CaTrack: efficient, quality data capture for caTissue. Mahesh Nalkande, Sameer Pendharkar, Preeti Lodha, Abhijeet Kashnia, Taru Jain, Rachita Yadav, Sarita.

caTrack: efficient, quality data capture for

caTissue.

Mahesh Nalkande, Sameer Pendharkar, Preeti Lodha, Abhijeet Kashnia , Taru Jain,

Rachita Yadav, Sarita Tony, Fernanda Rankin, Amber McMahon, Dr. Susanne Ragg,

Dr. Gunther Schadow

Regenstrief Institute

PERSISTENT

Agenda

• Sample use cases involving data entry• Problem Definition• Solution• caTrack workflows• caTrack Demo• Technical insight• Future enhancements

Sample use cases involving data entry

Use case 1 : Assigning position to container

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Use case 2 : Participant Registration

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Use case 3 : Specimen collection storage location assignment

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Use case 3 : Specimen collection storage location assignment

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Use case 4 : Adding events to specimens

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Problem Definition

Problems or anticipated problems with these workflows:

1. Much clicking and typing involved.

2. Keeping event time is inexact, scribble on paper.

3. Risk of data entry errors.

4. Average time spent per operation is 2-3 minutes.

How does caTrack solve these problems?

• caTrack - barcode based PDA application• Automatic Data Capture (ADC) • Log collection and processing steps as you go • Off-line operation, independent of WiFi Network• When done, populates with caTissue repository • Minimizes data entry efforts• Keeps accurate time of all events• Enables specimen quality tracking

How does caTrack fit in tissue banking system?

Lab Technician

caTrack

caTissue Application

BioSpecimen Database

caTrack Business

Logic

PDA with Scanner

Web Service

A complete workflow…

Sticks SCG label to the Specimen

Collection FormSticks specimen label to a blank specimen vial

Lab Technician

Collection Kit -> Specimen Collection form + Labeled vial + second SCG label

to be pasted on the Consent form + second identical specimen label

Clinical Research Coordinator

Sticks the second SCG label on the

Consent Form

Surgeon

Takes the Collection Kit

Collects specimen into the vial

Fills in details on the Specimen Collection

Form

Puts the vial inside a mini-cooler

Logs in to caTrack application, by scanning his user badge or tapping on ‘UserContext’

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caTrack usecases

Current scope of caTrack:

Set the collected and received events of a specimen on first scan.

Assign a storage location to specimens.

Transfer specimens or containers within containers.

Add frozen, centrifuge events on specimens.

caTrack workflow

Initialization Login : Scan User Batch

Scan centrifuge Scan Specimens

Scan container Scan Specimens/containers

Demo

Initial Application Screen

• The caTrack application has been started.

• The initial screen is blank.• The connectivity icon tells

whether it is connected to server or not.

Scanning A User

• Scanning a User barcode.• Or press the user context

button.

Scanning a box

• Scan the barcode on the Storage container

Scanning the Specimen vial

• Scan the barcode on the specimen vial, which is received by the Biobank.

Map View

• By default highest empty location within container is assigned.

• Map view to change the location of specimen vial within the storage container.

Uploaded Data in caTissue

Finite State Machine (FSM)• caTrack design is based on a FSM• State machine encodes the workflows

– configurable through xml file

• Example for simple workflow:

User

Box

Initial

User/ scUser

Reset / Reset

Box/scBox

User/User

Reset

Reset/Reset

Vial/Error

Unknown/erEvent

Box / scBox

Vial / maBox:vialUnknown / erEvent

How caTrack works?

Read configuration items, finite state machine and

storage container information from XML file.

Read configuration items, finite state machine and

storage container information from XML file.

Accept input from barcode scanner.Accept input from barcode scanner.

Check for next state and action to be taken

using finite state machine.

Check for next state and action to be taken

using finite state machine.

Display message to user and change the

state

Display message to user and change the

state

Entry pointEntry point

Download Storage container informationDownload Storage

container informationUpload the storage

container informationUpload the storage

container information

caTrack Web Service

caTrack Web Service

caTissue Suite HTTP ServicecaTissue Suite HTTP Service

caTissue DatabasecaTissue Database

caTrack PDA Application

Future Enhancements• Check if specimen is placed in correct box

– obey restrictions on container• Better display of specimen label on PDA screen• On scan of patient label, query hospital system

for participant information• Add additional specimen events, e.g. Review• Retrieval, shipping and tracking

– Loading a shipping container is supported today– Display “shopping list” for efficient retrieval

• Support multiple PDA within same site• Site-specific configuration in multi-site setting

Deployment Requirements• caTrack is freely available under LGPL license• Software requirements

– caTissue– ActiveSync– .NET Compact Framework

• Hardware Requirements– PDA with Windows Mobile 5.0– Barcode scanner

Conclusion

caTrack adds to efficient high-throughput biospecimen banking by

– Eliminating time consuming data entry steps

– Capturing accurate specimen quality detail

– Decreasing the error rate

Acknowledgements

• Dr. Gunther Schadow• Dr. Susanne Ragg • Sarita Tony• Fernanda Rankin• Amber McMahon• Sharmila Jothirajah

Persistent Systems Ltd• Preeti Lodha• Sameer Pendharkar• Abhijeet Kashnia• Taru Jain• Rachita Yadav• Madhurima B.• Abhijit Naik• Sarfraz Shaikh• Sonal Shah• Komal Gulati

Indiana University

Questions??

[email protected]@regenstrief.org