The University Medical Center (UMCLL) Ljubljana selected the IT solution CentraXX by KAIROS GmbH – an IQVIA Business

The UMCLL’s goal is to modernize and centralize its efforts in medical research in general, and specifically in the field of biobaking.

With over 8.300 employees, the UMCL is one of the largest institutions in Slovenia. Thanks to its outstanding achievements in the field of health care, UMCLL is comparable to some of the most renowned institutions in Europe and worldwide. It is the only hospital in Slovenia providing specialized care for some diseases.

Headed by Prof. Klun in this project, the UMCL is focused on lifting the biobanking operations in Ljubljana to the next stage using CentraXX. Foremost, it was essential for the UMCL to begin to replace all paper-based documentation and instead move to a fully digitized platform that can assist with all relevant documentation and support of biobanking processes, from collection and processing through storage and analyses.

CentraXX set itself apart from solutions by other vendors by placing the focus of biobanking on the donor/patient and their respective clinical histories, rather than solely being another sample and storage management system.

CentraXX allows registering and maintaining patient records with data valuable for research, in addition to the biospecimen data. This includes therapeutic and diagnostic information on the respective donors. Collecting all this data in one source of truth with CentraXX will make it possible for the UMCL to quickly query all data with the CentraXX query interface. Thus, researchers will be able to identify patient/sample cohorts that fulfill certain criteria and can therefore speed up feasibility studies for potential clinical trials. The consent management module in CentraXX will allow the UMCL to keep track of all consent forms provided by patients in one central place, allowing for a compliant handling of all specimen and associated data.

CentraXX fulfills all requirements to facilitate the actual handling, processing, and storage of human samples. All entry masks have plausibility checks, and a minimum dataset must be entered (e.g., provision of a unique sample ID) before any data can be stored in CentraXX. This raises the quality of data at the onset of collection. Barcode support is integrated, ensuring the UMCL biobank no longer runs the risk of losing samples, or finding samples unaccounted for in the system. Device integration (e.g., flatbed scanners) will facilitate the speedy handling of larger sets of samples.

While the UMCL will begin implementing CentraXX in a pilot project, the goal is to scale the solution in the following months/years, by adding modules on-the-fly that will enhance the UMCL CentraXX platform. This includes the addition of interfaces to primary source systems at the UMCL, as well as the CentraXX Study Register and Clinical Trial Management System to begin documenting all relevant study information in addition to the biospecimen data. Another tool the UMCL may make use of is the integrated Workflow Engine. This will allow customizing UMCL-specific standard operating procedures (SOPs) into CentraXX-supported workflows, with different user groups being prompted to carry out work in customized masks, according to rules designed by the UMCL.

Following the completion of the successful implementation of CentraXX as part of a pilot project, the UMCL CentraXX platform will be successively expanded in the following months and years by adding further system modules.

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