the CIBMTR.org website is a page that includes a menu of eLearning Courses with links for the Learning Management System. Online Training Webpage

Data Management Manual Changes
As mentioned in the November 2013 newsletter, updates to the Forms Instruction Manuals

that occur between major revisions to the forms will be communicated monthly via this newsletter. A list of the manuals with changes in the past month are under MANUAL UPDATES, in the column above, with a quick link to a (PDF) document that explains each clarifying change - February 2014 (PDF). We also removed 'effective date' from the Data Management Manual web page.

 

For a complete history of changes per manual, review the Manual Change History section found at the end of each updated manual.

"Other, specify" Field
 

CIBMTR includes "Other, specify" fields on our forms so new drugs or new indications can be reported prior to when forms are revised, to include them as specific responses. Specific agents, therapies, or symptoms that we expect will be reported are asked as specific questions on the form, or are listed as specific response options to a question. The "Other, specify" fields should only be used if the data cannot be reported in a specific question or as a specific response option. Before using an "Other, specify" field to report data, carefully review the form questions and response options to ensure that the information you are reporting in this field is appropriate for the question or group of questions being asked, (e.g., only report chemotherapy agents in the "Other, specify" field within the group of questions for chemotherapy agents.)

 

When reporting data in the "Other, specify" field, be sure the agent, therapy, or symptom is correctly spelled.  If writing a longer explanation in the "Other, specify" field, provide enough information for it to be relevant, keeping in mind there is a 100 character limit. To ensure that the data are useful to research studies, only report data in this field that are relevant to the question being asked and enough detail for CIBMTR staff to understand the relevance of the data.

 

Some more tips for using "Other, specify" fields:

  • Drugs are listed by their generic names on the forms. Check rxlist.com  if you don't know the generic name of the drug you are reporting. Search for the generic name on the CIBMTR forms
  • Review the form in PDF format, posted on our website under Data Collection Forms. These forms can be used to see the specific response options listed for each dropdown box in FormsNet, as well as the list of questions for each form section.
  • Search the FormsNet Data entry screen: Make sure all sections are expanded, then use CONTROL + F to search for the value you are trying to report.
  • Review the intent of drugs and therapies before reporting to make sure that you are reporting it in the right section (e.g., if the section asks about drugs used for mobilization, it is not appropriate to report conditioning drugs in that section).
  • Don't be afraid to reach out to your MDs or Pharmacists to ask for help on clinical intent or generic names of drugs.
  
Additional resources:
  
Customized Forms Due List

   

ScanForm Mailbox
Did you know that we have a service to efficiently receive forms for processing that is not dependent on your CRC?  Forms sent via ScanForm are processed the same way as forms received through fax or mail but there are several advantages. Forms sent through ScanForm are traceable and recoverable. On average, this service is receiving 94 emails a day. The forms are printed, date-stamped, barcoded, and distributed to the appropriate area for processing. Only use ScanForm to submit forms for data entry. ScanForm should not be used to ask questions about forms due, or how to complete a form. 
  
The forms that you can submit through ScanForm are:
  • CIBMTR forms and error corrections, including Legacy. 
  • NMDP Search Forms and error corrections
  • Study requests/Data Queries (make sure that the study number is on EACH page).
  
Scanform hours: 7:30am - 3:00pm CST (Mon-Fri); forms submitted after 3:00pm will be processed the next business day.

 

 

Question: What do you do if the Primary Data Manager has left or is leaving, even if temporarily (for example: medical leave)?

 

Answer:

Each center is responsible for designating one Primary Contact. Transferring the Primary Contact security role to the next Primary Contact, or an interim person, before the Primary Contact has left makes the process easier. There are three things that need to be done:

If the Primary Contact has left and there is no one who can access the security system, we will work with the medical director to re-establish a Primary Contact person. When this is the situation, please email: cibmtr-centermaintenance@nmdp.org for assistance.

Send your questions into CIBMTRTraining@nmdp.org . The answer may be in a future newsletter.
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CIBMTR Training   
Thank you to the contributors for this month's newsletter:  Marie Matlack; Monique Ammi; Jenni Bloomquist; Lindsay Dozeman - Data Coordinator, Iowa; and Lori Colt.