Monthly Webinar Series - March 2019 - Brain Injury Outcomes
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Monthly Webinar
Series
March 2019
Today’s Agenda Announcements/Trial Updates Ellen Mowry & Scott Newsome Mt. Everest & Rowing Competition Christina Grabarits Top Enroller Christina Grabarits February Webinar’s Polling Results & Lessons Learned Karen Lane Recruitment Tips and Trends Karen Lane Q&A All
Announcements/Trial Updates ELLEN MOWRY & SCOT T NEWSOME
Study Updates – Enrollment THANK YOU to activated sites for continuing to screen and enroll patients! We now have 39 sites activated and 107 patients enrolled as of 3/5/19! REMINDERS: When consenting patients for the trial, please document the consent process, as detailed in the protocol and MOP, and upload signed consent form and completed DOC process form to VISION database under Source Docs tab, item # 10. PLEASE ENTER VISIT DATA WITHIN 1 WEEK OF THE VISIT AND UPLOAD PDFs of SOURCE DATA SO WE CAN MONITOR THE DATA! We need all visit CRFs to verify the data. CRFs may be scanned as a single PDF, if preferred, and uploaded under Source Docs tab, item # 9. ______________________________________________________________________________
Other Study Updates The in-person Study Advisory Committee (SAC) meeting was held last week and we want to thank all investigators and stakeholders who participated! Ideas to improve recruitment were shared and we have begun to implement some of them: ◦ NMSS is sending another trial alert email to new states with activated sites on 3/25/19. ◦ We have added a map to our trial website showing cities/states with participating sites. ◦ We are exploring with the CMSC an outreach effort aimed at private practice neurologists and clinicians who may refer to the trial (utilizing our IRB approved provider flyer). ◦ Stay tuned for additional ideas! We welcome your suggestions and are here to help you!
Happy National MS Awareness Month!
MS in the news!
Watch this Good Morning America interview with
actress Selma Blair, who recently was diagnosed
with MS and is raising awareness to help those
like her!
Hot off the press! Monthly Bulletins are rolling out and are chock full of important information! These bulletins can be used as a point of reference for site personnel throughout the study! Just last month Blake Dewey’s 11 MRI Refreshers were featured. Be sure to print out that issue & make sure your team members each have a copy on hand!
Where to find recruitment materials and bulletins http://treat-mstrial.org/
The Mount Everest Climb CHRISTINA GRABARITS
ELEVATION
Mount Everest Contenders
Activated Sites
1. RWJ Barnabas Multiple Sclerosis Comprehensive Care Center 65.6
2. Georgetown University 40.5
3. Oklahoma Medical Research Foundation 31.1
4. Hackensack University Medical Center 30.4
5. Icahn School of Medicine 27.7
6. University of Michigan 23.5
7. Wayne State University 20.2
*Not fit to scaleActivated Sites
1. Johns Hopkins University 21. University of Washington
2. Christiana Care 22. Central Texas Neurology Consultants
3. Advanced Neurology Specialists 23. University of Miami
4. University of Vermont 24. Ohio Health
5. New York University School of Medicine 25. University of Utah
6. University of Florida Gainesville 26. University of Maryland
7. Swedish Medical Center 27. Neurology Specialists of Tidewater
8. Norton Neurology Services 28. Dignity Health Sacramento
9. University of Alabama at Birmingham 29. Providence Health
10. University of Rochester 30. Allegheny Health Network
11. University of California at San Francisco 31. Billings Clinic
12. University of Kansas Medical Center 32. Massachusetts General Hospital
13. Columbia Presbyterian 33. Cedars Sinai
14. Mayo Clinic 34. University of California San Diego
15. University of South Florida Health 35. Barrow Neurological Institute
16. Stony Brook University 36. Rush University Medical Center
17. Vanderbilt University Medical Center 37. University of California Los Angeles
18. University of Louisville 38. University of Massachusetts Worcester
19. Baylor Scott & White Health 39. Geisinger Clinic
20. University of CincinnatiMount Everest Standings Rank Activated Sites Final Points 1 Christiana Care 134.5 2 Norton Neurology Specialists 130.9 3 Baylor Scott & White Health 120.3 4 Columbia Presbyterian 112.6 5 Central Texas Neurology Consultants 104.1 6 University of Cincinnati 102.5 7 Dignity Health Sacramento 93.0 8 Allegheny Health Network 91.5 9 University of California San Diego 89.1 10 Advanced Neurology Specialists 85.3
The Rowing Competition CHRISTINA GRABARITS
Rowing Competition Standings 1- Team E (32 points) 2- Team A (30 points) 3- Team F (25 points) 4- Team D (24 points) 5- Team G (22 points) 6- Team C (19 points) 7- Team H (14 points) 8- Team B (12 points)
Rowing Competition Standings
Site Points
1. Norton Neurology 92
2. Advanced Neurology Spc 65
Individual Site
3. UAB 63
4. UFL Gainesville 61
Competition
5. Swedish 52
6. Christiana Care/NYU 46
7. U Washington 43
8. U Kansas Med Ctr 38
9. Allegheny Health 35
10. Providence 31Rowing Competition https://treat.preludedynamics.com
Activated Sites * A S O F T U E S D AY 0 3 / 0 5 / 1 9
Recent Enrollments * A S O F T U E S D AY 0 3 / 0 5 / 1 9
Monthly Randomization Race
February’s Top Performers:
Site Randomizations
Norton Neurology Services 6
Johns Hopkins University 3
New York University School of Medicine 2
Mayo Clinic 2
Baylor Scott & White Health 2
Total in February 21February’s Top Enroller:
Norton Neurology Services
$50Poll Results from the February Webinar K AREN L ANE CLINICAL COORDINATING CENTER JOHNS HOPKINS UNIVERSITY
Poll #1: Physician flyers are/were sent to:
(check all that apply)
64.7%
58.8%
23.5%
0.0%
A. COMMUNITY CLINICIANS AT B. COMMUNITY CLINICIANS C. DEPARTMENT CLINICIANS AT D. DEPARTMENT CLINICIANS
ACTIVATION REPEATEDLY ACTIVATION CONTINUOUSLYPoll #2: Physician flyers are distributed at rounds and departmental meetings continuously
68.0%
16.0%
12.0%
4.0%
A. YES, AT EVERY MEETING B. YES, OCCASIONALLY C. YES, AT ACTIVATION D. NOT YET USED THIS TECHNIQUEPoll #3: Physician flyers have been:
(check all that apply)
76.5%
64.7%
5.9%
A. PRINTED IN NUMBERS ≥100 COPIES B. PRINTED WITH LOCAL TEAM CONTACT INFO C. APPROVED BY MY LOCAL IRBPoll #4: Physician flyers have been effective at my site
65.2%
17.4%
8.7%
4.3% 4.3%
A. STRONGLY AGREE B. AGREE C. TOO EARLY TO KNOW D. DISAGREE E. STRONGLY DISAGREEPoll #5: New patients get the patient brochure:
(check all that apply)
83.3%
50.0%
38.9%
33.3%
5.6%
A. WITH RECENTLY B. IN WAITING AREAS C. FROM CLINICIANS D. AFTER REFERRAL TO E. IF REQUESTED
DIAGNOSED PATIENT DURING THE 1ST VISIT STUDY TEAM
APPOINTMENT MAILERSPoll #6: How many patient brochures have you distributed?
45.0%
25.0%
20.0%
5.0% 5.0%
A. NONE B. LESS THAN 10 C. 11-25 D. 25-50 E. >50Poll #7: New patients may be first aware of the TREAT-MS study when a:
(check all that apply)
100.0%
13.6%
4.5% 9.1%
A. TRIAGE NURSE HANDS A B. COORDINATOR REVIEWS CLINIC C. COORDINATOR MAILING D. PHYSICIAN DURING THE FIRST
BROCHURE IN THE NEW PATIENT SCHEDULE 1 WK. AHEAD & CALLS APPOINTMENT
KIT THE PATIENTPoll #8: Deck cards have been:
(check all that apply)
83.3%
11.1%
5.6% 5.6% 0.0%
A. SENT ONCE TO B. CONTINUOUSLY PUT OUT C. SENT TO COMMUNITY D. GIVEN TO RESIDENTS E. CONSIDERED BUT NOT
DEPARTMENT COLLEAGUES AT ROUNDS/MEETINGS CLINICIANS MONTHLY YET USEDPoll #9: Deck cards have been:
(check all that apply)
87.5%
12.5% 12.5%
0.0%
A. DISTRIBUTED IN NUMBERS ≥20 B. PRINTED WITH LOCAL CONTACT C. APPROVED BY MY LOCAL IRB D. CONSIDERED BUT NOT YET
COPIES INFO USEDRecruitment Tips and Trends KAREN LANE CLINICAL COORDINATING CENTER JOHNS HOPKINS UNIVERSITY
Results &
Call for Your Contributions
Thank you for helping TREAT-MS know more about your recruitment methods..
Send an email with your best tip or suggestion! For instance, have you used
MyChart of Cohort ID for screening?• Huge challenge to reflect in a brochure what
motivates people
The Limits Of
Materials • Content is limited in what can be said and
approved
• The right opportunity or not? That’s what
we need
you to do!Best Practices A Quick Review
Not a seat-of-the-pants approach
Recruiting for
TREAT-MS…
“Successful people achieve success
Have a plan through the help of others, practice,
and opportunity”
“Deliberate practice" makes you
world-class in any endeavorScreening
Clinic: Daily approach
EMR based methods
colleagues who are
•EPIC panels /reports screening new
•Electronic alerts (leverage patients
Methods to
existing and add simple
trigger)
Consider Notification
systems
Clinic: Blitz use of
brochures
•Patient/public
•Automated (EMR, awareness
MyChart) •Colleague awareness
•Manual (triage staff,
meetings)
Preview appointment
schedules
•Current week
•Future weeksLack of a single voice in favor of Lack of internal considering the referrals TREAT-MS option Potential Barrier
The larger team
• You cannot do it alone
Coordinated • Get buy-in
• Single voice for TREAT-MS
campaign option at your site
Fast-paced June goal, needing as
much help as possible
• Rewards system: “Thank
you!”
• Recognition goes a long
wayDesignated
Screens per
week
Have a Designated
Recruitment Enrollments
Plan per week
Site ExpectationsWhat clinic coverage do you have?
Who Days/hours
Have a written What schedules and rosters do you want to use every week?
plan and
review weekly Who is assigned to reconnoiter new patients?
with
checklists/logs Who is assigned to engage colleagues, where, & how often
Who is assigned to run weekly meetings & monitor success01 02 03 04
We have a robust Use your plan to pace your SCREEN IN PERSON DAILY DAILY/WEEKLY MAKE
expectation of enrollments weekly performance Try new methods REPORT
per site now through June •# entries into the log Talk with your site team
•# enrollments EACH DAY/WEEK about
•Who is assigned to what goal your new patient census,
•ASSIGN GOALS TO SPECIFIC TEAM
MEMBERS
referral activity, and
recruitment activity
Base your plan against your censusThe treating
physician
does not have
to be the PI!
ProtocolHopkins patient care examples
Providers keep their patients Providers transfer patient care
• One provider keeps patients • Sends all possible candidates to
• Remains the treating physician Ellen or Scott
• If enrolled, Ellen or Scott
become the treating physician
going forward
• If not eligible, the patient
returns to referring physicianWrite it all down in a
recruitment plan and
screening logMeet
• Meet weekly to review
especially opportunities
missed
Monitor Your
Measure Document and review
“Find the New •Measure against the census weekly •Document and review what types of exclusions
you are seeing and why subjects are declining to
Patients”
•Trial promotion and training
•Be willing to CHANGE - AGILE participate (Exclusions, Refusals, Coverage)
•DON’T GIVE UP
Efforts
Document and review
New patients (opportunities) missed entirely
•Cohort comparisons
•Clinic schedules
•Colleague discussionsRecruit colleagues to Be available at any Give the patient Early answers lead to
speak directly to new time several methods to enrollment
patients contact you
Coordinated campaignThank you and keep
going!!Your Commitment is KEY! Activated sites before February 13,2019 have received the commitment letter from the trial PIs at Johns Hopkins along with this commitment pledge Sign and send back your commitment pledge ASAP
Sites Returned Commitment Pledge Last
Month
Date Signed
Site Letter Received
from Site
Cedars Sinai 26-Feb-2019
Allegheny Health Network 18-Feb-2019
Rush University 26-Feb-2019
Dignity Health Sacramento 26-Feb-2019
Providence Health 28-Feb-2019
UCSD 1-Mar-2019Sites Pending Return of Commitment
Pledge Site
Date Letter Date Signed Letter
Sent to Site Received from Site
University of Cincinnati 11-Dec-18
University of California at San Francisco 11-Dec-18
Please sign the commitment Vanderbilt University Medical Center 11-Dec-18
University of Louisville 11-Dec-18
pledge, emailed to your site Baylor Scott & White Health 11-Dec-18
Stony Brook University 11-Dec-18
during the second week of University of Rochester 11-Dec-18
Swedish Medical Center 12-Dec-18
December, to secure your University of Utah 12-Dec-18
Christiana Care 12-Dec-18
dedication to this very Norton Neurology Services 12-Dec-18
Neurology Specialists of Tidewater 12-Dec-18
important trial! Ohio Health 12-Dec-18
University of Florida Gainesville 12-Dec-18
Dignity Health St Joseph’s 25-Feb-19
Billings Clinic 25-Feb-19
Massachusetts General 25-Feb-19Open for Questions
Thank You for attending today’s webinar!
Encore tomorrow at 9 AM EST!
April’s Monthly Webinar will be held on the
3rd at 3 PM and 4th at 9 AM EDTYou can also read
