Research Coordinator Resources

 

Emory 2018 Flu Shots

If you are interacting with patients, you need to have your flu vaccine (or exemption filed) by December 1, 2018. As an Emory employee, you have several options:

 

ON CAMPUS: Emory has a “Flu Shot Marathon” over the next 2 months. Click here for a schedule for days, times and locations. Before attending, you MUST log in to PeopleSoft HR, click on “Workplace Health”, then click “Register Influenza Vaccine” from the left side menu and complete the form. Be sure to take your Emory ID badge with you.

LOCAL PHARMACY: Employees and covered dependents on the Aetna POS or HSA medical plans can get a free flu shot at any pharmacy that accepts CVS Caremark. You will need to present your prescription drug card (CVS Caremark). Please request documentation.

DOCTOR’S OFFICE: For employees covered under one of Emory's medical plans (POS or HSA), you can get a flu shot as part of your preventive exam at no charge (EPN or in-network doctors only). Preventive exams are covered at 100 percent (which means there is no charge to you). However, if you already had your preventive exam this year and make an appointment for a flu shot, you may be charged for the visit. The medical plan will cover only one preventive exam per year. Please request documentation.

CHOA WELLNESS FAIR: If you are credentialed at CHOA, you may also receive a free flu vaccine at one of their upcoming Wellness Fairs.

 

*For those who see patients at a Children’s Healthcare of Atlanta Facility: send documentation to CHOA Research Education: researcheducation@choa.org

*For those who see patients at an Emory Healthcare Facility (note - ECC-RU is Emory University, NOT Emory Healthcare): send documentation to Emory Research Credentialing: myra.kitchin@emoryhealthcare.org

2018 Mandatory Requirements for Continued Access to CHOA Facilities and EPIC

Children’s Healthcare of Atlanta is committed to protecting against the acquisition and transmission of seasonal influenza and tuberculosis. This is accomplished through the requirement that all staff receive an annual seasonal influenza immunization and complete tuberculosis exposure screening.

Children’s will once again offer employees free flu vaccines, biometrics screenings and other required annual testing. Visit Careforce Connection for more details, including the Wellness Fair calendar and FAQs.

 

Here’s how the Wellness Fairs work:

1.    Fill out your Wellness Fair online forms. As an added convenience, the employee Health Risk Assessment (HRA) questionnaire was added to the Wellness Fair e-forms this year. Note: You must complete the online forms even if you do not plan to attend a Wellness Fair.

2.    Once you complete your online forms you will be prompted to select a Wellness Fair appointment at your campus. Can’t find a time that works for you? Each fair will accept walk-ins as well.

3.    Attend your Wellness Fair where you will get your Annual Required Screenings  and Biometrics Screenings. Note: Your Wellness Fair visit should take approximately 30 minutes.

4.    Hooray! You have completed the process. Follow-up emails containing your test results and flu shot documentation will be sent following your visit.

 

Note: Failure to complete the Wellness Fair Forms and provide flu shot documentation by Dec. 1 will result in suspension of CHOA badge and Epic access.

If you have any questions, please contact the Research Educator, Terrell Faircloth at dana.faircloth@choa.org

 

 

SoCRA Exam-Atlanta, Ga

 

For all upcoming SoCRA exams, click here

 


 

Title Meeting Date Meeting Location Description
Emory Office for Clinical Research: Research Matters Bimonthly EUH Auditorium Research Matters
SoCRA Atlanta Chapter Varies Varies SoCRA Atlanta Chapter
Emory University Ongoing Continuing Medical Education (CME) Opportunities Varies Varies Emory Office of Continuing Medical Education

The Pediatric EducAtion Research Lunch Series (PEARLS) was created specifically for coordinators and research nurses working in Pediatrics. Topics were identified from the February 2019 PEARLS CRC/CRN survey responses that were collected from Department of Pediatrics and CHOA research coordinators and nurses. Formats for sessions will vary and include panels, single speaker, followed by discussion or questions and answer.  

All programs are held on the second Friday of the month from 12:00pm-1:00pm

Date Topic Speaker Slides
4/12/2019 PEARLS Overview, Research Team Management  Nadine Spring and Kathy Stephens Presentation
5/10/2019 Audits, Monitoring, and Compliance Schauna Gillam and Margaret Huber Presentation
6/14/2019 Pediatric Institute Liz McCarty and Sarah Marie Huban  
7/12/2019 Navivating External IRBs Meredith Capasse and Hannah Helmstetter   

8/9/2019

   

 

9/13/2019      
10/11/2019      
11/8/2019      
12/13/2019      

Overview:                                          Call for Mentors

Being a new clinical research coordinator at Emory University and Children’s Healthcare of Atlanta can be perplexing.  In addition to learning specific research protocols, new coordinators also have to understand the landscape at Emory University and Children’s Healthcare of Atlanta and learn many new systems. 

The Emory University Department of Pediatrics (DOP) and Children’s Healthcare of Atlanta Clinical Research Coordinator Mentoring Program is a one-on-one mentoring program for recently hired Clinical Research Coordinators and Clinical Research Nurses.  The program matches newly hired clinical research staff at both institutions with a mentor who has at least two years of experience as a clinical research coordinator or higher capacity at either Emory University’s DOP or at CHOA. The program is intended to last one year, but mentors and mentees can continue their relationship beyond the program if they both agree.  Mentors and mentees meet initially to discuss their goals and formalize a plan.  They agree to meet at least once per month to review systematic clinical research procedures and other areas of relevance.  At the end of the year, mentors and mentees will be asked to submit a program evaluation.  Findings from the evaluation will be used to enhance the program’s effectiveness.

By providing guidance and support to new clinical research coordinators and clinical research nurses, mentors will help to empower their mentees’ growth as clinical research professionals at Emory University and Children’s Healthcare of Atlanta.  Mentors will help new clinical research coordinators improve their professional skills, introduce them to key resources and help them to feel supported in their new role in clinical research. 

Program Goals:

Expand familiarity of resources for research studies education and training
Understand the relationship with Emory University and Children’s Healthcare of Atlanta
Deliver individualized tailored mentoring based on the mentee’s interests, skills, knowledge, interests, and experience
Increase comfort level in job responsibilities

Mentoring Steps:

  1. Submit the mentor or mentee form.
  2. Submit supervisor’s statement of support. 
  3. New clinical research hires will be contacted to participate in the program. 
  4. Mentors and mentees will be matched based on location, Division, and interests,
  5. Mentee and mentor complete an introductory meeting to review knowledge gaps and design a personalized plan.
  6. The mentor and mentee are expected meet throughout the year to discuss clinical research processes.  Topics should include, but are not limited to informed consent and documentation process, phlebotomy, dedicated research space: PRC in CAP and ECC-RU, regulatory binders, research documentation and trackers, case report forms preparing for monitoring visits, and PI vs. CRC responsibility.
  7. The formal mentoring program is considered complete one year from the introductory meeting.  Both mentors and mentees will be asked to submit a survey about their experience in their respective roles. 

Roles and Responsibilities:

Mentee: Recently hired clinical research coordinators or nurses in the Department of Pediatrics.  Mentees may be new to clinical research or new to the department. 

Mentor:  Experienced and trusted clinical research personnel in the Department of Pediatrics with at least five years of experience in clinical research who can provide guidance.  At least two of those five years must be in the Department of Pediatrics. 

The following will be required:

  • Mentors must be with Emory University’s Department of Pediatrics or Children’s Healthcare of Atlanta for at least two years.
  • Mentees must be recent hires as clinical research coordinators or clinical research nurses.  For the purpose of this program, recent hires means less than one year from the employee’s start date. 
  • The formal duration of the mentorship program is one year.
  • Mentors and mentees must sign and submit a mentorship agreement within two weeks of their first meeting.
  • Mentors can mentor a maximum of two mentees within this program at any given time. 
  • It is the mentee’s responsibility to schedule the meetings. 
  • It is recommended that mentors and mentees meet at least once per month.
  • At the conclusion of the formal mentorship program, both mentor and mentee are expected to submit an evaluation of the program and their experience.

 

Apply to Become a Mentor

Apply as a Mentee

Mentoring Agreement

Supervisor Statement of Support (for Mentors)

Supervisor Statement of Support (for Mentees)

 

Contact: 

Nadine Spring, MPH, MS, CCRC

Director, Clinical Research Services (Emory University, Department of Pediatrics)

Phone: 404-727-5234

 

Terrell Faircloth

Clinical Research Educator (Children's Healthcare of Atlanta)

Phone: 404-785-3535

Resources

The Research Coordinator/Nurse oversees and coordinates the daily activities of clinical research studies. They work closely with the clinical teams and investigators to ensure that all protocol required procedures and visits occur according to protocol specified guidelines. Research Coordinators/ Research Nurses generally manage subject enrollment and ensure compliance with the protocol and other applicable regulations. This includes but is not limited to

  • Subject recruitment
  • Obtaining informed consent
  • Educating subjects on the details of the research study
  • Assessing subject eligibility
  • Facilitating subject care and follow-up per protocol
  • Creating source documentation
  • Assisting in the assessment of toxicities/adverse events
  • Reporting serious adverse events per IRB and sponsor requirements

Please see your immediate supervisor if you would like a detailed job description

Clinic Visits

For research appointments that need to be scheduled in the outpatient/inpatient clinics at CHOA, independent of the patient’s medical appointments, most of the scheduling is done by the hospital schedulers utilizing EPIC. However, it is still the responsibility of the research staff to communicate the specifics of the protocol visit, including timing of the visits scheduled, how long visits are expected to take, complete any paperwork necessary, obtain physician order for lab or special testing that needs to be performed at a given visit.

 

Pediatric Research Center (PRC)

  • Location: Tower 2 Butterfly elevators 2nd FL, inside the TDICU
  • Hours of Operation: Monday-Friay; 8:00am-5:00pm
  • Scheduling: Visits must be scheduled in CR Assist by at least 48 hours in advance  of the visit.
  • Phone: 404-785-0400
  • Email: PRC@choa.org
  • Website: https://www.choa.org/research/research-center

 

Emory Children's Center Research Unit (ECC-RU)

  • Location: 2015 Uppergate Drive Atlanta, GA 30322:1st Floor, Rooms: 164, 170, 172, and 173
  • Hours of Operation: Monday-Friday; 8:00am-5:00pm
  • Scheduling: Click here to access the online scheduling system.
  • Phone: 404-727-4888
  • Email: ECC-RU@emory.edu

 

Investigational Drug Service Pharmacy (IDS)

  • Location: 1405 Clifton Rd, 1st FL
  • Hours of Operation: Monday-Friday; 8:00am-4:30pm
  • Scheduling: Advanced notification for scheduled patient visits will be provided to the pharmacy as soon as the patient visit has been scheduled.  Contact IDS in advance to schedule pharmacy monitoring visits.
  • Phone: 404-785-1281
  • Email: idsrx@choa.org

 

Clinical Research Laboratory

  • Location: 1405 Clifton Rd, 1st FL
  • Hours of Operation: Monday-Friday, 8:00am-4:30pm
  • Scheduling: All time sensitive lab sample processing must be approved at least 48 hours in advance. Unscheduled patients with same day, time sensitive lab processing require a minimum of 2-hour notice directly to lab personnel.
  • Phone: 404-785-1281 (Egleston); 404-785-0342 (Scottish Rite)
  • Email: heather.macdonald@choa.org

 

Additional Links:

PRC Submission Guidelines

ECC-RU FAQs

 

Before hours, after hours or weekend and holiday services may be considered upon request based on staff availability and will require prior notification. For laboratory, additional fees may be imposed on those studies requiring after hours/weekend processing.

Please ensure the following has been completed upon approval of your study

  • Enter study into the CHOA Project Enrollment Tracker: Once a notice of award (NOA) is issued for a clinical trial ,a project enrollment tracker must be created and updated after each patient visit. Project Enrollment Tracker Procedures
  • Email the CHOA IRB Authorization Agreement (IAA) Reliance Acknowledgement Form to irb@choa.org. This form is used for new studies that have an IRB Authorization Agreement (IAA) with another institution, or when your research falls under the umbrella agreement with Emory, Georgia Tech, or Morehouse.  Please contact the CHOA IRB if you need assistance determining whether or not you should complete this form.
  • Enter your study into the Enrollment and Visit Tracking Database
  • Complete the ERMS Activation Form. ERMS is a web-based clinical research financial management tool used to assist Emory Healthcare and Emory University with their joint research billing compliance program. It facilitates communication of subject enrollment and study visit activity by the research team with the billing departments. If you have an Emory PI and they will conduct a pediatric clinical trial, the form must be completed. Please visit the ERMS webiste for more information and to access the form.

 

You will need to update the following for each enrollment or visit

  • Complete the patient pre-registration form for visits that will generate a CHOA billable. The form must be completed at least a day prior to the research visit or on the same day as consenting.
  • Complete the patient tracker after each visit
  • Enter newly consented subjects into ERMS

 

You will need to update the following monthly

  • Update the Enrollment and Visit Tracking Database (All study data is to be entered by the 10th of the following month (example: August data is due by September 10th). After the 10th, the data will be locked and you cannot make edits. Please also remember to save your data as “complete” at the bottom of the page). Database manager: Mary Smith, mary.smith4@choa.org, 404-785-6234
  • Update the Project Enrollment Tracker

 

You will need to update the following upon study closure

Source Documents

A source document is where data is first recorded. Examples of source documents include: medical records, phone encounters or notes, lab and diagnostic test results, subject diaries, and research worksheets used to document key research data elements. Utilization of the source document helps ensure protocol and regulatory compliance and can be subject to review when validating the integrity of data collection and analysis. The research team should thoroughly document the details of the tasks or procedures completed and any other pertinent research information conducted during each subject visit in a source document.

 

Case Report/Record Forms (CRFs)

Most industry sponsored trials will provide either paper Case Report Forms (CRFs) or access to Electronic Case Report Forms (eCRFs).   The CRFs identify all of the data elements required by the sponsor and should correlate with the required data elements outlined in the protocol.  Study site staff transcribes information from relevant source documents to the CRFs or eCRFs. 

  • All paper entries should be completed legibly in black ink
  • The Principal Investigator (PI) or their designee(s) may enter data on the CRFs and make corrections to the original CRFs as long as they are listed on the Delegation of Authority Log (DOA).
  • Only acceptable medical terminology and approved institution abbreviations should be used.
  • Avoid leaving blank data fields, using question marks, and using zeros as a response on CRFs.  Determine the acceptable abbreviations to be used for the following scenarios:  data not available, data not applicable and not done.
  • When making corrections on paper documents, either the source document or CRF, draw a line through the previously written mistake, initial and date next to it. You should then write the correction next to this. The correction should not obscure the original entry. This is important because an audit trail must be maintained.

The study monitor (CRA) or central data coordinator will often review the CRFs for legibility, completeness and consistency.  Any data that is missing or errors identified by the study coordinator or monitor will need to be resolved.  For some studies this will be completed before the data can be sent to the Contract Research Organization (CRO) or Sponsor.  Other studies may use data verifiers that screen all data fields and generate queries that are sent to the study center requesting corrections to the primary study document and electronic correction in the data base.  The explanation of missing data or data irregularities, including deviations from study protocol may require an explanation in the form of a memo/note to file.

 

Data Collection Tools  

For investigator initiated research studies, the research team is responsible for identifying the tools and mechanism for data collection and analysis.  It is helpful to always have a biostatistician involved in the development of the tools and determination of data points that must be analyzed to support the research study objectives.  Data can be collected and analyzed in simple programs like Excel or more complex research data management systems. If a simple program like Excel will be used, it must be password protected, have limited access to key personnel involved in the research study and be stored as stated in the IRB approved protocol, explaining how confidentiality of patient records and research data is protected. It is recommended that secure data management systems are utilized for human subjects data collection.

REDCap is an open source tool that provides study staff with tools to manage projects, participants and research data. 

Emory REDCap

CHOA REDCap Request Form

 

Maintenance and Storage of Research Records

Research records should be stored according to IRB requirements for at least three years after the completion of the research study or longer if required by the sponsor or your institution.  FDA regulations state that study records must be stored for at least two years past the date of approval of a New Drug Application (NDA) or discontinuation of the research study if a NDA will not be submitted by the sponsor.

 

Long Term Storage

Some clinical trials may require records to be stored for an extended period time. Please refer to your sponsor for specifics and/or you may visit the Emory Records Management site for more guidance.

The Department of Pediatrics has an off site records storage account with Access. Please contact Amanda Cook for more information.

 

Additional Resources:

Research Study Templates-Clinical Trials Tools

Research teams should have regular review of their research records to ensure compliance with the IRB approved protocol and adherence to institutional, state, and federal guidance and regulations. This can be achieved by a designated internal clinical research compliance auditor or by developing internal checks and balances.

 

Key elements to review through a peer reviewed compliance review

Consent: Ensure completed correctly, that they were signed prior to any research related activity was conducted, and that a written consent note detailing the consent process was completed and filed appropriately.

Eligibility: Ensure that source documentation exists to support that all inclusion and exclusion criteria were met prior to enrollment. Provide information that all procedures/tests were completed within the required timeline.

Study Intervention: Verify study specific tests, interventions, and visits are completed per protocol guidelines. Confirm that note to files are available to explain any deviations from the protocol guidelines and that source documentation exists for every study visit.

Adverse Events: All adverse events (AE) and severe adverse events (SAE) should be documented, categorized, and reported correctly and within the specified reporting timelines.

Data Completion: Verify all CRFs/eCRFs are completed within the required timeline specified by the protocol and corrections are documented correctly

Drug Accountability: Ensure drug accountability logs are completed correctly. Tracking should be provided for drug received, delivered, dispensed, and returned.

Regulatory Files: Review consent elements, ensure compliance to most updated protocol, review amendments, continuing reviews, etc. 

 

Additional Resources

FDA monitoring information

Emory Clinical Trials Audit and Compliance

CHOA Research Administration

An adverse event is any undesirable experience associated with the use of a medical product in a patient. The event is serious and should be reported to FDA when the patient outcome is death, life-threatening, hospitalization (initial or prolonged), disability/permanent damage, congenital anomaly/birth defect, requires intervention to prevent permanent impairment or damage (Devices), or other serious important medical events. Please visit FDA website for more detailed description on each event.

CHOA IRB Reporting Guidance

CHOA IRB Forms

Emory IRB Reporting Guidance and Forms (includes Veterans Affairs)

Study sites are monitored to ensure oversight of the clinical research study by the sponsor. Types of monitor visits include, pre-study visits, initiation visits, periodic monitoring visits, and close-out visits.  Study sites may also be monitored or audited by the FDA, Clinical Research Organizations (CROs), IRBs and sponsors. 

Pre-Study Visit: Pre-study visits include site selection visits (SSV) or site qualification visits (SQV). They are conducted to determine if the investigator and clinical site have the capability to conduct the study. During the visit, the coordinator and the investigator must be available. When applicable, pharmacy staff and other ancillary services staff may need to be available as well.

Initiation Visits: A site initiation visit (SIV) is conducted when a research site is ready to be activated for recruitment. These usually occur after the site has completed all regulatory requirements, has IRB approval, and an executed contract. This is the last step before the study site is activated for enrollment by the sponsor.

Interim/Periodic Monitoring Visits (IMV): The sponsor/CRO will develop a monitoring plan that includes the frequency and duration of periodic monitor visits. The focus of these visits is to evaluate the way the study is being conducted and to perform source document verification.

Close-Out Visits: When the research study has been completed at a site, a close-out visit occurs. The visit can be conducted via telephone or on-site. Close out visits may be scheduled in conjunction with the final periodic monitoring visit.

 

How to prepare for your IMV

  • Identify a quiet place for your monitor to work
  • Schedule time with investigational drug services and other ancillary services as applicable
  • Complete all necessary CRFs
  • Confirm all SAE forms have been submitted and are available for review
  • Obtain source documents for the CRFs to be reviewed
  •  Request Epic or powerchart monitoring access
  • Confirm that signed consent forms for all enrolled participants are available
  • Schedule time for the coordinator to meet with the monitor towards the end of the visit to review findings
  • Schedule time for the investigator to meet with the monitor towards the end of the visit to review findings

 

Requesting data/safety monitor for Emory investigator initiated drug studies: Site Monitor Request 

 

How to request monitoring chart access:

CHOA (EPIC): Please review the CHOA research monitoring access guidelines

 

Emory (Powerchart):

If you have study monitors that will need to review subjects charts in EeMR, please contact the following people for the appropriate forms for the locations indicated:

 

Reminders:

Email Clinical Trials Auditing and Compliance the monitoring report after each visit for studies using Emory IRB and email CHOA Compliance for CHOA IRB studies