Is It Possible

Background As the workload for completing CIBMTR forms continues to increase, the resources required to complete them has not increased at the same pace. While CPI goals are met at the University of Maryland Marlene and Stewart Greenebaum Comprehensive Cancer Center (UMGCCC), because of resource limitations, achieving CPI is a constant struggle. When CIBMTR announced that the completion of Cellular Therapy forms were highly recommended, how to accurately and timely completion of CPI forms has become our top priority. Method The simplest solution to the problem would be to add resources by hiring an additional Data Manager. However, with the scarcity of knowledgeable resources available, hiring and training a new Data Manager is a challenge. Therefore, with the number of Data Managers at our center, we identified the following strategies to implement to maximize time and effort while maintaining quality and accuracy in completing CIBMTR forms. The first thing we identified was to extract from FormsNet 3 all the forms due for the current CPI period into an excel spreadsheet, and divided the workload up by transplant type. Next, we determined how many forms each Data Manager needed to complete per day to be able to achieve CPI for the reporting period. To ensure we achieved our set goal, we created measures to evaluate progress of form completion. Data Managers provide a biweekly report to the manager, summarizing what was accomplished in the prior two weeks. From the report, Data Managers can determine whether or not they accomplish their set goals and modify accordingly. Furthermore, CIBMTR provides a CPI summary sheet to each center on a weekly basis indicating the current CPI completion percentage with a tool that identifies progress toward CPI goals. In addition, to assist in verifying data accuracy, the Data Managers incorporated internal assessments between Data Managers as well as meeting with primary physicians to discuss and confirm that certain complex data was accurately reported to CIBMTR. Result CPI requirements were met, however, real-time reporting on patients receiving transplant and cell therapy has not been possible. Conclusion While CPI reporting requirements are met, we anticipate that by developing realistic, achievable methods to 1) increase the number of forms completed per day; 2) create a tool to accurately determine the number of forms and which forms are coming due in real time; and 3) create a schedule of additional tasks required of the Data Manager, forms will be completed as transplant and cell therapies are being conducted.