Training program for DATA managers in hematopoietic cell transplantation and advanced cell therapy: A nine-year overview from Brazil

Abstract

Abstract Background: Until 2016, Brazil lacked a centralized registry for hematopoietic cell transplantation (HCT), limiting national outcome analyses. The Brazilian Association of Organ Transplantation (ABTO) provided only procedural data, requiring centers to independently manage and interpret their information, with no standardized processes. In 2016, the first national meeting of Data Managers (DMs) was held during the Brazilian Society of Bone Marrow Transplantation (SBTMO) Congress, with three national centers and CIBMTR participating. Annual DM sessions became part of the congress, and in 2020, SBTMO launched a Working Group (GTGD) for DMs, holding monthly virtual meetings with expert lectures and practical case discussions focused on CIBMTR form completion. Methods: A retrospective review was conducted covering DM activities from SBTMO congresses (2016–2023) and GTGD meetings (2020–2024). Participant feedback scores (0–5 scale) were analyzed annually. Results: DM presentations at congresses increased from 4 (2016) to 12 (2023), mostly focused on data standardization and form accuracy. GTGD hosted 9 virtual meetings in 2020, 8 in 2021, 10 in both 2022 and 2023, and 12 in 2024. Among 40 topics discussed, the most frequent were practical guidance (“How do I do it?”; n=10) and diagnosis-specific data issues (n=5). Voluntary feedback consistently showed high educational value. In 2017, the 1st national, free distance learning (DL) tutorial was developed. To maintain the continuing education of DM, the 2nd version of the course was released in December/2021.As part of this effort, 42 volunteer instructors from 16 institutions (13 national, 3 international), 41% recognized specialists developed a new distance-learning (DL) course. It includes 7 modules, 60 video lectures, 13 testimonials, and 9 knowledge areas. Compared to the first version (a 2-module, 45-minute tutorial with 5 instructors), the updated version represents a 740% increase in instructors, a 250% rise in modules, and a 2,420% increase in learning time (19 hours total). While 775 participants completed the first version, 1,927 have accessed the second to date, with module progression from 141 (module 1) to 1,349 (module 7). The most completed modules were “Cell Therapy Basics and Accreditation” and “Brazilian Registry of HCT.” On average, over 60% of each video was watched, surpassing the minimum threshold for strong engagement. In October 2024, SBTMO began implementing a virtual education platform for DMs. Outcomes include a bilingual (Portuguese-English) DM Manual, a WBMT-LABMT platform tutorial, and automated certificate issuance for the Brazilian Registry of HCT and Cell Therapy. Conclusion: Brazil has established a robust, collaborative educational strategy for training DMs in HCT and cellular therapy. Engagement of clinicians and multidisciplinary teams has strengthened learning. However, the lack of formal regulation for DM roles contributes to high turnover, challenging workforce stability. Continued professional development is essential to address diverse backgrounds and evolving responsibilities in this critical field.