Agency with an External Evaluator Data Management Panel, JMATE 2006

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Agency with an External EvaluatorData Management
Panel, JMATE 2006

• Gillian LeichtlingRMC Research Corporation

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Project CHOICE- Portland, OR

• Effective Adolescent Treatment (EAT) grant,
  Cohort 1
• Treatment agency LifeWorks Northwest
• External evaluator RMC Research Corporation

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Secret to Success

• Strong on-site liaison within the agency key to
  overcoming challenges of an external evaluator.
• For Project CHOICE, designated follow-up
  interviewer fills this role, coordinating
  day-to-day data management tasks with
  evaluator/data manager.

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Benefits of On-Site Liaison

• Communicates with clinicians to help track down
  missing pieces of information for GRL, data
  problems in ABS.
• Communicates with external data manager about
  issues needing prompt attention or the
  involvement of clinical supervisor or project
  director.

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• Project CHOICE Data Management Activities

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Ongoing Data Collection Support

• Weekly GAIN/ABS support phone conference for
  clinicians facilitated by data manager and GAIN
  trainer.
• Occurs immediately after all-staff meetings
• Convey reminders about current common errors
• Communicate data collection/ instrument changes
• Respond to staff questions and concerns

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Ongoing Communication

• Data manager sends email summary of GAIN/ABS
  support call reminders to GAIN team (useful for
  absent clinicians).
• Data manager gives staff reminder of monthly data
  submission deadline for clinicians to get all
  GAINs completely entered and corrected.
• On-site liaison and data manager communicate
  virtually daily by email.
• Data manager maintains communication with IT
  staff (ABS administrator) about issues raised by
  staff.

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Project Coordination Meetings

• Data manager participates in project meetings
  with project director, clinical supervisor, GAIN
  trainer, and on-site liaison/ follow-up
  interviewer.
• Meetings an opportunity to address problems with
  data flow, clinician supervision needs, and
  barriers.

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GAIN Data Cleaning

• Clinicians work out of 4 sites all study packets
  are couriered to one central site and housed
  there.
• Each paper GAIN is reviewed and tagged with
  corrections/ feedback.

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GRL Maintenance

• Clinicians send intake study packets, TxSIs, and
  MET-CBT completion certificates to central site.
• On-site liaison enters info into GRL, following
  up with clinicians as needed.
• On-site liaison enters follow-up info into FUL.
• Data manager confers about coding choices,
  reviews GRL, and communicates with team about
  problems with data flow.

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GPRA Data

• On-site liaison prints GPRA report for each
  GAIN-I and GAIN-M90 completed.
• Data manager picks up reports weekly for data
  entry.
• Data manager periodically checks GAIN-I and
  GAIN-M90 list from ABS against GPRA website.

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GAIN Edits from Chestnut

• On-site liaison first looks at paper GAIN (often
  a simple data entry error)
• If correction is unclear, data manager
  communicates with clinician by email.
• Data manager makes corrections prior to data
  submission.

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Monthly Data Submission

• Project CHOICE data manager
• Enters GAIN edits corrections.
• Checks validity reports for new interviewers.
• Checks correspondence between GRL and ABS cases
  (all GAIN-I, M90, and TxSI need to appear in both
  GRL and ABS).
• Checks GRL for missing or inconsistent codes,
  dates.
• Uploads zipped data and GAIN edits reply to ftp
  site.

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Project CHOICE Data Submission Challenges

• GAIN-I data from all clients (not just EAT
  evaluation participants) housed in ABS.
• XOBSv field used to distinguish EAT and non-EAT
  clients.
• Data manager filters EAT cases for export.
• DM pastes exported text data into Excel and
  prints XPID column to compare against GRL.

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New Challenges

• Some clinicians switching to interactive GAIN,
  which can be more time-consuming to check.
• Increased number of clinicians involved in
  project has increased communication challenges.

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Contact Information

• Gillian Leichtling, RMC Research
• gleichtling_at_rmccorp.com
• [phone] x735