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REDCap Best Prac/ces
ITHS Biomedical Informa2cs Core [email protected]
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Last updated August 12, 2014
REDCap version: 5.10.1 Bas de Veer MS Research Consultant
Goals & Agenda Goals • Understanding Advanced Features • Best Prac2ces
Agenda • Randomiza2on • REDCap-‐Amalga Bridge • Dynamic SQL links • User Right Management • Study Design • Form Design • Surveys
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Randomiza2on
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Randomiza/on What’s randomiza2on? Divide your study par2cipants in 2 or more groups without bias. REDCap offers: • Stra2fied Randomiza2on • Randomiza2on by Group/Site • Granular User Rights
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Randomiza/on How does it work? • Ac2vate the Randomiza2on feature • Select your op2ons & Randomiza2on Field – Create the Randomiza2on field on the first form
• Set up Alloca2on Tables – Contact a Bio-‐sta2s2cian – Development VS Produc2on
• Define User Rights • Start Data Collec2on & Randomize • Monitor the Randomiza2on Process
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Randomiza/on User Rights 3 SeZngs • Setup • Randomiza2on • Dashboard Notes: • Rights are independent of each other • Useful for “blind” studies • Randomiza2on right trump form level rights
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REDCap – Amalga Bridge
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REDCap-‐Amalga Bridge What’s Amalga? • Clinical Data Warehouse for UW Medicine – Outpa2ent (EPIC) – Inpa2ent (ORCA) – Labs – ADT – Many other clinical systems
• NOT Instantaneous • Reports Require AMC Account • Strict Direct Access Policies • DCDR (De-‐iden2fied Clinical Data Repository)
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REDCap-‐Amalga Bridge • Import Clinical Data directly into a REDCap project – One-‐2me – Update on a Regular Basis – Based on your Iden2fiers
• Import REDCap data into Amalga – As Source Data for your Amalga Query – To Generate a Custom Report – Do Advanced Calcula2ons/Manipula2ons
Notes: • Have an IRB in place • Requires Development Time from the BMI Consult Team
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REDCap-‐Amalga Bridge Repor2ng Example
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REDCap-‐Amalga Bridge Example
REDCap
Study Database
Secure Hospital Compu/ng Environment
Custom C#
Library
Study Data Secure Report
REDCap-‐Amalga Bridge
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REDCap-‐Amalga Bridge Example
REDCap Secure Hospital Compu/ng Environment
Iden/fier Database
UW* Clinical Data
Repository
Custom C#
Library
Query
Query Results
Study Database
Pa/ent Name, MRN
Study Data
* University of Washington
Dynamic SQL Link
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Dynamic SQL Link Rela2onal Database • Mul2ple tables • Cross links (Primary keys) • Example: Access Database
En2ty-‐Aeribute-‐Value Database • 1 Big Flat File • 1 Record per Row • Example: Single Excel Spreadsheet • Example: A REDCap Project
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Dynamic SQL Link • Special Dropdown Field • Populate by a Custom Code (SQL) – Other REDCap projects – Special Tables
• Consists of: – Raw Value – Label
• Single Value • Combined Values
• Only available to a REDCap Administrator • Filters Can be Applied
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Dynamic SQL Link Limita2ons • Only Editable by a REDCap Administrator • Data Dic2onary will NOT upload when you: – Change the Posi2on of the Field – Edit the Label – Edit the Variable Name – Edit the SQL Code
• Cost 200 Dollars per Link • Only to Projects You have Access to
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Dynamic SQL Link Adverse Events Example: • Longitudinal Studies • Unknown Number of Adverse Events Example Solu2on: • 2 Projects (Main Database & Adverse Events) • 1 Record per Adverse Event • D-‐SQL used to link to Main Database – Raw Value: Main Database Study ID – Label: MRN, Last Name, Date of Birth
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Dynamic SQL Link Iden2fica2on Database Example: • Need for a Separa2on of PHI from Study Data • Don’t Want to Go the “Excel” Route
Example Solu2on: • 2 Projects (Main Database & Iden2fier Database) • 1 to 1 Record Matching • D-‐SQL used to link to Iden2fier Database – Raw Value: Iden2fier Database Study ID – Label: Iden2fier Database Study ID
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Dynamic SQL Link Applica2on VS Reviewer Example • Applica2on Survey & a Reviewer Survey • Prevent Transcrip2on Errors • Mul2ple Reviewers for Each Applica2on
Solu2on: • 2 Projects (Applica2on Project & Reviewer Project) • Mul2ple Review Surveys per Applica2on • D-‐SQL used to link to Applica2on Project – Raw Value: Record ID Applica2on Project – Label: Last Name, Applica2on Title (limit to 1st 35 Characters)
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User Rights
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User Rights Basic Applica2on Access • Limit to Only Necessary Applica2ons Rights • Keep the User’s Role in Mind • Op2ons Depend on Ac2ve Features • Take Special Care with: – Project Design – User Rights – Data Export Tool – Data Import Tool
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User Rights Locking • Useful for Bigger Projects • Safe-‐Guard Data Integrity • Mul2ple Data Entry Users • Use in Combina2on with the “Unverified” Tag • E-‐Signature Does NOT Work
• Lock Records – By Form – En2re Record
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User Rights Form Restric2ons • Limit Form Access to Specific Users or Roles – View & Edit – Read Only – No Access – Edit Survey Responses (Semi-‐Independent)
• Useful for Complex Studies
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User Rights Data Access Groups (DAGs) • Users in a DAG Can Only See Records Created
by Members of that Same DAG • Excep2on: Users Without a DAG • Useful for: – Double Data Entry – Separa2ng Different Sites
• Records Without a DAG Assigned: – Done by User Without a DAG – Top Right Corner of Any Form of a Record
• Users Can Only Export Records in Their DAG
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User Rights Roles • Can Be Created by Users With “User Rights” Rights • Quickly Assign Pre-‐Defined User Rights • One Time Setup Per Role • Roles Are Editable • Removing a User From a Role – Copies the Role’s SeZngs to the User Un2l:
• A Manual Edit • The User Is Assigned to a Different Role
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User Rights Best Prac2ces For User Roles: • User Control • Design Control • Data Entry • Reviewer • Research Coordinator • Project Manager/PI • Sta2s2cian
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Study Design
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Study Design Consider SpliZng Up Forms in These Situa2ons: • In Development Mode • Longitudinal Studies • Scoring Tools (FACT-‐L, Glascow, etc)
Notes: • Overview • Contained Modules • More Frequent Saves • Flexibility in Workflow Design • Easily Undone Via Data Dic2onary
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Study Design Variable Names: • Short & Consistent • Lower Case • Decipherable • Codes For Repea2ng Variables (Shorthand) – Sequen2al – Context Based
• Consult Your Sta2s2cian Examples: Medica2on Number 1 In a Follow Up è rxfu1 Eligibility Ques2on Number 4 èeligq4
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Study Design Record ID’s in REDCap: • Always The 1st Variable In The 1st Form • Used By REDCap to Link Variables to a Record • Turn on Auto-‐Numbering • Create a Second Unique Variable For Your Study ID
Duplicate Record ID’s cause: • Analysis Errors • Export Errors • Back-‐Up Errors • Screw-‐up Advanced Features
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Form Design
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Form Design Try to Design Your Variables as Granular As Possible: • Easy to Go Less Granular • Harder to Go More Granular • Consider The Smallest Measurement Unit • Makes Unexpected Analysis Paths Easier
Examples: • Age (Category vs Years vs Months vs Days) • BMI (Split it out in Height and Weight) • Blood Pressure ( Normal vs Diastolic/Systolic)
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Form Design Calcula2ons: • Shorter Is Beeer • PEMDAS is Your Friend • Match Up Those “Parentheses”. • For Advanced Func2ons è FAQ • Calcula2ons Can Only Produce Numbers or “NaN” • Calcula2ons Don’t Run Automa2cally • Calcula2ons Can Produce An Outcome
Without All The Variables Filled Out (When Using Logic) • Use Excel For Quick Troubleshoo2ng
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Form Design Cascading Calcula2ons • Is Allowed, But Not Advised • Can Be Hard To Troubleshoot • No Limit On Length Of A Calcula2on
Example: [calc1] è [var1] + [var2] [calc2] è [calc1] + [var3] [calc3] è if([calc2]<[var4],[var3],[var5])
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Form Design -‐ Branching Logic Branching Logic • Keep It Short • Put Parentheses Around Everything • Limited Java Func2ons Allowed è FAQ • Make Use of Nested IF Statements • Try to Keep Your Logic “Local” • Be Aware of Radio Bueons VS Checkboxes – [var1] = 1 – [var1(1)] = 1
• Diagram Your Logic • Cascade Your Logic When Possible
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Form Design -‐ Branching Logic Logic Diagram Example:
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OR OR
IF([var] = 1 True False
[var2] = 1
[var3] = 1 AND
[var4] =0
[var5(2)] = 1
[var5(3)] = 1 AND
[var6] = 0
Form Design -‐ Branching Logic Actually Syntax: If([var1]=1,(([var2]=1) OR ([var3]=1 AND [var4]=0)),(([var5(2)=1) OR ([var5(3)]=1
AND [var6]=0))) Split Out: If([var1]=1,
( ([var2]=1) OR ([var3]=1 AND [var4]=0) ), ( ([var5(2)=1) OR ([var5(3)]=1 AND [var6]=0) )
)
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Form Design -‐ Branching Logic Variable is Empty Trick Useful for: • Cascading Logic • Delaying a Field Un2l Everything Is Filled Out Syntax: [var1] <> ‘’ Notes: • Double Quotes Do Work, but might mess up Excel • Use Two Single Quotes Without a Space In Between
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Form Design -‐ Branching Logic Cascading Logic – Medica2on List Example List of 6 Medica2ons (rx1, rx2, rx3, rx4, rx5, rx6) Branching Logic Example: rx2 è [rx1] <>’’ rx3 è [rx2] <>’’ rx4 è [rx3] <>’’ rx5 è [rx4] <>’’ rx6 è [rx5] <>’’
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Form Design -‐ Branching Logic Cross Event Branching Logic Depended On: • If A Form Is Repeated • If Your Study Is Longitudinal • If Your Target Variable Is In Another Form Notes • Event Name Is Located In “Define My Events” • Try To Use It For All Your Logic In A Longitudinal Study Syntax Example: [event1][var1]=1
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Form Design -‐ Branching Logic Hiding Fields Instead Of Dele2ng Or Edi2ng Fields • Good Form • No Data Loss • Easier/Quicker To Create A New Variable • Create An Impossible Scenario That Is Never True • Old Choices Are Kept (In Case Of A Mul2ple Choice Edit) Syntax Example: [record_id]=‘9999999’
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Form Design -‐ Piping Variables
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• Display Entered Variables • Field Labels • Survey Invita2ons • Survey Thank-‐You Message
• Piping Syntax • Original Variable Name “first_name” • [first_name]
• Example • First Name Value = “John” • Syntax in Thank-‐You Message = “Thanks, [first_name]!” • Becomes = “Thanks, John!”
Form Design Raw Value Choice Coding (For Mul2ple Choice Fields) • Try To Use A Numeric Value – Easier To Analyze – Shorter Logic/Calcula2ons – Less Change Of Typo’s – Reserve Room For Addi2onal Choices
• When Using a Non-‐Numeric Value Try To: – Keep It Short – Avoid Comma’s – Do NOT Include HTML Tags – Use It For Piping Of Non-‐Numeric Values 42
Surveys
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Surveys
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Four Main Ways of Distribu2ng Surveys: • Public Links • Personalized Invita2ons • Automated Invita2ons • Survey Queue’s Bonus: • Fill Out a Survey as a User
Surveys
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Managed Through the “Manage Survey Par2cipant” Link Public Links • Ideal For Recruitment • Ini2ally Anonymous • Can Be Filled Out Mul2ple Times • Auto-‐generated by REDCap (Short Link Available) • Only Available For the First Survey of Each Arm Personal Invita2ons / Automated Invita2ons • Email Required • Inherently Iden2fied • Traceable Comple2on Rates • Customizable Invita2ons • Ini2al invita2ons only available for the first survey of each arm • Follow up surveys can be distributed through automated invites
Surveys Public Surveys – Best Prac2ces • Be Honest About:
– Time Required – Number Of Ques2ons – Number Of Possible Follow Up Surveys
• Be Brief – Links Are Always An Op2on – Keep It Simple
• When Able Collect: – Email (For Future Follow Up Surveys) – Mul2ple Unique Iden2fiers
• Monitor Responses – Use No2fica2ons
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Surveys Personal Invita2ons – Best Prac2ces • Validate Emails Beforehand • Monitor Response Rates • Send Reminders Manually • Make 1 User Responsible • Use Par2cipant Iden2fiers • Be Prepared To Deal With Spam Filters – Message Craying – Follow Up A Subset Of Non-‐Responders
• Be careful with DAG’s – User should NOT Be Part Of A DAG For Best Results
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Survey Queue • Found in the Online Designer • Populated by Forms & Events • No Email Required
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Survey Queue Survey Queue’s • Daisy-‐Chain your surveys • Shorten Branching Logic • Save & Return Op2on through Survey Queue Link • Auto-‐Start Feature • Define Paths based on Par2cipant Input
– Male vs Female surveys – Follow Up Ques2ons
• Split Up Forms for Greater Flexibility – Complex Studies – Longitudinal Studies
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Surveys Automated Invites – Best Prac2ces • Draw A Workflow Map • Check Your Trigger Logic – Make Sure You Use The Correct Cross Event Logic
• Check Your Time Delay • Always Do A Test Run • Be Prepared To Deal With Spam Filters • Set Up A General “From” Email For Your Study – Use Your Secondary of Ter2ary Email In Your Profile
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Fire & Forget Example
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Intake Dona2on Form Public Survey Link Includes email field
Includes “Choice” Field
“Whole Blood” Form Private Invita/on
“White Blood Cells” Form Private Invita/on
“Plasma” Form Private Invita/on
Follow Up Form Private Invita/on
Follow Up Form Private Invita/on
Follow Up Form Private Invita/on
Time Delay Time Delay Time Delay
Choice A Choice B
Choice C
Survey Queue
Automated Survey Invita/ons
Learn How To Use REDCap INTRODUCTION TO REDCAP • WHEN: (once a month) • WHERE: South Lake Union • See: heps://www.iths.org/redcap-‐class-‐schedule ADVANCED CLASSES • See: heps://www.iths.org/redcap-‐class-‐schedule
ONLINE VIDEOS & HELP • REDCap Training Resources • FAQ • Supplemental Documenta2on
ONGOING HELP • EMAIL: [email protected] (REDCap community email list)
• EMAIL: [email protected] (REDCap administrators; last resort for help)
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Future Advanced Classes
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• Data Dic2onary -‐ Impor2ng and Expor2ng Data
• User Rights – Randomiza2on – Best Prac2ces
• Advanced Longitudinal Studies & Surveys
Schedule and Loca2ons will be on the ITHS website & will be announced in email to users.
hips://www.iths.org/redcap-‐class-‐schedule