SPRINT: St. Paul Research INformation Tracker Research Management Software for your Clinical Site

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SPRINTSt. Paul Research INformation
TrackerResearch Management Software for your
Clinical Site
SPRINT to Success

• Presented by
• Andrew Snyder, MBA, PMP

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SPRINT Presentation Agenda

• 1. St. Paul Heart Clinic, PA Background
• 2. St. Paul Heart Research Division
• 3. SPRINT Research Software
• Development description
• Operational description
• Benefits

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St. Paul Heart Clinic, PABackground

• The St. Paul Heart Clinic was established in 1974
• Provides comprehensive cardiology care to most
  patients in St. Paul, Eastern Minnesota and
  Western Wisconsin
• Provides inpatient care at 4 hospitals and
  outpatient care at 2 owned clinics and 10
  outreach sites

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St. Paul Heart Clinic, PAArea of Coverage
Minnesota
Wisconsin
Annually Provide Care to over 45,000 Patients
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St. Paul Heart Clinic, PAOur 28 Cardiologists

• EP Service
• Stuart W. Adler, M.D.
• David N. Dunbar, M.D.
• Gregory A. Granrud, M.D.
• R. Dent Underwood, M.D.
• Pierce J. Vatterott, M.D.

• Non Invasive Service
• Alan J. Bank, M.D.
• Steven L. Benton, M.D.
• Richard J. Brody, M.D.
• Charles M. Cliffe, M.D.
• Michael D. Garr, M.D.
• Richard B. Guthrie, M.D.
• Dennis W. Halbe, M.D.
• Priscilla A. Hedberg, M.D.
• Thomas H. Johnson, M.D.
• Maureen Kane, M.D.
• Kamalesh M. Pillai, M.D.
• Franz E. Reisdorf, M.D.
• Nazifa Sajady, M.D.
• Paul A. Sobotka, M.D.
• Victor H. Tschida, M.D.

• Interventional Service
• Charles F. Alexander, M.D.
• Kenneth W. Baran, M.D.
• Margaret M. Beahrs, M.D.
• Thomas A. Biggs, M.D.
• Patrick T. Koller, M.D.
• Thomas E. Raya, M.D.
• Peter K. Rusterholz, M.D.
• Thomas A. Wiberg, M.D.

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St. Paul Heart Research Division

• Initiated dedicated clinical research division in
  1997
• Recruited Alan Bank, M.D., as Medical
  Director of Research in 1999
• Recruited Andrew Snyder, MBA, as Operational
  Director of Research in 2000
• Currently includes 12 -100 full time dedicated
  research staff, including 6 CRCs, 3 CRAs,
  recruitment specialist, research scientist and
  sonographer

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St. Paul Heart Research Division

• The Research Division was started with the
  following goals and requirements
• Provide latest therapies to our patients
• Promote education to physicians and staff
• Ensure conduct of ethical clinical research
• However, the Research Division was charged with
  the following mandate
• Operate on a Financial Break-Even basis

Does this sound familiar to your institution?
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St. Paul Heart Research Division

• After 3 years of successful study participation,
  we examined our overall financial performance
• The results were disappointing
• We needed conduct quality and ethical clinical
  research, while
• Increasing our productivity
• Decreasing our administrative processes
• Practicing enhanced financial diligence

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St. Paul Heart Research Division

• So, we asked
• What tasks can we eliminate?
• What activities can we automate?
• What can we do to make your job more efficient?
• How do we run clinical research like a business?
• The results and ideas were intriguing

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St. Paul Heart Research DivisionNeeds Analysis
Administrator Control
Investigator Requests

Coordinator Problems
Business Office Questions
I want to quickly and easily review my patients
visits I want to analyze the success of our
recruiting efforts I want review my coordinators
research visit schedules in the future
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St. Paul Heart Research DivisionNeeds Analysis
Administrator Control
Investigator Requests

Coordinator Problems
Business Office Questions
I want to review my patients schedules across
all studies at the same time I want to
automatically print study visits schedules for
each patient I want someone else to schedule my
protocol specified patient visits I dont want to
spend much time at the computer entering data
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St. Paul Heart Research DivisionNeeds Analysis
Administrator Control
Investigator Requests

Coordinator Problems
Business Office Questions
I need to know all patients that are enrolled in
a study (billing/coding) I want to know how many
visits have been completed per study I want to
know how many completed visits havent been
paid I dont want to spend much time calculating
research finances
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St. Paul Heart Research DivisionNeeds Analysis
Administrator Control
Investigator Requests

Coordinator Problems
Business Office Questions
I need to know how much revenue has been accrued
over all studies I want a monthly snapshot
performance report for the department I want an
accurate, per-patient, financial forecast for
each study I want a standardized cash flow report
for the department
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St. Paul Heart Research DivisionNeeds Analysis

• We listened to everyones concerns and
  exhaustively researched a possible IT-based
  solution
• Nothing seemed to meet ALL of our needs!

In the end, we decided to build our own system
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SPRINT Research Management SoftwareSoftware
Description

• The demands of our Investigators, Coordinators
  and Administration is the foundation of the
  SPRINT Research Management Application
• Application Description
• Designed for Industry sponsored clinical trials
• Payment issued primarily on a per-visit basis
• Technical Description
• Microsoft Access Database Platform
• Local, Network System or Web-based access

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SPRINT Research Management SoftwareGoals

• The goal of the SPRINT project was to develop
  software that would
• Reduce cost of performing research
• Increase revenue and cash flow
• Support study selection and recruiting
• Increase real-time information of research
  efforts and financial results

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SPRINT Research Management SoftwareResults

• The SPRINT application has positively affected
  the overall results of the St. Paul Heart Clinic
  Research Division
• Investigators and Coordinators have eliminated
  many administrative tasks
• Business office has real-time information on the
  visits conducted and revenue
• Executive management has performance reports and
  accurate future cash flow projections

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SPRINT Research Management SoftwareResults

• The results have been so positive that we have
  begun sharing this application with many of our
  colleague research sites
• Additionally, the SPRINT application
  received second place in the 2003 ACRP Future
  Trends and Innovation Contest
• Lets show you how the software works!

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The Control Center provides access to the
application
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The protocol and budget provide the information
Study X
This study examines the efficacy of
investigational drug X in patients with
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After enrolling a patient, complete this brief
demographic screen
This is NOT a clinical data depository we only
enter the minimum required information to help us
manage the research study.
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SPRINT knows the study parameters and patient
specifics After the coordinator has completed a
study visit we simply click on the visit number!
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SPRINTCoordinator Productivity Tools

• SPRINT was designed to collect data quickly
• We dont want coordinators spending time entering
  data!
• From the basic information youve seen SPRINT can
  provide the following tools
• Track patient visits
• Print personalized patient visit schedule
• Schedule visits
• Send mailings to patients
• Project future visits

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One click provides each patient with a
personalized list of their upcoming visits
Study X
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Our Coordinators specifically requested
assistance with scheduling study visits
This allows schedulers to book visits, and the
visit is always within protocol specified range.
Our coordinators no longer schedule study visits!
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The complete visit report provides a detailed
report of all visits for each study
Study X
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SPRINTInvestigator Productivity Tools

• SPRINT was designed to simplify information
  access for Investigators
• SPRINT provides the following tools
• Summarize patient status
• Analyze recruiting effectiveness
• Inform colleagues about enrolling studies

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One click provides the Investigator witha
summary of their patients participation
Study X
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The referral report provides a list of your
successful recruiting sources
This report can be generated over any time period
to identify trends in recruiting success
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The enrolling study report provides a list open
trials to provider colleagues
This report can be printed and mailed, or
e-mailed to a list of providers on a regular basis
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SPRINTAdministrative Productivity Tools

• SPRINT was designed to complete administrative
  tasks that sites overlook
• From the basic information youve seen SPRINT can
  provide the following tools
• Generate Invoices
• Calculate Research Accounts Receivable
• Analyze Cash Inflow/Outflow
• Review Revenue and Study Performance
• Forecast Future Revenue

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One click reports all Unpaid research visits
Study X
This report can be sent to the Sponsor as an
invoice or merged to your institutions invoicing
system
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One click reports research income versus research
expenses
Study Y
Study X
Study Z
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Performance reports provide information to
Investigators and Administrators
Study X
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SPRINT can predict the Future!
Study X
Study Y
Study Z
This analysis is extremely helpful for resource
planning
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SPRINTExecutive Management Tools

• SPRINT can provide advanced support for many
  Executive Management requests
• SPRINT can support information for
• Income and Cash Flow Statements
• Departmental Budgeting
• Executive Performance Reports
• Forecast Future Financial Performance

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Information from SPRINT is used to create
accurate cash flow statements
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Combine SPRINT Income data with your Expense data
for a complete budget
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Information from SPRINT is used to create monthly
management performance reports
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SPRINT Research Management SoftwareConclusion

• The SPRINT application has positively affected
  the overall results of the St. Paul Heart Clinic
  Research Division
• Investigators and Coordinators have eliminated
  many administrative tasks
• Business office has real-time information on the
  visits conducted and revenue
• Management has performance reports and accurate
  future cash flow projections

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SPRINT Research Management SoftwareConclusion

• Coordinators have enhanced their productivity
• Communication on patient enrollment to compliance
  officers can occur automatically
• Analysis of recruiting provides beneficial
  information
• To summarize, the SPRINT application has
  increased our ability to perform ethical clinical
  research and provide a financially prudent return
  to our physicians

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SPRINT Research Management SoftwareConclusion

• Focus groups and surveys indicate the program is
  easy-to-use
• Utilizing the Microsoft Access foundation has
  allowed many sites to customize the software
• Installation is straightforward

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SPRINT Research Management SoftwareConclusion

• The St. Paul Heart Clinic is pleased to offer the
  SPRINT software to our research colleagues
• Please call Andrew Snyder for more information
  651.310.1606

SPRINT to Success