Post on 16-Aug-2019
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
PEbIATRIC BLOOD AND MARROWTRANSPLANT PROGRAM
DOCUMENT NUMBER: PBMT-GEN-067
DOCUMENT TITLE:Data Management
DOCUMENT NOTES:
Document Information
Revision: 03 Vault: PBMT-General-rel
Status: Release Document Type: General
Date Information
Creation Date: 17 jan 2019 Release Date: 15 Feb 2019
Effective Date: 15 Feb 2019 Expiration Date:
Control
Author:
Previous
Information
MOORE171
Number: PBMT-GEN-067 Rev 02
Owner:
Change
MOORE171
Number: PBMT-CCR-232
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InfoCardff: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
PBMT-GEN-067DATA MANAGEMENT
1 PURPOSE
1.1 The Pediatric Blood and Marrow Transplant (PBMT) Database is a MicrosoftWindows-based desktop application used by members of the Duke PediatricBlood and Marrow Transplant Program for data management of patients anddonors. The data contained includes patient/donor demographics, transplantinformation, referring physicians, scheduling of upcoming admissions,reinfusions, procedures, and history/physicals, and incoming patient management.The application is a supplementary data management tool and does not functionas the patient electronic medical record.
2 INTRODUCTION
2. 1 PBMT Database
2. 1. 1 The application contains built-in report functionality, including weeklyconference reports (patient scheduling and current outpatient review).An ad-hoc querying tool is available to create datasets of patients.
3 SCOPE AND RESPONSIBILITES
3. 1 Access to the application is restricted to authorized personnel who are listed in theActive Directory group of the server on which the application resides. There is a15 minute inactivity timeout enforced at the Operating System (OS) level. Anaudit trail is maintained for data that is created and modified, containing the actualdata, user Identification (ID), and the date and time of modification.
4 DEFINITIONS/ACRONYMS
4. 1 ID Identification
4.2 OS Operating System
4. 3 PBMT Pediatric Blood and Marrow Transplant
5 MATERIALS
5. 1 NA
6 EQUIPMENT
6. 1 Computer
7 SAFETY
7. 1 N/A
8 PROCEDURE
All donor and patient identifiers are uniquely identified and automatically created by theapplication. Back-ups are performed on a nightly basis.
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InfoCardff: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
8. 1 Screen Shots
g']]^la«n Menu aid I
Patient Information
feReferring Physicians
Patient Visit
Clinic List
PBMT Conference Inpatient Census
Long Term Follow Up New Referral
Database Query Incoming Patients
Reports
Exrr
Main Control Board
PBMT-GEN-067 Data ManagementPBMT, DUMCDurham, NC
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InfoCardff: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
patient Data ^isl^ll
Last Name
First Name
Middle Name
MRN
Date of Birth
Date of Death
Sex
Race
Ethnldty
Age ICause |CMV(+;-)|
»J ABO/Rh~3
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r
Duke Physician
Nurse Coordinator
Nurse Practitioner
Social Worker
Scheduling Coordinator
Clinical Research Coordinator
Home Health
r Adult BF. 1T
Kurtzberg, Joanne
Allison-Thacter. June "
McLaughlin, Colleen »
^]Referring Physicians
Transplant
Admit
Discharge
Diagnosis
Diagnosis Date
Transplant Type
Conditioning Regimen
1KB ff
BbfT Disease Status
Relapse Date (Post)
GvHD Prophylaxis
Conditioning Type
06/23/2009 Select
TransplantDate:
//
/ /
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Day +2738
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d
NYBC Search ID
NMDP ID
IBMTR Unique ID
RDR Label ID
// Donor
Print Intake Sheet
Parent/Guardian
^^
Edit
Patient HLA I Insurance
Cancel I Close
Patient Demographics/Transplant
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InfoCardff: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
;|'arent/&uardian for. 211Name
Relation
Address
:ather Custody pes^] City
State
CountryComments
Name
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ame
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InfoCardff: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
1 Status
Company
Phones
Approved
Policy Holder
Employer
Comments
2 Status
Company
Phone #
Policy Holder
Employer
Comments
3 Status
Company
Phone ff
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-t
^
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Comments
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Contact
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late: P Managed Care
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F~ Managed CareContact
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Fax#|(423)-755-2313
Faxffj
T Managed CareContact
Pre-CertPhff
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Referral # I
Case Mgr
Phone#
Faxff]t>
Fax#|
Cancel [ |Lci°seI]|
Insurance
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
... :..y. ^
Patient
Date of Transplant 08/15/97
Available donors (BF.1, UCB, Granulacyte, etc.) Donor(s) for 08/15/97 transplant
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MRN
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Ecit
DOB
Age
Weight
ABO/Rh
CMV
//
.V
~3
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RDR Label ID (Recipient)
cancel
Transplant Donors
Close
PBMT-GEN-067 Data ManagementPBMT, DUMCDurham, NC
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
; Referring Phys'ician(s) for
All Referring Physicians
Patient
n 'w^5d*'
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Referring Physician(s) for
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City
State
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E-mail address
Comments
Ec it
Nurse Clinician
Clinician Phone
Sa-. 'e cancel Close
^
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Referring Physicians
PBMT-GEN-067 Data ManagementPBMT, DUMCDurham, NC
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date-15 Feb 2019
Name
MRN
Date of Birth
Date of Death
.Jajjdl
Diagnosis
Transplant Type
Transplanl
3anfitippo Type A
Mlo - Unrelated Cord Blood - NST
(3rd)
>earch Visits < 3JVisit Date
Location
MD Kurtzberg, Joanne
Fellow/NP
Interval History
Assessments Plan
~3
Height
Weight
BSA
Head Cir
Pulse
Resp
cm
kgm2cm
Temp
BP(S)(d)
1/0-s
Stools
Emesis
c
/
/
/\
(range))
Problem List
GVHD/CSF
Allergies
Performance Status
Medical History
Current Meds
Physical Exam
Therapy Admiinstered
Labs
Close
Patient Visit Notes (Archive)
PBMT-GEN-067 Data ManagementPBMT, DUMCDurham, NC
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
Last Name
First Name
Middle Name
MRN
Sex
DOB
Age
". I Duke Physician
Nurse Coordinator
Nurse Practitioner
Social Worker
Diagnosis
Transplant Type
Proposed Protocl
Possible Donors
Developmental Delay »|
Auto-Cord Blood T
2<!Kurtzberg, Joanne ..
Allison-Thacker, June '
McLaughlin, Colleen
Diagnosis Date | / /
Regimen Type
Insurance
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US/INTL
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CityState
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CTs
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^J Zip j CountryOther PhoneS
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New Referrals
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;l*BH7 Inpatients
New Referrals Incoming Patients PBMT Patients
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d
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Last Name
First Name
Middle Name
Diagnosis
Transplant Type
Proposed Protocol
Comments
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MRN
DOB
Age
Sex
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CTs
Duke Physician
Nurse Coordinator
Social Worker
NP/Fellow
Insurance Approval
Status
Print Incoming List .'ie<v Details
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Incoming Patients
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iii.iihtvffgai'irf, t, ».i.i.ii ';a
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
». ; iPBHT Patient Reports ^JBJ2<1|
Query Type
Transplanted Patients
Transplant Type
(F
r
,<MI Types
)iagnosis
All Diagnoses
)isease Category
-!1 Disease Categories
Age (y) at Transplant | 0. 0 toStatus I Alive or Deceased
"II
~3
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99.0
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Transplant Date Range
<? Date Range
C Calendar Year
C Fiscal Year
j 01/01/1990ICY201S
|FY2015
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to
to
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Malignant/Non-htalignant Disease
[^
Run Query!
i Close
Database Query Tool
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.JBI^J
Qick on a column header tn sort
Name Mm Transplant Upn Dot) Dod Age_dot Diagnosis Lt
WLLSickle Cell Anemia
]' ~JT
Save to Excel |L^CIose^]|
Database Query Output
9 RELATED DOCUMENTS/FORMS
9. 1 N/A
10 REFERENCES
10. 1 N/A
11 REVISION HISTORY
Revision No.
03
Author
SallyMcCollum
Description of Change(s)
Acronyms defined
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
Example of Database Application Revision:
Patient Visit Screen (Modify Age at Visit label)COMPLETED
Authorization: Joanne Kurtzberg email on 12/21/16 Date:
Task/Purpose
Plan
Don't display Age at Visit if patient is deceased and note was created afterdate of death
Date initiated
Date Testing CompletedDate Live
Version #
Files created, modified
Project Backup (initial and post)\\cancerlan6\vines003\PBMTDBProject Backup folderBuild/exe name
Test Data
12/28/1612/30/1612/30/162. 1.23Patientvisit.scx
pbmtdbview_prod 2016_12_13 (v2. 1.22). zip (initial)pbmtdbview_prod 2016_12_30 (v2. 1.23). zip (post)
Pbmtdb4. exe
12/08/16 backup
Data Entry ScreensGeneral Requirements
Label IblAgeVisit - code a method, age_display(), to be called to update the labelCall age_display at:
Init
cboVisit valid
cmdUp buttoncmdDown button
Test display of IblAgeVisit for deceased/alive patientsInk
cboVisit valid
cmdUp buttoncmdDown button
Update launchdb.dbf (production version/exe)Backup code
Done
Done
Done
Done
Done
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lnfoCard#: PBMT-GEN-067 Rev. 03 Effective Date: 15 Feb 2019
Signature Manifest
Document Number: PBMT-GEN-067
Title: Data Management
Revision: 03
All dates and times are in Eastern Time.
PBMT-GEN-067 Data Management
Author
NamelSignatwe ^
^ijnfe ^ ^_^ _ ". ^, _ _.
_LD ate_. _»«.. _.. _. _., «^..«...
I ..Mean !,ng./Reas. on.Sally McCollum(MOORE171) 30 Jan 2019, 10:04:02 AM Approved
Medical Director
I Name/Signature lj^e_ ".,. __" ,." _ _. _ LJ?£lS_- _"_". _.... ._........... -..E..!^?!l!rI3{?easonJ,oannTe^rtzber9 30 Jan 2019, 10:21:03 AM Approved
Quality
I Name/Signature | Title | Date I Meaning/ReasonBing Shen (BS76) 31 Jan 2019, 10:32:32 AM Approved
Document Release
[^a^!S^St^. ^^. ^-:..^AJ}^^»^.. ^.».^-^^^-^--^Betsy Jordan (BJ42) 01 Feb 2019, 10:03:22 AM Approved
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