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NHS Lothian R&D and
The University of Edinburgh Effective Date: 14/SEP/2011
Signature Date
30th August
AUTHOR: Louisa Wilson, Senior Clinical Trials Monitor, ACCORD 2011
APPROVED BY (1): Marise Buçuko lu, University of Edinburgh, Head 31st August
of Research Governance 2011
31st August
APPROVED BY (2): Paul Dearie, QA Manager, ACCORD 2011
REVIEWED BY:
Gareth Thomas, Lynn Morrice, Dawn Lyster
Parties using this SOP must visit www.accord.ed.ac.uk to guarantee adherence to the
latest version
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This document expires on day of printing 05-Sep-2011
ACCORD SOP Number: CR012v1.0
NHS Lothian R&D and
The University of Edinburgh Effective Date: 14/SEP/2011
1. INTRODUCTION
Adverse Device Effects (ADEs) and other safety event identification, recording and
reporting procedures will comply with the requirements of the Medical Device
Regulations 2002/618 and Good Clinical Practice (GCP).
The Investigator will be responsible for identifying and reporting ADEs and other
safety events as detailed in this procedure.
ACCORD will be responsible for medical device vigilance for Clinical Investigations of
Medical Devices (CIMDs) that are sponsored by NHS Lothian and/or the University of
Edinburgh (UoE). This responsibility may not be delegated to the Investigator.
Where NHS Lothian and/or UoE agrees to co-sponsor a CIMD with another
organisation the responsibility for medical device vigilance must be agreed between
both organisations before the trial commences and should be clearly documented in
a clinical trial agreement or equivalent.
2. PURPOSE
To describe the procedure for identifying, recording and reporting AEs and other
safety events occurring in CIMDs that are sponsored by NHS Lothian and/or the
UoE.
3. SCOPE
4. REFERENCES
5. PROCEDURE
5.1 Definitions
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This document expires on day of printing 05-Sep-2011
ACCORD SOP Number: CR012v1.0
NHS Lothian R&D and
The University of Edinburgh Effective Date: 14/SEP/2011
NOTE 3: For users or other persons this is restricted to events related to the
investigational medical device.
^Any hospitalisation that was planned prior to randomisation will not meet SADE
criteria. Any hospitalisation that is planned post randomisation, will meet the SADE
criteria.
Device Deficiency
Inadequacy of a medical device with respect to its identity, quality, durability,
reliability, safety or performance. Device deficiencies include malfunctions, use errors
and inadequate labelling.
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latest version
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ACCORD SOP Number: CR012v1.0
NHS Lothian R&D and
The University of Edinburgh Effective Date: 14/SEP/2011
5.2.1 The decision on what AE data to record will be the result of an assessment of
the risk associated with the research, before the clinical investigation is undertaken.
The protocol should define what AEs are to be recorded, notified and reported. AEs
should be recorded from the time the participant signs the consent form to take part
in the trial, unless otherwise defined in the protocol.
5.2.2 The protocol will also define how AEs will be identified. Unless otherwise stated
in the protocol, the Investigator(s) (or a member of the research team with delegated
responsibility to do so – such delegation must be captured in the study site
delegation log) will ask research participants at each trial visit about any
hospitalisations, consultations with other medical practitioners, disability or incapacity
or whether any other adverse events have occurred. AEs may also be identified by
support departments, for example, clinical biochemistry, haematology, radiology.
Where notification of such abnormal values or measurements would not occur as
standard clinical practice, the procedure for notifying the Investigator of such adverse
events must be clearly documented in the protocol or trial specific procedures.
5.3.1 The protocol will define exactly what adverse event data points will be recorded
and the AE and SAE pages of the Case Report Forms (CRFs) or equivalent can be
designed accordingly. AE and SAE data will be recorded by the Investigator(s) (or a
member of the research team with delegated responsibility to do so) on CRFs.
5.3.2 Unless otherwise stated in the protocol AEs and SAEs will be followed up until
resolution or death of the trial participant.
5.4.2 The Investigator will make an assessment of seriousness (as defined in section
5.1). The Investigator will also make an assessment of whether the ADE is likely to
be related to the device according to the following definitions:
Possibly Related: The nature of the event, the underlying medical condition,
concomitant medication or temporal relationship make it possible that the AE has a
causal relationship to the device.
Mild: an event that is easily tolerated by the research participant, causing minimal
discomfort and not interfering with every day activities.
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latest version
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ACCORD SOP Number: CR012v1.0
NHS Lothian R&D and
The University of Edinburgh Effective Date: 14/SEP/2011
The term ‘severe’ used to describe the intensity of an event should not be confused
with the term ‘serious’, as defined in section 5.1, which is a regulatory definition
based on trial participant/event outcome action criteria. For example, a headache
may be severe but not serious, while a minor stroke may be serious but is not
severe.
Expected: the reaction is consistent with the effects of the device listed in the risk
analysis report.
Unexpected: the reaction is not consistent with the effects listed in the risk analysis
report.
5.5.1 The protocol will define and justify which SAEs will not be subject to expedited
reporting to the Sponsor. SAEs, including SADEs, USADEs and device deficiencies
are subject to expedited reporting requirements. Post-study USADEs that occur after
the trial participant has completed a clinical trial and are also notified by the
investigator to the sponsor. SAEs (SADEs) and USADEs will be documented on
CR012-T01 Medical Device Vigilance Report. Device deficiencies will be
documented on CR012-T02 Medical Device Deficiency Report.
5.5.2 SAEs (SADEs), USADEs and device deficiency reports will be faxed to the
ACCORD office on +44 (0)131 242 9447 using the appropriate template report
(CR012-T01 or CR012-T02) and the Fax Cover Sheet and Return Receipt (CR012-
F01). In the absence of a functioning fax machine, a verbal report may be given to an
ACCORD Clinical Trials Monitor, or designee, in person or by telephoning ACCORD
on +44 (0)131 242 9430 or +44 (0)131 242 6639. Leaving a voice message will not
suffice as a verbal report. All verbal reports must be followed up as soon as
possible with a signed report from the Investigator. SAE (SADE), USADE and device
deficiency reports must provide an assessment of causality at the time of initial
reporting to ACCORD. SAE (SADE), USADE and device deficiency reporting to
ACCORD should maintain the blind unless it is considered necessary to break the
blind in the interest of research participant safety. Initial reports will be submitted
within 24 hours of the investigator becoming aware of the event.
5.5.3 To ensure patient confidentiality, SAE (SADE), USADE and device deficiency
reports will detail the trial participant number only. If reports are received by
ACCORD with identifiable data, the data will immediately be scored through with a
black marker by the individual receiving the fax. It is then the responsibility of the
individual receiving the fax to inform the sender of this breach in confidentiality and
that they must take steps to ensure that this does not reoccur.
Parties using this SOP must visit www.accord.ed.ac.uk to guarantee adherence to the
latest version
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This document expires on day of printing 05-Sep-2011
ACCORD SOP Number: CR012v1.0
NHS Lothian R&D and
The University of Edinburgh Effective Date: 14/SEP/2011
5.5.4 The Senior Clinical Trials Monitor, or designee, will send complete and return
the Fax Cover Sheet and Return Receipt (CR012-F01) to confirm receipt of the SAE
(SADE), USADE or device deficiency report within 1 working day by completing the
Fax Cover Sheet and Return Receipt (CR012-F01). If this fax is not received within 1
working day of sending the report to the ACCORD office, the Investigator must
telephone the ACCORD office on +44 (0)131 242 9430 or +44 (0)131 242 6639 to
check that the report has been received by ACCORD.
5.5.5 On receipt of device deficiency reports, the Senior Clinical Trials Monitor, or
designee, will assess the report to ensure the correct assessment has been made. In
the case of the event meeting SAE (SADE) or USADE criteria, the Senior Clinical
Trials Monitor, or designee will ensure that all the correct reporting procedures have
been followed. Once confirmed as complete, the device deficiency reports will be
filed to the TMF and/or sponsor files.
5.5.7 Where missing information has not been sent to the ACCORD office after an
initial report, the ACCORD office will contact the Investigator and request the missing
information. If it is not possible to supply any further detail this will be recorded on the
database. All SAE (SADE), USADE and device deficiency reports faxed to the
ACCORD office and any follow-up information will be kept by the Investigator in the
Investigator Site File (ISF) and by the Sponsor in the Trial Master File (TMF).
5.6.1 ACCORD is responsible for reporting SAEs (SADEs) and USADEs reports
received from Investigators to the Licensing Authority(ies) and the Research Ethics
Committee (REC).
For blinded studies the blind will be broken before USADEs are reported to the REC
and Licensing Authority. The Senior Clinical Trials Monitor, or designee, or another
individual not involved in the everyday running of the study, will be responsible for
breaking the blind to ensure that the blind design of the trial is maintained.
Parties using this SOP must visit www.accord.ed.ac.uk to guarantee adherence to the
latest version
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This document expires on day of printing 05-Sep-2011
ACCORD SOP Number: CR012v1.0
NHS Lothian R&D and
The University of Edinburgh Effective Date: 14/SEP/2011
6. RELATED DOCUMENTS
7. DOCUMENT HISTORY
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latest version
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