Process Overview

Step 1: NMDP Infusion Information Sent to FormsNet3

Completed automatically by MatchSource

When a marrow, PBSC (peripheral blood stem cell), or cord blood product is ordered from NMDP, MatchSource can send patient and infusion details to FormsNet3 to register the patient and report the infusion

• When infusion date has passed, patient information sent from MatchSource to FormsNet3 automatically overnight in “batch” process and it is used to update an existing CRID or create a new one
  

*Tip for Success: Develop a process with the transplant coordinator to be informed of any upcoming transplants (including NMDP RID)

Step 2: The Matching Process

Completed automatically by FormsNet3

FormsNet3 will use matching logic and attempt to identify an existing CRID and respond accordingly by either updating the existing CRID or creating a new one based on “match type”

• Perfect Match = Birthdate + Sex + NMDP RID or First Name + Last Name + Birthdate + Sex + Center
  • If a “perfect match” is found to an existing CRID, FormsNet3 will link the patient identifiers to MatchSource and no new CRID will be created
• Fuzzy Match = Potential match is found, but does not meet “perfect match” criteria
  • New CRID is created and logged as a “fuzzy match”
• No Match = FormsNet3 creates a new CRID with the information from MatchSource
  

*Tips for Success:
1. If it is known that an existing patient will be having a subsequent infusion using an NMDP product, adding the NMDP RID to FN3 before the infusion occurs will prevent duplicate CRIDs
2. Use consistent naming conventions and exact dates of birth

Step 3: FormsNet3 Notifications

Completed by Data Managers

When CRIDs are created through the Upstream process, FN3 will display a notification on the My Work landing page with an acknowledgement link that will take user to the Search/Edit CRID page

• Results will be pre-filtered to CRIDs requiring acknowledgement
  

To use Search/Edit CRID normally, unselect the “unacknowledged” filter

!Centers will need to review patients record to determine if a CRID was needed. If so, proceed to step 4. If NOT, submit a Center Support Ticket > FormsNet3 Technical Request > Duplicate CRID

Step 4: Acknowledging New CRIDs

Completed by Data Managers

Select the checkbox and click “Acknowledge CRID”

• This will enable all features for the selected CRIDs
• If more than 25 CRIDs are pending acknowledgement, user will need to acknowledge and refresh the page to view additional results
  

*Tip for Success: CRID acknowledgement should be completed regularly (at least weekly) to ensure all CRIDs are addressed before forms are considered past due

Step 5: Completion of F2814

Completed automatically in FormsNet3

For all MatchSource infusions, whether a new CRID was created or not, FormsNet3 will have inserted and attempted to complete a F2814 (Indication for CIBMTR Data Reporting)

• Verify infusion date is accurate
• If information is incorrect, edit the F2814 using the same process as FormNet3-created CRIDs
  • Assign CRID > Search/Edit CRID > Search for CRID number > Edit Icon for F2814
    

F2400 and F2402 will come due

• If this is a first infusion, consent status will need to be provided prior to completing F2400 and F2402
  • You will not be able to complete F2400 and F2402 until consent status is updated
• If extra forms are created and are not needed (such as due to cancellation or delay of infusion), submit CIBMTR Center Support ticket
  • This process should be followed for any additional forms that come due and are not necessary

Step 6: Updating CRIDS in FormsNet3 (If Necessary)

Completed, if necessary, by Data Managers

If patient details were incorrect or incomplete, update CRID (F2804) using same functionality as FormsNet3-created CRIDs

• Assign CRID > Search/Edit CRID > Search for CRID number > Edit Icon
  
  

!CRIDs must be acknowledged BEFORE they can be edited

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CIBMTR® (Center for International Blood and Marrow Transplant Research) is a research collaboration between the Medical College of Wisconsin and NMDP.