No more double work for the Ethical Committee at Erasmus MC

Previously, a single person had to deliver a USB drive with research documents; now, multiple users can submit documents digitally, depending on their access rights. The Ethical Committee at Erasmus MC made it happen with our Regulatory Information Management System.

The Medical Ethics Review Committee at Erasmus MC plays a critical role in safeguarding the safety, integrity, and quality of clinical studies. This legally recognized committee has around 52 members and consists of two divisions that meet twice a month to assess medical research involving human subjects.

USB Drives and Plenty of Double Work

Andrea de Jong, secretary of the Medical Ethics Review Committee (METC) at Erasmus MC, and her colleagues have always ensured that all research proposals are ready for the meetings. Before using ResearchManager, the department operated with a semi-digital system. Andrea explains, “The researcher would give us a USB drive containing the relevant documents. We had to review, manually enter, and upload these files onto a shared local drive so the committee could access them. It led to a lot of double work. The system was also one-sided; submitters didn’t have access to it. To check the status of submissions, they had to call or email us.”

Searching for a Portal

While the old system functioned, it was outdated and not entirely secure. “We needed something more modern—a portal. Today’s submitters want control over their own data,” says Andrea. “We started looking around, visiting other hospitals. the Medical Ethics Review Committee at Isala Clinics were already using ResearchManager, and we were impressed. Our project manager set everything in motion.”

Digitizing with RIMS ResearchManager

In 2017, the Medical Ethics Review Committee at Erasmus MC embarked on a digitization project and began implementing the RIMS (Regulatory Information Management System) module from ResearchManager. RIMS supports regulatory authorities like Medical Ethics Review Committees/IRBs with centralized document storage, streamlined approval processes, and robust reporting options. It saves them time and ensures a secure workflow.

Adapting RIMS to Fit Their Process

The implementation of ResearchManager was iterative, with frequent fine-tuning. Andrea shares, “As we used the system, we discovered areas that needed adjustments to fit our specific workflow—additional tabs, fields for certain data, and statuses we previously tracked on paper or in Excel. We could easily coordinate with ResearchManager, and they really listened to our needs. I still have weekly contact with them. The system is continuously updated to meet our needs and changing regulations. This collaboration and flexibility are invaluable.”

Integration with Erasmus MC Systems

The ResearchManager team also assisted with the migration of data from the old system. All files were transferred to the new RIMS. There is also an integration between Erasmus MC’s project management system (PaNaMa) and ResearchManager, allowing researchers to submit documents for ethical review with a single click. Andrea adds, “This prevents double work for researchers, as they only need to enter a file once.”

“Everything in One Place”

The submission and review of files, amendments, and other documents are now entirely digital via ResearchManager RIMS, improving the security and protection of confidential data. Andrea’s role has evolved slightly: “I used to enter the data myself; now I verify what researchers submit. ResearchManager has become indispensable for me. My colleagues are also enthusiastic because it provides an overview of pending tasks. Everything is in one place and easy to find. This digital system also helped us navigate the COVID-19 period.”

“Researchers Can Track Their Studies Better”

“Researchers can now follow the progress of their study review more closely, so I get fewer calls from them,” Andrea explains. “On the other hand, I now receive more questions about the system, especially from new users. ResearchManager isn’t overly complex, but with frequent researcher turnover, I often help new users. While it can be time-consuming, I genuinely enjoy this interaction.”

Free Demo

Tired of double work, delays, and lack of organization? Discover how managing and reviewing research proposals can be enjoyable with our free demo.