Time Analysis of CIBMTR Forms: A Reporting Center's Perspective into Determining Personnel Hours and Reporting Burden.

Abstract

There is a lack of published data on personnel time required to complete CIBMTR forms. Therefore, calculating the Full Time Employees (FTE) needed to complete Transplant Essential Data (TED) or Comprehensive Report Forms (CRF) is challenging. Reporting center supervisors are required to generate business justifications for the number of FTEs needed to meet the required data submission. Intuition or estimates are what guide FTE justification without quantified data. Barnes Jewish Hospital/Washington University School of Medicine performed a time analysis to determine actual personnel hours needed to complete forms, giving us the ability to calculate FTEs needed to meet current reporting burden and to anticipate future FTE needs. An opening meeting with Data Managers was scheduled to discuss the project and determine relevant forms to track. A paper data collection tool was created utilizing the feedback from this meeting. Time was recorded using a simple kitchen timer. Any time applied to complete the form was counted i.e. reviewing chart, completing form, and resolving any issues. No breaks or interruptions were counted. Reporting centers interpreting the data should take into account several considerations. The period of data collection was only six months. During data collection, Data Managers utilized both electronic and paper health records and had a specific transplant software to collect, integrate, and submit data through AGNIS. Other centers applying the data should make appropriate adjustments, depending on the institution's software and reporting practices. Despite the limitations, the time analysis data can provide a platform for reporting center supervisors to justify current FTEs and project future personnel requirements based on growth projections.