International NetCord Foundation Board of Directors Minutes November 21, 2006 Conference Call

Transcription

1 International NetCord Foundation Board of Directors Minutes November 21, 2006 Conference Call Board Members: Staff: President Peter Wernet and Drs. Marcela Contreras, Joan Garcia, Eliane Gluckman, Paolo Rebulla and Elizabeth Shpall Alan Leahigh and Holger Gressmann The meeting was called to order by Dr. Joan Garcia at 7:45 a.m. Central Standard Time. Dr. Wernet subsequently joined the call and assumed the chair. I. APPROVAL OF MINUTES Approval of Minutes MOTION: (Shpall - Rebulla) Approve the minutes of the Board of Directors meeting on October 17, CARRIED II. DUES PAYMENTS EGE University Cord Blood Bank CONSENSUS: Request Dr. Garcia to contact the EGE University Cord Blood Bank in Izmir, Turkey, to ask about the current status of that bank, whether they wish to remain a member of NetCord and when 2005 and 2006 dues will be paid, and ask for a reply before the Board of Directors meeting in December in Orlando. Recommended Slate of Officers III. OFFICER NOMINATIONS MOTION: (Contreras - Rebulla) Nominate and recommend to the Board of Directors the election of the following slate of officers: Dr. Joan Garcia President (three-year term) Dr. E. J. Shpall Vice President (three-year term) Dr. Eliane Gluckman Secretary (two-year term) Dr. Yves Beguin Treasurer (one-year term) CARRIED IV. DRAFT BYLAWS Organizational Structure MOTION: (Shpall - Rebulla) Amend Section III of the draft Bylaws as follows: ARTICLE III. ORGANIZATIONAL STRUCTURE The governing body of the Foundation shall be its Board of Directors. The Board of Directors shall supervise, control and direct the business and affairs

2 NetCord Board of Directors November 21, 2006 Page Two of the Foundation, shall actively promote its purposes, and shall supervise the maintenance and disbursement of its funds. To achieve its objectives, the Board of Directors may, at its sole discretion, establish organizational units such as divisions, sections, committees and task forces to serve special interests of the Foundation. One of the divisions shall be a Virtual Office through which transplant coordinators can conduct online searches for cord blood units in the inventories of NetCord member banks. The Board of Directors shall exercise authority over all organizational units that it creates. CARRIED Virtual Office Procedures CONSENSUS: Direct staff to send the draft NetCord Virtual Office Operating Procedures [Attachment A] to the Member banks and ask for (1) comments on the draft and (2) any concerns about their bank complying with the proposed operating procedures. Ask for responses by Nov. 30 so that comments can be compiled and forwarded with the draft to the meeting of the Members in December in Orlando. V. VIRTUAL OFFICE FUNDING EU Funding Support CONSENSUS: Accept Dr. Wernet s offer to submit a grant request for operational funding for the Virtual Office under the EU Seventh Framework. VI. NETCORD/NMDP SHARED SEARCH AGREEMENT Meetings with NMDP at ASH Staff Support for Meeting Search Algorithms CONSENSUS: Appoint a committee to prepare for a meeting with NMDP representatives on Dec. 8 in Orlando: Dr. Joan Garcia (chair) and Drs. Marcela Contreras, Eliane Gluckman and E.J. Shpall. The purpose of the meeting is to (1) address collaborative issues and next steps and (2) begin the process of developing a common search algorithm. CONSENSUS: Include Dr. Juergen Enczmann in the meeting with the NMDP representatives on Dec. 8 in Orlando. CONSENSUS: Request Holger Gressman and Dr. Juergen Enczmann to develop a comparison of the search algorithms of NetCord and the NMDP. VII. INFORMATION REPORTS The following informational reports were received: NetCord/NMDP Shared Search Letters of Acknowledgement Mr. Leahigh NetCord Newsletter Mr. Leahigh Member Meeting at ASH in December in Orlando

3 NetCord Board of Directors November 21, 2006 Page Three VIII. REFERRED REPORT The following report was referred to the Dec. 8 meeting of the Board of Directors: Cord Blood Forum Request for Reciprocal Web Site Links Dr. Wernet IX. POSTPONED REPORTS The following informational reports were postponed Double Cord Blood Transplant Trial Update on HRSA Funding of U.S. Banks Update on FDA Licensing of U.S. Banks Fund Raising Submitted by Alan Leahigh IX. ADJOURNMENT There being no further business, the meeting was adjourned at 9:08 a.m. Central Standard Time.

4 ATTACHMENT A [DRAFT] NETCORD VIRTUAL OFFICE OPERATING PROCEDURES NetCord Member, Associate Member and Provisional Member banks must comply with the following operating procedures: I. Keep Contact Information Current Current contact information is crucial to facilitate electronic communication of workflow notifications. Members should revise their profile within 24 hours following a change in staff assignments, mailing address, address and telephone or fax number. Updates can be posted directly to the member bank group account in the Virtual Office. Change requests also can be forwarded to the Virtual Office administrator. Contact Holger Gressmann at netcord@itz.uni-duesseldorf.de II. Enter Data on All Direct Searches in the Virtual Office A direct search request from a transplant center to a member bank must be added to the Virtual Office within 24 hours: Use the transplant center account of the member bank in the Virtual Office. Click on Patient Administration in the main menu screen. Then click New to start the patient entering process and follow the prompts. The preliminary match results list from the Virtual Office must then be forwarded by the member bank to the transplant center within 24 business hours. III. Update Cord Blood Inventory To update cord blood inventory data in the Virtual Office, member banks should use the Notes Client Software for direct connection with the Virtual Office. Differentiated cord blood data updates should be done within 24 business hours every day. Frequent complete cord blood data updates should be done only after notification of the Virtual Office administrator.

5 A member bank that can not comply with these requirements due to national and/or organizational constraints should ask the NetCord Board of Directors for an exception. IV. Review Data and Validate Integrity The member bank is required to maintain cord blood data integrity as defined in the cord blood data definition documentation for the Virtual Office. Any observed discrepancies must be corrected as soon as possible. V. Work with the Workflow Requests in the Virtual office The Virtual Office sends workflow request notification s to member banks as soon as possible. Such notifications should not be treated as workflow requests per se by the member bank. VI. Response to Workflow Requests from the Virtual Office The workflow request is kept in the Virtual Office and must be reviewed at least once per business day. New requests or requests for reservation extension shall be marked as acknowledged in the workflow document within 24 business hours. VII. Process Workflow Requests in the Virtual Office Workflow Requests from the Virtual Office must be processed within the Virtual Office: If a transplant center wants to switch to processing outside the Virtual Office, the member bank must update the workflow document in the Virtual Office. Member banks should not require transplant centers to use individual fax forms from the member bank or another organization as a prerequisite to proceed with the workflow request if it was initiated by the transplant center via the Virtual Office. VIII. Process Shipment Requests Shipment requests must be indicated in the Virtual Office by member banks even if a transplant center does not initiate such a request via the request for a shipment workflow in the Virtual Office. If the shipment will be done, the status of the cord blood unit in the Virtual Office must be set to reserved status within 24 business hours, if this has not been done already.

6 Member banks can provide services to mark a cord blood unit as issued in order to update the match results table in the Virtual Office and to inform the Virtual Office and the transplant center on changes of the cord blood unit status. IX. Member banks must keep shipment requests current. A shipment request should not be canceled by the member bank if the request will be continued, even if the transplant center wants to continue with the processing outside the Virtual Office. Comply with Reporting Requirements Member banks must provide monthly reports to the Virtual Office for comparison with registered requests. The following information should be reported: The number of cord blood units ready for transplant and the number of transplants. The number or ongoing shipment workflows. The number of requests for unit reports, HR typing, DNA Samples, reservations and shipments to transplant centers. X. Contact the Virtual Office Administrator to Report System Problems and Errors Member banks are required to provide the Virtual Office administrator with information regarding process problems: Changes in local systems that will affect the current connection with the Virtual Office or the processing of the workflow documents must be reported. Error reports should include: The date when the error occurred. The name of the person at the member bank that was working with the Virtual Office. The related NetCord patient IDs or cord blood unit IDs. A complete error description. XI. Contact the Virtual Office Administrator to Report Staff Changes and Request Training Member banks must notify the NetCord Foundation when they change their NetCord representative. NetCord representatives at member banks must be trained to work with Notes Client and the Virtual Office Web system and must undertake reviews of the system and test procedures in regular intervals.