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Misrouted Case Report Forms (CRFs) Outline in DataFax

Wednesday, September 12, 2018 — Poster Session I

12:00 p.m. – 1:30 p.m.
FAES Terrace


  • F Appiah
  • N Moodley
  • M Holdsworth
  • C Lassnoff
  • S Debrincat
  • J Singh
  • C Whalen
  • M Tartakovsky


Title: Misrouted Case Report Forms (CRFs) Outline in DataFax Authors: Francis Appiah, Nick Moodley, Michael Holdsworth, Cindy Lassnoff, Sarah Debrincat, Jaskiran Singh, Christopher Whalen, Mike Tartakovsky Affiliation: National Institutes of Health/National Institute of Allergy and Infectious Diseases/Office of Cyber Infrastructure and Computational Biology Postal Address: 5601 Fishers Lane, Rockville, MD 20852 Abstract: OCICB/NIAID works with various NIH-sponsored Labs globally which conduct multiple clinical research studies across multiple clinical research sites. For the majority of these studies, CRFs are submitted to the study DataFax database via DFsend, iDataFax PDF upload and email. These various DataFax study databases all reside on a single server. One of DataFax’s key functions when processing incoming CRF images has been to route images of poor quality to the Unidentified Fax Router and to NOT discard any images which are not deposited into any study new records queue. This allows users who have access to the Unidentified Fax Router to review the contents, identify and/or discard unnecessary images, and to manually route poor quality CRF images to the correct databases. However, there have been a few occasions when CRF images have been misrouted to the incorrect study database. The most common cause of images being mis-routed is when barcodes are not within the specifications required by DataFax. They are either squashed, truncated, partially obscured, etc. Mis-routing of images creates problems for both the transmitting site and for the people working on the destination database, especially if these are different groups of people, and if the transmitting site does not have access to the destination database. It is of vital importance that any mis-routed images are not deleted, and are identified and moved to the correct study database very quickly. This presentation will discuss the process which the OCICB GCDS team implemented in order to track all misrouted CRF images, and then route them to the correct study database. The tool filters through the transmission logs, identifies specific DataFax users who performed data submission, tracks the study databases where the related images were routed to and then produces a list which is subjected to review. The reviewer is usually someone who has the ability to log into DataFax using the DataFax Admin account, which allows access to all databases. The reviewer will identify problem entries in the report, investigate them sufficiently, and take the necessary course of action. The report which is generated as a text file is also transformed into a CSV file and sent to the StudyVisuals team, who generate graphs and visual aids that help to interpret and summarize the contents.

Category: Research Support Services