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Joint Clinical Trials Office (JCTO) Informational Update December 2013. Agenda. Introduction Clinical Study Evaluation Committee (CSEC) Research Integrity Business Operations Clinical Trial Operations Architecture for Research Computing in Health (ARCH)

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Joint Clinical Trials Office (JCTO)

Informational Update

December 2013

agenda
Agenda
  • Introduction
  • Clinical Study Evaluation Committee (CSEC)
  • Research Integrity
  • Business Operations
  • Clinical Trial Operations
  • Architecture for Research Computing in Health (ARCH)
  • Clinical Research Enrollment and Study Tracking (CREST) system
  • Website
  • Contact Information
introduction
Introduction

The Joint Clinical Trials office is a collaborative enterprise between Weill Cornell Medical College and NewYork-Presbyterian Hospital to foster and advance clinical research.

  • Launched in January 2013 to address the need to provide support to investigators involved in clinical research.
  • Actively engaged in optimizing operating efficiencies and offering a diverse range of support services intended to increase the number, quality and impact of our clinical trials.
  • Provides infrastructure for investigators and study teams in the areas of contracting, finance, research integrity, study activation, training and development, social media, and community outreach, all under one umbrella.
organizational structure
Organizational Structure

WCMC

NYPH

Associate Dean,

Clinical Research

John Leonard

Assistant Dean,

Research Integrity

Mary Simmerling

Associate Director, General Clinical Trials Operations

Erica Love

Director, Cancer Clinical

Trials Operations

Alicia Lewis

Director,

Business Operations

Aleta Gunsul

IRB

Data Safety/Monitoring

Conflicts of Interest

Regulatory

Investigator Support

Operations

Training

QA

Feasibility

Finance/Budgeting

Metrics

Contracts

Communications

Liaison

Information Technology

Billing Compliance

clinical study evaluation committee csec
Clinical Study Evaluation Committee (CSEC)
  • Launched institution wide on August 15, 2013
  • Mission
    • To provide peer review of each protocol and deliver feedback to investigators that will improve the quality and impact of their studies.
    • The CSEC has two main functions:
      • to review a study for scientific merit
      • to review a study for feasibility
  • Activity
    • 2 General and 1 Cancer Committee
    • 165 submissions received
    • Average time to 1st review is 10-11 days with 68% of studies approved at 1st review.
    • Time to review expected to decrease with launch of 3rd general committee in January
    • 45% of submissions are unfunded
  • Common Findings
    • Insufficient statistical plan
    • Inadequate description of study design
research integrity
Research Integrity
  • July 2013 – Implementation of 5 specialized IRBs
    • Cancer (2)
    • General (2)
    • Expedited protocols (1)
  • Changes in COI requirements and (dis)connection of the COI and eIRB systems
  • New initiatives for 2014
    • Reduce deferral rates by working with researchers pre-IRB review
    • Work closely with the new Director of Research Admin IT to make improvements to the IT systems related to IRB and COI
business operations
Business Operations
  • Group Overview
    • Finance – 2 financial analysts and research finance manager
    • Contracts – 3 dedicated contracts specialists and contracts administrator
  • Current services
    • Contract negotiations
    • Budget review
    • Account and Plan Code creation
    • Revenue processing
    • Start-up fee and IRB renewal and amendment invoicing
    • Hospital research bill management
  • Changes implemented
    • Substantially decreased turnaround time of account and plan code creation
    • Increased frequency of check and wire allocations for faster revenue recognition
  • Future plans
    • ClinCard for subject stipend and reimbursements
    • Centralized tracking and reporting of revenue
    • Decrease contract execution turnaround time
clinical trial operations
Clinical Trial Operations
  • Group Overview
    • General
    • Cancer
  • Current Services
    • Subject recruitment
    • Assistance with navigating the study activation process
    • Support for audit preparation and response
  • Future plans
    • Investigator and coordinator training programs
    • Analysis of need for centralized clinical research core
architecture for research computing in health arch
Architecture for Research Computing in Health (ARCH)
  • Designs Research Data Repositories (RDR) to grow and support multidisciplinary research.
    • Empowers faculty, providers, and researchers by making data readily available to facilitate clinical care, research, and educational activities
    • Improves and standardizes data management practice, policy, and compliance
    • Creates valuable reusable “Data Assets”
    • Improves the impact and visibility of quality improvement, patient safety, education, and research programs
    • Facilitates collaborations and increase efficiency
    • Helps generate new ideas and discoveries
    • Helps secure funding and meets funding agency data management requirements
  • What services does ARCH provide?
    • Assess RDR needs
    • Provide technology and software
    • Integrate data sources
    • Manage and curate data
crest and subject enrollment
CRESTand Subject Enrollment
  • Implemented Clinical Research Enrollment & Study Tracking (CREST) as of June 13, 2013
  • Modified existing workflows for GE Case Module and GE Protocol Dictionary to incorporate CREST
  • Replaced GE Case Module and GE Protocol Dictionary with CREST completely as of October 1, 2013
former workflows with ge case module
Former Workflows with GE Case Module

OBC Requests Creation of Protocol from POBO

POBO Creates Protocol in GE Protocol Dictionary

POBO Confirms Protocol Creation with OBC

OBC Runs Report to Find New Protocols

  • No

OBC Checks if Appropriate Protocol Exists

  • Yes

Department Submits Subject Enrollment

Jira Ticket

OBC Attaches Case to Subject in GE

OBC Sends Confirmation Email to the Department

Department Links Appointment to the Subject’s Case

changes to workflows with ge case module
Changes to Workflows with GE Case Module

OBC Requests Creation of Protocol from POBO

POBO Creates Protocol in GE Protocol Dictionary

POBO Confirms Protocol Creation with OBC

OBC Runs Report to Find New Protocols

  • No

OBC Checks if Appropriate Protocol Exists

  • Yes

Department Submits Subject Enrollment

Jira Ticket

OBC Attaches Case to Subject in GE

OBC Sends Confirmation Email to the Department

Department Links Appointment to the Subject’s Case

current workflows with crest and epic
Current Workflows with CREST and Epic

CREST

  • Protocol

Epic

  • Protocol

eIRB

  • Information
  • Information
  • Subject
  • Enrollment

OBC Enters Additional Study Data

Department Submits Subject Enrollment

Jira Ticket

OBC Enrolls Subject in CREST

OBC Sends Confirmation Email to Department

Department Links Encounter to Subject Enrollment

website
Website
  • Timeline – scheduled to launch in early 2014
  • Goals of site
    • Provide central resource and guidance for investigators and study teams
    • Publicize and promote active clinical trials
    • Streamline process for industry collaboration
  • Researcher’s toolbox
    • Tips for study activation process
    • Tools and templates for study conduct
    • “How to” presentations, webinars and videos
contact us
Contact Us
  • Finance: JCTOFinance@med.cornell.edu
  • Contracts: JCTOContracts@med.cornell.edu
  • Clinical Trial Operations: JCTOOperations@med.cornell.edu
  • Clinical Study Evaluation Committee:
    • General: GeneralCSEC@med.cornell.edu
    • Cancer: CancerCSEC@med.cornell.edu
  • IRB: irb@med.cornell.edu