Project Management Digitalisation of the Clinical Research at the University Medical Centre: Good Practice of using REDCap as a Digitalisation Tool

Abstract

Objective

The digital tool REDCap (Research Electronic Data Capture) was implemented at the University Medical Centre Ljubljana (UMCL) with the goal of digitalising and streamlining research processes. This study aimed to assess the efficiency and transparency of clinical research following the implementation of REDCap.

Methods

The implementation of REDCap for funded research began in 2021. It comprised four key steps: (I) the initial creation of Central Research Registry, followed by additional functionalities including (II) the establishment of the Central Database for ’Pre-Contract Activities’ for clinical trials; (III) the integration of Reporting on Research Progress directly into the Central Research Registry; and (IV) the development of a semi-automated Workflow for internal agreements.

Results

Between 2021 and 2023, UMCL established a Central Research Registry using REDCap, transitioning from paper-based to digital data collection for over 2,500 research projects. These projects included clinical trials, national and international studies, as well as academic research. In addition to serving as a registry, the central system provided comprehensive data management, streamlined communication, and enhanced collaboration among stakeholders in clinical trial research at UMCL. The implementation of REDCap significantly reduced administrative burden and shortened the time required to finalise clinical trial agreements from 202 to 147 days. It also improved coordination, transparency, and real-time monitoring of research activities, facilitating more efficient research execution. Additionally, the digitalisation of internal agreements processes between researchers and stakeholders within UMCL improved coordination and expedited research execution timelines. Furthermore, REDCap enabled real-time monitoring of research progress, further contributing to the efficiency and transparency of research activities.

Conclusion

The digitalisation of research processes using REDCap improved the organisation and execution of research, leading to greater efficiency and transparency, reduced administrative workload, and enhanced collaboration. This approach contributed to higher-quality research outcomes and ultimately benefited patient care.