Improved Cibmtr Data Capture through EMR Based Powerform

Background:  To ensure the highest degree of accuracy for the CIBMTR (Center for International Blood and Marrow Transplant Research) data, the Penn State Milton S. Hershey Medical Center Bone Marrow Transplant Program has created Powerforms integrated into the EMR (Electronic Medical Record) for GVHD (Graft versus Host Disease) and PS (Performance Status) Assessment.  In 2008, the data manager was able to change the GVHD and PS Assessment from a paper based method to an Electronic method.

Methods:  The Bone Marrow Transplant Data Manager collects GVHD Assessment for all Allogeneic Transplant patients, and Assessments for patients on the research track at the time periods of Day 100, six months, and yearly post-transplant.  The assessments are collected in the EMR.  The Attending Physicians then review, modify if needed, and sign the assessment forms.  These forms are used as source documentation during CIBMTR Data Submission Audits.

Results:  Our results show a decrease in errors found during a CIBMT audit.  The NMDP Audit in 2004 showed an overall error rate (OER) of 1.2% and a Critical Error Rate (CER) of 2.8%.  PS errors were 47.9% of the CER, and GVHD errors were 14.6% of the CER.  In 2008, the audit showed a 1.7% OER and a 3.8% CER.  PS errors were 24.5% of the CER, and GVHD were 3.8% of the CER.  In 2012, the audit showed a 0.7% OER and a 0.8% CER.  PS errors were 4.3% of CER and GVHD were 4.3% of CER.

Conclusion:  Implementing the collection of GVHD and PS assessment using the EMR has decreased the error rate found on the CIBMTR Audit.  The continuation of this method of data collection can further reduce the error rate.