PII-127 - MEETING CLINICAL TRIAL RECRUITMENT MILESTONES IN ACADEMIC CENTERS: A DATA-DRIVEN VISUAL APPROACH

A. Burns¹, M. Brewe¹, J. Tumberger^2,3, M. Bartkoski¹, A. Leabo¹, S. Stancil^1,3,4; ¹Children's Mercy Kansas City, Kansas City, MO, USA, ²Children's Mercy Kansas City, Kansas City, MO, USA, ³University of Kansas School of Medicine, Kansas City, KS, USA, ⁴University of Missouri-Kansas City School of Medicine, Kansas City, MO, USA.

Background: Recruitment challenges are a primary cause for clinical trial failure, impeding the integration of actionable results into clinical care and ultimately influencing patient outcomes. While proprietary software for monitoring recruitment exists, many are expensive and require duplicative data entry. We describe the development of a visual dashboard, leveraging widely available tools to enable efficient recruitment for patient centered clinical trials in resource constrained settings.

Methods: A real-time visual dashboard was developed using low or no-cost programs that establish relationships between datasets to facilitate interactive visualizations, detailed analysis, and data quality control. Automated REDCap data retrieval occurred via a lab-developed R program utilizing REDCap API, the output integrated into Power BI (Microsoft, v2.130.930.0). Key metrics were programmed with custom DAX (Data Analysis Expressions) formulas.

Results: Our visual dashboard allows for real-time, interactive monitoring of longitudinal study data. Key recruitment metrics (e.g., candidate source, target enrollment, declination rate, CONSORT flow metrics) are automatically updated daily (Fig. 1). Trends (e.g., screening rate, declination rate) are evaluated on rolling 90-day and static quarter bases. Additional visuals show participant’s progression from enrollment to study completion. To meet milestones, trial processes were improved, including resource allocation to most productive recruitment sources, adapted candidate call schedule, and data-informed timelines (e.g., median time from identifying potential candidate to completion of study). The cost of development was limited to a one-time research assistant effort (5% FTE) with no additional cost associated with ongoing usage.

Conclusion: The utilization of a real-time visual dashboard optimized clinical trial recruitment to meet milestones. Customizable metrics offer a comprehensive view of recruitment data and granularity to identify actionable issues across longitudinal time points. While proprietary products exist, we demonstrate that a visual dashboard can be developed using freely available resources, alleviating budget constraints. Clinical trials can integrate the dashboard for real-time monitoring and data-driven improvements to promote success.