Cancer Clinical Trials Office Blog

News & Updates from the CCTO

Multi Race Information from EPIC

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Our NCI Grant requires us to provide information on our patient population to illustrate that we are serving a broad population.  Ethnicity and Race are such population characteristics therefore having the correct information in OnCore is required. 

On Feb 13, 2020, OnCore started to receive multiple values for participant’s race.  In the past, only the 1st captured information was passed from EPIC to OnCore.  Now, for patient who is self-identified as a person of multi race, all of the race information are sent to OnCore from both SHC and LPCH.  Please still ask the patient to verify his/her race and ethnicity using ‘NCI Ethnicity and Race Classification’ document located in the Forms section of the Coordinator Corner at the time of the consent.  If the information is incorrect in OnCore, please correct it on the patient’s demographic page.

How to save the CCTO REDCap intake request surveys and contents

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The REDCap intake survey has been a useful tool for coordinators to submit various requests to ccto-intake. The survey format enforces consistency in the submissions therefore improving the overall quality and efficiency of the intake process. However, the only way for coordinators to review a survey that has been already submitted (e.g., to confirm the attachments submitted, to confirm the information provided, etc…) is to use the link to the survey. There is already a button on the survey that sends the link to your email. However, since the email that you receive using this feature does not include much identifying information, sometimes it is very hard to go through your inbox to find the email with the correct link.

Example: The email notifications does not have any identifiers to know which protocol the link is for. So if you have submitted multiple requests, you would have to click and check each link.

How can we make this process easier and more efficient?

There are two very easy and quick ways to save the CCTO REDCap intake request surveys and all its contents!

1. Save the link to survey queue and save it somewhere together (e.g., Word/Excel document listing each submission link)

2. Bookmark the Survey Queue. You can create a bookmark folder on your internet browser and bookmark each submission. It has been helpful to bookmark it as soon as a request is created (not when completed) so that if you accidentally close your browser or you have to come back to the survey at a later time,

Example:

The second way is easier but there is one downside – if you do not have the bookmarks auto-synced or auto-backed up, there is a potential danger of losing all of your bookmarks if something goes wrong with the browser or your computer. Therefore, I highly suggest that you incorporate both ways into your workflow.

One more tip: If you accidentally close a survey without saving the link or bookmarking, you can retrieve the link from your browser’s recent history, as long as the survey was not created in incognito mode.

You may also reach out to ccto-intake@stanford.edu and request the link again if none of the above is an option. Please provide the following information:

  • New study request: 
    • request ID
    • PI name and protocol title
    • PI name and sponsor
  • Revision request: 
    • OnCore number for SU IRB
    • eProtocol number for external IRB

Also, some updates in the REDCap survey may happen soon that will make this process a lot easier!

Thank you to Jee Min Lee for sharing these instructions!

IRB Address Change

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All staff should be aware that the Stanford Institutional Review Board (IRB) has moved and officially changed their address.  The new location is a few blocks away from the old location, still on El Camino Real (at the corner of Park Blvd / Serra St).  This location is actually closer to the Cancer Center than the old location at El Camino Real and Page Mill.

All studies should update their materials, in particular the Form FDA 1572 (if used), with the new address.

Name of IRB:      Administrative Panels on Human Subjects in Medical Research (“Stanford IRB”);  Research Compliance Office; Stanford University

Address 1:           1705 El Camino Real

Address 2:           <LEAVE THIS LINE BLANK>

City:  Palo Alto          State:  CA                Country:  USA            Zip: 94306

Please note that it is important to use the full, formal name of the IRB, as above.  FDA has previously issued findings regarding the use of only “Stanford IRB.”  While the name provided is long, it is correct and fits within the provided field on the Form FDA 1572.

All drug studies conducted under an IND should update their Form FDA 1572 accordingly at the next revision.  If made aware of the change, some sponsors may ask for this immediately.

All Investigator-initiated Studies (IISs/IITs) for drugs should update their Form FDA 1572 at the next IND submission, and not later than the next IND annual report.

At this time, be sure to check that the list of physician sub-investigators is 100% in agreement between the Form FDA 1572 with eProtocol.

How to Print Demographics from EPIC

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If you are unable to print a certified copy of patient demographics and resort to printing a screenshot instead, we may have a solution for you!

But we can’t take the credit for it. This was brought to our attention by Stefania and Roan of the Head and Neck team. Thank you!

Please note: This function may not be available for all EPIC Departments. If you have any questions, please email dsmc-quality@stanford.edu

Steps for printing demographics from EPIC

1. Find your patient in EPIC

2. Find and Click SnapShot on the menu to the left-hand side of the screen

3. In the search field, enter PATIENT DEMOGRAPHICS and press ENTER

4. Print!