2005 Scientific Session Abstracts
Automated Management of Procured Tissue for the Research Community
Richard Hill, MBA (hillr4@ccf.org); Kavous Roumina, PhD; Susan Staugaitis, MD; Walter H. Henricks, MD; Division of Pathology and Lab Medicine, The Cleveland Clinic Foundation, Cleveland, OH
Context: The Cooperative Human Tissue Network (CHTN) coordinates the collection and distribution of tissue samples for biomedical researchers across North America. As a CHTN member, the Cleveland Clinic Foundation procures and distributes thousands of tissue samples annually to the CHTN Midwest region, accompanied by data for patient demographics, diagnoses, tissue details, and preparation method. Investigator research requirements are matched against available tissue. Procured tissues may be divided among multiple researchers. Procurement documentation and distribution tracking is of utmost importance. Tracking, distribution, and reporting activities were previously supported by a variety of cumbersome, error prone, manual methods. The objective of this project was to improve the efficiency and accuracy of our CHTN procedures.
Technology: The application combines a front-end client for data capture, retrieval, and reporting (Microsoft Visual Basic 6.0; Redmond, WA) with a back-end relational database (Microsoft Access 2000). A multi-user design in the client module properly allows for record-locking and concurrent updates. The application was developed rapidly using traditional client-server tools to generate immediate improvements in efficiency and rapid user feedback.
Design: The front-end client provides for the capture of procurement and researcher information, retrieval of stored data, and the ability to generate packing slips for specimens sent to CHTN. Data entry is facilitated with dictionary-type lookup lists and proper validations. The design includes custom data views that enable efficient programming and ad hoc reporting. A query module returns procurement records based on such data elements as date procured, anatomic site, or diagnosis. Users can drill down to view specimen distribution details. A printed report or electronic extract of query results can be produced. Patient de-identification methods are incorporated.
Results: A single electronic step has replaced several manual steps and greatly reduced the effort to prepare shipments; the application generates ready-to-ship specimen lists and packing slips, saving four to eight hours labor per month. The accuracy of data sent to CHTN has improved, with handwritten forms replaced by electronic logs of validated information. The system enables the compilation of accurate workload statistics such as specimens procured by time period, investigator, and tissue type, saving another two to four hours labor per month.
Conclusion: The application provides efficient, accurate tracking of tissue samples distributed to CHTN. A solid foundation exists for use by other CHTN members, capable of electronic transfer of data to regional CHTN facilities and migration to a web-based format.