Reminder: Notify the UI Coordinating Center ([email protected])
when your verified mailing list is ready. It might help me with next Tuesday's
agenda if you copy me and Tamara while you're at it.
To clarify, where the directions say:
1. List will include an "Order ID number" ...
That order ID number is in the first column ("row_number") of the files (of
de-identified patient lists in a randomized order) that were sent out.
Vince put the details in a May 7 comment on
#224<https://informatics.gpcnetwork.org/trac/Project/ticket/244#comment:13>
(and in bc_qa rev
eb9d440c53e0<https://bitbucket.org/gpcnetwork/bc_qa/commits/eb9d440c53e005c3590f8099e5848cfd8f873710>),
but we didn't get everything all in sync before the files went out.
--
Dan
________________________________
From: [email protected] [[email protected]] on
behalf of Tamara McMahon [[email protected]]
Sent: Monday, May 11, 2015 2:14 PM
To: [email protected]; <[email protected]>
Subject: Next steps: GPC Breast Cancer IRB approved.
Hi,
The Breast Cancer IRB is approved. I will be sending the honest brokers
individual emails containing the de-identified patient lists in a randomized
order for your institution. Although this is de-identified patient
information, I will treat it as identified and send the files through
securefiles.kumc.edu. You will receive an email with a download link. Upon
clicking the link, you will be prompted to verify your email and create a
password. At that point, the file will be available for download. Here are
the steps to follow upon receipt of the list.
Steps to Follow after Receiving List of Eligible Subjects
1. List will include an “Order ID number” and the de-identified patient
number for each patient (ideally also encounter number designating the tumor of
interest)
2. Sites will create a mailing list containing contact information and
the Order ID number.
3. Sites will verify
§ that cases were females with their first breast cancer diagnosis between the
real dates of 5/1/2013-5/1/2014 (except UI, UNMC, and UTHSC-SA where
ascertainment window is 1/1/2013-5/1/2014)
§ valid name and address (some sites will be able to access the US Postal
Service database, others will not)
4. Exclude patients from mailing list if: invalid/missing name or
address or who are not women first diagnosed with breast cancer during the
period of interest.
5. Notify UI Coordinating Center
([email protected]<mailto:[email protected]>) when the
verified mailing list is ready.
6. UI Coordinating Center will then provide a range of Study ID numbers
for the sites to use.
7. Sites will add Study ID numbers to the Mailing List until they run out
of Study ID numbers to assign. The assignment must proceed as follows:
§ Sort the Mailing List in ascending order by Order ID number. This is very
important because the order has been randomly assigned and the Order ID number
must be followed to preserve that random sampling.
§ Assign one Study ID number from the available range of Study ID numbers to
each record in the Mailing List, beginning with the smallest Order ID number
and proceeding until the full range of Study ID numbers have been assigned.
Note that larger sites may have a substantial number of patients for whom a
Study ID number is not assigned.
§ Verify that each Study ID number has been assigned to only one Order ID
number on the mailing list.
Persons on the Mailing List to whom a Study ID number has not been assigned
will be reserved at the site for replacement, for example if a survey is
returned and a forwarding address cannot be identified or because a person is
now deceased.
For reference, I’ve attached the 1 page Breast Cancer update discussed by Dr.
Chrischilles at the May 7 GPC-All call.
Regards,
Tamara McMahon
Division of Medical Informatics
University of Kansas Medical Center
913-945-7470
Request a training or consultation<https://redcap.kumc.edu/surveys/?s=qYxMmb>
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