Upcoming Enhancements to REDCap Intake Request Form 

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There will be some major enhancements to the REDCaps Intake request form. These updates will move to production in the coming weeks. 

The enhancements hope to improve the functionality and flow of the Intake request form and will allow additional space for more document attachments.

If you would like to learn more about the Intake submission process and these enhancements to the Intake request form, we are now offering intake training courses for both New Protocols and Amendments.

New Protocols- Course Description: Intake submission process for New Protocol, review of the Intake request form, documentation requirements, REDCap instrument requirement, and SCI-CTO Activation Dashboard.

Intake Training New Protocols (CCTO-1001-111523) for 11/15/23 from 01:00 pm – 02:30 pm

Amendments– Course Description: Intake submission process for Amendments, review of the Intake request form, documentation requirements, REDCap instrument requirement, Intake resources, and SCI-CTO Activation Dashboard.

Intake Training Amendments (CCTO-1002-121223) for 12/12/23 from 01:00 pm – 02:00 pm

The pre-reqs for both courses are listed below.

  • CCTO-0002 “A Day in the Life of a Clinical Research Coordinator”
  • CCTO-0003 “Study Start Up and Regulatory Documentation” 
  • CCTO-0004 “Cancer: OnCore Basic Training”
  • CCTO-0006 “Study Financial Management”

If you are interested in registering for one or both of these new courses or have any questions  please email amlopezz@stanford.edu and ccto-intake@stanford.edu

BEACON BUILD REQUEST UPDATES!

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On December 5, 2022  at noon an EPIC BEACON build request form will be integrated in the SCI-CCTO Intake Questionnaire. This will enable study team members to request a BEACON build while requesting other SCI-CCTO services.

The IDS Digital Transformation Project has a designated Steering Committee that selects the order of CRG BEACON builds. Only the following CRG’s will be allowed to submit BEACON Build requests at this time: 

  • Head and Neck 
  • Thoracic 
  • Neuro Oncology 
  • Early Drug Development 
  • Breast 
  • Hematology  

Updates will be posted when more CRG’s are approved to submit requests for BEACON builds.  

What Do I Do If…  

1.       There is a new study in my CRG.  

– SUBMIT a request using SCI-CCTO Intake Request

2.       You already submitted your request for other SCI-CCTO intake services prior to 12/5/22 but still need to request a BEACON Build.  

-SUBMIT a request using Research Beacon Build Single Service Request | REDCap (stanford.edu)

3.       There is a new amendment for a study that has already “gone live” in BEACON 

        -SUBMIT a request using SCI-CCTO Intake Request as soon as you are aware of a new amendment.  

It is very important that:  

  • Approximate date of IRB Approval is entered 
  • All BEACON Builds reflect the most recently approved protocol version 
  • The Beacon Build validation team reviews tracked changes even if you think the changes won’t affect the build – This will ensure that the correct version date has been updated in EPIC 

4.       I have edits for a plan that is already in BEACON production  

        (ie: item missed upon initial validation, memos/clarifications, or language edits based on clinician/nurse request) 

-SUBMIT a request using Research Beacon Build Single Service Request | REDCap (stanford.edu)

For further questions reach out to DL-Research-BeaconProtocolRequest

New Patient Referral Tool

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On Jun 25, 2021, a full launch of new platform called XpertScreen will enable users such as Physicians, Nurses, Principal investigators, Researchers, coordinators to find matching open to accrual cancer clinical trials and connect with the study team of the trial, resulting in potential referrals.  The platform is initiated from patient record in EPIC.  Based on present diagnosis, functional status, treatment status, disease stage, mutations, markers, the platform will enlist cancer trials for the patient and enable screening request from provider to study team.

The impact on CCTO Clinical Operations is minimal.  For successful patient and study matching, timely updating study status (open/close/suspended) and accurate PCRC assignment for study in OnCore, and updating modifications of eligibility via REDCap Intake for new/amendment are must. 

How to communicate those required elements?

  • Protocol Accrual status: complete ‘Request OnCore Updates’ on CCTO Oncore’s webpage.
  • PCRC assignment: contact your Clinical Research Manager or Lead  
    • If there is a designated email list for a study team to receive screening request, that information can be provided via CCTO intake
  • Stanford specific eligibility for new studies or after a trial amendment:  answer the required questions in CCTO Intake System located on CCTO’s webpage

This platform will be managed by Research Services Process Manager and we are currently recruiting for this opening  (job requisition# 88755) to be filled. With any question or feedback related to XpertScreen, please contact Yi Pang and Agnes Nika.

New REDCap Notification with link to the request page

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Starting Feb 3rd, 2020, CCTO Intake system will automatically send out a notification to the service requestor when a service request submission started.  In the past, the system notification contained the link (request URL) only when the user opted in to be notified.  Unfortunately, the email notification was using a general template thus the user did not have any information/identifier of the request. The content of this new notification will include study identifiers so the user can easily can find the email containing the request link and can return to the partially completed request. The message will also contain information about asking for assistance including unlocking a request.

For new study service request, the new notification will contain the customized link (request URL) for the request, type of service requested, request number, name of the PI and study title.

For study revision service request, the new notification will contain the customized link (request URL) for the request, type of service requested, request number, name of the PI, OnCore or eProtocol # and reason for the revision request. 

Thank you for Jee-Min for pointing out the need for this improvement with CCTO Intake process.

The CCTO Intake Team

CCTO Intake will lock request after final submission

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Starting May 1, 2019, the Intake Coordinator and selected users will lock all incoming CCTO Intake Requests (http://med.stanford.edu/ccto/request.html).  The requestor will have read-only access after the record is locked.  This new process will prevent users from editing submitted information.  The practice of locking records will allow the service specialists to use a final datasets/information in their workflows.  A locked record will have a message at the top of the page alerting user (see image).  

To unlock a record, contact ccto-intake@stanford.edu.

Thank you ,

CCTO Intake Team