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Registry Agent for UNOS and CIBMTR

Registry Agent for UNOS and CIBMTR. OUI 2014. Registry Agent. Registry Agent Solid Organ is OTTR’s newest solution for completing UNOS Tiedi forms Available for both Solid Organ Transplant and Blood and Marrow Transplant

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Registry Agent for UNOS and CIBMTR

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  1. Registry Agent for UNOS and CIBMTR OUI 2014

  2. Registry Agent • Registry Agent Solid Organ is OTTR’s newest solution for completing UNOS Tiedi forms • Available for both Solid Organ Transplant and Blood and Marrow Transplant • Registry Agent Solid Organ product became available in 2014 • Enlisted the help of 3 Customer Input Sites (CI sites) for Registry Agent - Solid Organ Transplant

  3. Panel Solid Organ Transplant • Angelica Starkey RN, MSN • Senior Clinical Analyst at OTTR • Tamara Radar, RN, BSN, CCTC, CCRN • Living Donor Renal Transplant Coordinatorat St. Vincent Transplant Center Blood and Marrow Transplant • Stella Harnden RN, BSN • Clinical Analyst at OTTR, specializing in BMT • MaritaWehde, RN, BSN, C.H.T.C • Program Manager, Outpatient Division of Stem Cell Transplant, Leukemia and Lymphoma at Barnes-Jewish Hospital Technical • Matt Harriger • IT Systems Engineer at OTTR

  4. RA Experience at St. Vincent Transplant Program Tami Rader, RN, BSN, CCRN, CCTC Renal Transplant Living Donor Coordinator

  5. RA Experience • Training • CI Site • Preparation • Correct encounters in place • Completion of encounters (required fields “*”) • Usage • Began May 2014

  6. Quality of Data • Data is only as good as entered • If entered correctly, RA will pull data over correctly • Always check data prior to submitting

  7. Decreased Workload • Candidate Registration forms (8-10/hr) • Post Follow-up forms(6/hr) • LD forms (6-8/hr) • TIEDI forms (ALL DAY!!!!!)

  8. Responsiveness of OTTR Staff • Always available • E-mail • Phone • Quick return response • Partner to find solutions • Open for suggestions for improvement

  9. TIEDI vs RA • RA !!!

  10. The Need for Registry Agent - SOT • The Waitlist • As of September 7, 2014 http://optn.transplant.hrsa.gov/data/

  11. The Need for Registry Agent - SOT • The Transplants http://optn.transplant.hrsa.gov/data/ Recipients Living Donors 2,280 x 2 (forms minimum) ------------------------- 4,560 forms 11,845 x 3 (forms minimum) ------------------------- 35,535 forms

  12. The Need for Registry Agent - SOT • 35,535 recipient forms • +4,560 living donor forms • ------------ • 40,095 forms • This does not include the 6 month follow-up forms or the annual forms due • When did the transplant program you are currently working at start doing transplants?

  13. Registry Agent – Solid Organ Transplant • Ability to download all of the UNOS required forms via UNet without ever leaving OTTR • Recipient Forms • Transplant Candidate Registration - TCR • Transplant Recipient Registration - TRR • Transplant Recipient Follow up – TRF • Living Donor Forms • Living Donor Registration - LDR • Living Donor Follow up – LDF • Total of 76 Forms Available for use • Includes Adult and Pediatric Forms

  14. Registry Agent – Solid Organ Transplant • Registry Agent collects the patient data already documented within OTTR through everyday workflow • Auto-populates the form fields • Sends the completed form to UNOS • Users can complete the form manually • Updates or changes take only minutes to complete. • All the forms are validated against the UNOS business rules.

  15. Registry Agent – Solid Organ Transplant • When UNOS modifies a form, OTTR Chronic Care Solutions takes care of all the changes. • Changes are coming in 2015 to several of the forms • OTTR is currently working on the form changes • OTTR Registry Agent keeps a historical record of all the forms submitted to UNOS. • OTTR’s Registry Agent’s commitment is all fields, for all forms available for submission by third party tools.

  16. Registry Agent – Data Collection • * Required • SRTR • Demographics

  17. Registry Agent Workflow - Listing

  18. Registry Agent Workflow - Transplant • General Tab  Surgery Tab  Liver Tab

  19. Registry Agent Workflow – Encounter • Post Transplant Follow Up Encounter • Source Links • “Recalc” button • Full encounter and abbreviated encounters • Post Transplant Follow-up tab • Encounter tab • Scanned Documents tab

  20. Registry Agent Workflow – Donors • Donor Info • Living Donor Registration form • New tabs or changes • Pre-Donation “Organ”Clinical Information • “Organ” Surgical Information • “Organ” Related Post-Operative Complications • Pre-Donation Clinical Information • Post Operative Information • Post –Operative Clinical Information

  21. Registry Agent – The Process • Tiedi Forms Life Cycle

  22. Registry Agent – The Workflow • UNOS Generates a Form • Download Form Using OTTR • Repopulate • Validate • If passes – Submit to UNOS • If fails – correct the errors • Submit to UNOS • Based on OPTN policy • Receive an email from UNOS • Pass or Fail • Processing and validation response • Once accepted • Change form status to “Accepted”

  23. Registry Agent – Tabs • Forms Details/Options • IMR or IMF Form • Submission History

  24. Registry Agent – Form layout • Decorated Fields • Required fields only • Source Links • Indented Fields • Parent Child relationship of questions

  25. Registry Agent – Form Repopulation • Side by Side comparison • Data on the form • Data pulled from the workflow • Select the response you want to keep/submit

  26. Registry Agent – Form Validation • Validation provides a list of “Violations” • Double click on the violation to go to the field that needs to be reviewed • Best Practice – Do not make changes on the form • Utilize source links • Note: OTTR does not prevent users from submitting with violations

  27. Registry Agent – Improvements • Validation rules • Improved the quality and consistency of the violations • Added a Registry Agent Toolbar • Forms • Registry Agent Flowsheet • UNOS.org launches the UNOS portal website

  28. Registry Agent – Demo

  29. Registry Agent – Help • User who need assistance with the forms • UNOS Help Desk: 1-800-978-4334 • Online help is also available in UNet • User who need assistance with the forms in OTTR • Registry Agent Quick User’s Guide • General overview • OTTR Support: 1-800-636-6498

  30. Registry Agent Registry Agent - BMT

  31. The Need for Registry Agent - BMT • Transplant Need: • Each year nearly 20,000 people are diagnosed with life-threatening illnesses where blood stem cell transplantation is their best treatment option • Transplants in US: 2011: >17,900 bone marrow, stem cell or umbilical cord blood transplants b – Voluntary reporting of Autologous transplants http://bloodcell.transplant.hrsa.gov/about/general_faqs/index.html#1990 number tx in US

  32. Registry Agent – BMT Definitions • NMDP: National Marrow Donor Program • Operates “Be the Match” donor registry • 22.5 million potential donors/ 601,000 cord blood units worldwide • CIBMTR: Center for International Blood and Marrow Transplant Research • Research program of the NMDP and the Medical College of Wisconsin • Collects outcomes data on every allogeneic transplant in the US and accepts voluntary data on autologous transplants • Clinical database contains information on more than 370,000 transplant recipients • FormsNet3: Clinical research management system for CIBMTR • AGNIS: A Growable Network Information System • Messaging system to exchange hematopoietic cell transplant data • Data collected in a center’s database (OTTR) directly into FormsNet3

  33. Registry Agent – BMT Form Requirements • CIBMTR Form Requirements • Varies based on the: • Type of transplant • Donor source • CIBMTR Algorithm placement • CRF Track (Comprehensive Report Forms) • TED Track (Transplant Essential Data) • First year post transplant: Minimum of 6 required forms • Annually: 1-2 required forms • 103 CIBMTR Forms via FormsNet3 • 15 CIBMTR Forms supported via AGNIS platform (available for use in OTTR)

  34. Registry Agent - BMT • OTTR is certified by CIBMTR and NMDP to submit and retrieve data using the AGNIS application and framework • Ability to download all completed forms supported by AGNIS for a center • Ability to complete and submit AGNIS supported forms from within OTTR • Two BMT centers in production with 3 forms that auto-populate in OTTR • Several more centers will go-live this fall • Additional forms currently in development (2400, 2450, 2000) • When CIBMTR modifies a form, OTTR will update the form version and modify workflow fields as they are released through AGNIS

  35. Registry Agent – BMT Workflow - Evaluation

  36. Registry Agent – BMT Workflow - Transplant

  37. Registry Agent – BMT Workflow - Encounter

  38. Registry Agent – BMT - The Workflow • Document during work-flow • Add new form in OTTR • Populate • Review/verify • Fix any errors and repopulate until correct • Submit • Receive validation result • Accepted • Rejected / accepted with errors – make corrections, repopulate, verify and submit • Timeliness

  39. Registry Agent – BMT Form Layout • Decorated Fields • No work flow field/unable • Source Links • Help Text • Question Numbering • Indentation

  40. Registry Agent – BMT Form Submission • Populate and re-populate identical to Solid Organ • Validation rules are stored in FormsNet3, not within OTTR • Form Submission Results: • Rejected – a key data element is either missing or is invalid • Accepted with errors – form passed through validation rules and violations are returned to the form within OTTR • Accepted – form passed through validation rules and was accepted

  41. Registry Agent – Other Form Tabs

  42. CIBMTR Data Dates Tab • Ability to track the forms completed by Transplant • OTTR Lists facilitate managing forms due and tracking forms completed

  43. Registry Agent – BMT Toolbar • Registry Forms • Review all forms for this patient • Add new form • Download/Update individual form • NMDP Connect • Opens http for Connect NMDP (vpn) • FormsNet3 • Opens http for FormsNet3 if you are already logged into Connect NMDP

  44. Registry Agent – Workflow Field Changes • Form mapping is dependent on doc kind name, table name and field name DO NOT MODIFY

  45. Registry Agent – Help • User who need assistance with the forms • Contact your Clinical Research Coordinator • User who need assistance with the forms in OTTR • Registry Agent - BMT Quick User’s Guide • General overview • Call Support 800-636-6498

  46. Registry Agent Experience at Barnes-Jewish Hospital and St. Louis Children’s Hospital Stem Cell Transplant Program Marita Wehde, RN, BSN, CHTC Transplant Program Manager

  47. Registry Agent Experience • Preparation • Collaborative effort • Training • On site training • Implementation • One on one review and training • Workflow changes • Completion of OTTR data fields

  48. Usage • First form submitted in late May, 2014 • Forms include: • Form 2804: Recipient ID assignment • Form 2004: Infectious Disease Markers • Form 2900: Recipient Death Data

  49. Support and Guidance • OTTR Chronic Care Solutions • Always available • Open to suggestions and changes • Internal support • OTTR Administrator • Clinical Champion

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