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ClinPortal: Streamlined Data Management Tool for Medical Studies

ClinPortal is a web-based data collection tool developed at Washington University School of Medicine, designed for various types of studies including PI-initiated studies, disease-oriented groups, and multi-institutional trials. It features standardized vocabulary, data sharing capabilities, and ensures HIPAA compliance. The platform offers roles for PIs and Coordinators with full access to participant data. Study development, data management, and integration with other applications are key features of ClinPortal.

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ClinPortal: Streamlined Data Management Tool for Medical Studies

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  1. What is ClinPortal? • Web-based, data collection tool • Developed at Washington University School of Medicine • Designed for the following types of studies • PI Initiated Studies • Disease-oriented groups (Patient ‘databases’) • Multi-institutional studies/trials • Application integration • Tissue Suite • CIDER • Grant Supported • Standardized vocabulary • Reuses clinical variables • Data sharing • Identified, De-Identified (HIPAA compliant)

  2. What is a ClinPortal Study? ClinPortal has 2 roles: PI and Coordinator Both roles have the same privileges: full identified PHI for all participants on all forms, unless otherwise specified by PI Complete Protocol Title per IRB approval Familiar, shortened title IRB # IRB documented start date for protocol

  3. Consent • Tiered Consent • Updated • Queryable • Upload signed copy

  4. Overview ClinPortal Participant IRB approved Consent & Protocol Study Calendar

  5. Visit Details Event Visit Form

  6. Form Elements Text Box- integer Drop down list- PVlist Text-decimal (x.xx) Boolean-check box Radio Button-PV list Add More function

  7. Form Elements Date Picker Multi-select list- PV list

  8. Unified Model& Standardization General Study: Family History Fetal Study: Maternal Medical History 2 different studies: General Study and Fetal Study 2 different forms: General Family History and Maternal Medical History Shared attributes: Relationship and Diagnosis

  9. Study Development Cycle Standardization Reuse

  10. System Integration caTissue ClinPortal Data management *Lab results Demographics Medications Diagnosis Procedures Admit/DC Participant Registration Study Protocol IRB approval Encounter dates Visit information CIDER CSMS Administrative, Billing, Regulatory Clinical Research at WUSM

  11. ClinPortal & Tissue Suite Participant Clinical Study Registration Collection Protocol Registration ClinPortal Tissue Suite Clinical Study Collection Protocol CS Event CP Event Visit SCG Form 1 Form 2 … Specimen 1 Specimen 2 …

  12. How do I access ClinPortal? User Responsibilities • Follow established rules and procedures • Obtain HIPAA/IRB approval if necessary • Do NOT share user IDs and passwords • Safeguard patient privacy and protect clinical data sets. • Escalate issues/questions to application Administrator or application Helpdesk • Do NOT download, move, or copy identified/limited data sets to USB drives, CDs, DVDs, other removable devices, or servers/workstations/desktops/laptops on unsecure networks • User access will be revoked in any case of failure to follow the rules. Access • On campus: accessed from any WUCON connection • Off-campus : accessed with a VPN client • ClinPortal Administrator approved user • Users must have an approved study • Request access on homepage or by contacting our helpdesk at help@bmi.wustl.edu

  13. Demonstration https://clinpd6.cbmi.wucon.wustl.edu:8443/clinportal

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