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3.2.1 Procedure framework
3.2.1 Procedure framework
All users of the registry will be trained on the data collection procedures. Accountability for data collection, quality assurance and analysis has been identified in the registry core dataset definitions and in the standard operating procedures included in the lesson plans. A training register (Figure 3.2.a) is also maintained by the Registry Custodian and will be updated for existing staff annually and when a new user is nominated by the participating surgeons (e.g., fellow, assistant, student) and confirmed in writing (email). The Registry Custodian will ensure all database users have been trained to the minimum standard identified in the register for the relevant lessons matching their role.
The following Training Register outlines the current registry participants, their affiliations and roles within the registry. It also goes into more detail about the capability requirements for that participant to complete the role(s) identified for them and where they have been trained or needing additional training. The Delivery method and columns to the right indicate the last training conducted for that participant.
Figure 3.2.a: Training Register
3.2.2 On-boarding
3.2.2 On-boarding
New contributors joining the GO team will be required to participate in the registry in some form. They will need to be added to the Training register with their roles and corresponding capability requirements and participate in training to address these requirements. The definition of contributor includes anyone that will have direct contact with information to be used for research purposes or interacting with the data in research form (input or output)
The following systems will require setup for a new registry contributor:
- Messaging (Slack)
- Registry Wiki
- Research Database (Socrates; depending on contribution)
- Documentation of training received
- Registry Standard Operating Procedures (Sweetprocess)
3.2.3 Off-boarding
3.2.3 Off-boarding
When a staff member leaves GO they may still be involved with some research tasks even though they are not an active participant in the registry. Their details in the Training Register above should be updated to reflect the new role they now hold and what their training requirements may be.
In addition access will need to be revoked for all systems no longer needed by the participant, for example they may be assisting with publication write-up so will continue to need access to Paperpile and Slack but not to Socrates and other data collection systems.
3.2.5 Standard Operating Procedures
3.2.5 Standard Operating Procedures
There are four stages of patient data collection outlined below. At each of these stages different personnel will be responsible for the data collection. The data custodian will be on call at each stage for questions relating to software issues, incorrect/missing data and general dataset issues, however the first point of call for staff should be the Standard Operating Procedures (SOPs) developed. The online system SweetProcess is used as repository for all electronic SOPs as well as PDFs available and linked below. These will be maintained and updated by the data custodian based on feedback from clinical staff.
The following data collection stages are organised into Processes in SweetProcess with each having a Master Procedure sheet linking to other procedures. The procedures are complete with screenshots of the software being used and links to further documents (MDS datasets, questionnaires etc.) also referenced in this manual.
3.2.4.1 Clinic Reception
- Master Procedure (sweetprocess)
- Patient recruitment
- PROMs entering into Socrates
3.2.4.2 Consult Rooms
- Master Procedure (sweetprocess)
- Identification
- PROMs collection
3.2.4.3 Theatre
- Master Procedure (sweetprocess)
- Cheat sheet (gsheet)
3.2.4.4 Post Treatment Follow-up
- Master Procedure (sweetprocess)
- PROMs collection
- Cheat sheet (gsheet)
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