Coding Process/StandardsFebruary 2015

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Who is Michael McGinnis?

Contact Information− Be careful when emailing Michael, sometimes his Gmail

account will pop up and he rarely checks that account− Primary: Michael.mcginiis@adelphigroup.com (it works again!)

or mmcginnis189@gmail.com (if there are problems with his Adelphi account)

− Telephone: 814-421-0061 OR 754-223-4770

Independent contractor− Worked at Adelphi for 4 years as an AD: mainly

quantitative− Currently resides in Ft. Lauderdale, Florida− Fluent language: English

One man − He does not have a team assisting him in coding our

projects− He does not work with Adelphi exclusively− He also can help identify AEs during the coding process or

assist Mark with a reconciliation if needed

Availability− Typically works 11am-7pm EST, Tuesday-Saturday,

however, he can be flexible− Give him 24 hours to respond to a request; if you don’t

hear back, reach out again and let Michelle Lambert know

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Project Start

InternalKO

Meeting

Analysis

GETTING YOUR PROJECT ON HIS RADAR

Give Michael a heads up regarding your study; quick email would suffice with the

following:• Project number (don’t

forget client prefix!)• Is it a new project or similar

to a project that has been coded before?

• Ballpark # of questions (i.e. large study, 20 new questions OR a small study, only 5 questions)

• Logic: Are most of the questions asked of all respondents OR are there a # of questions that are filtered?

• Therapeutic area: find out if he has ever coded a job in your particular TA

SENDING DATASend properly formatted

coded verbatim to Michael from CT

- If the job is similar to an old project, send

codebook as well (he will have the codebook on

file from the old job but if you made changes and

didn’t send to him, he won’t have them)

Overview of Process

CODING REQUEST FORM/OTHER

NECESSARY MATERIALSSend form once the

survey is final/prior to field start in addition to

QRE with OEs to code highlighted, product

profile, any other necessary materials

Field Start

FinalQRE

Field Finish

Setup a briefing call to discuss

project (i.e. TA, insights from client, code brand and

generic together, etc.

If you are unsure, better to lean on the

high side of your range so he can plan

ahead

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Getting on His Radar: Example Schedule

Project Done Datafile Due Date PDs # O.E.s

# Others Therapy n= Hours Notes

NO4501 No ? 09/27/13Will/Allison 7 14 mcrc 15

Bayer - Stivarga, old 4310, took 9.75 hours last time, but only 15 complete Switzerland, bill for standard and complex

BA4518 No09/30/13 09/30/13

Grace/Erin/Kara 1 0 100 Afinitor old #4420

EN4488 No 09/30/13 10/03/13 Christa/

Carmen3 a few?

300-500 records

Istodax Patient Record

SV4375 No 09/26/13 10/04/13 Ben/

ElizabethNot in field yet, sent email asking for update

SV4359-7 No09/30/13 10/08/13

Kelliann/Erin Zaltrap Pulse

Michael will periodically send his schedule to Michelle L for any updates. Please review for your projects and alert Michael if there are updates when you receive this update from Michelle

L.Yellow highlight means he has received the verbatim file for the project and it is in progress. Feel free to send him a note a couple days after sending him the verbatim file to see if has any questions, if you

can review anything or if he still expects to deliver on time.

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Coding Request Form

Simple vs. complex are billed at different rates; please note which

questions you think are complex and discuss with

MichaelAn expedition fee is applied if you send a verbatim file that requires quick turnaround

(i.e., delivered 5pm Monday and needed back by EOD Tuesday)

Rather than copying your open ended questions into the form just send Michael

the QRE with relevant questions highlighted

BA4662 Coding Request Form

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Sending/Reviewing Data

Next Steps Once Field Has Closed

File Formats for Coding• Ask CT to put open ends into proper Excel

file format (each question on separate tab); double check prior to sending to Michael

• If applicable: have CT include responses from previous questions if open end is filtered off another question

• If applicable: review old codebook from previous waves to see what was useful/what changes you made and inform Michael of these changes

• Also, Michael will often make recommendations if he thinks a current OE could be closed up for next wave

• International studies: translation of open ends into English prior to sending file to Michael for coding

Review of Coding by Project Staff• Review all code frames/revisions to old code

frames to make sure everything is under the correct NET and SUBNET based on your knowledge of the TA, client, etc.

• Make sure codes are as detailed as you need or possibly they are too detailed

• Example: I would use Product X + Avastin, Product X + Erbitux OR Product X in combination

• Determine if any codes should be combined or separated out

• Example: Increase in OS for any mentions OR should it be separated out 1 month increase in OS, 2 month increase in OS

• Review codes in coded verbatim file—this is a must! Michael is very careful but is human and can make mistakes

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Coding is very subjective—how Michael can interpret a response could be very differently with how we interpret a response but this needs to be communicated

If major mistakes/disagreements are made let Michael know and he will fix it (15+ minutes or longer)

If something is minor, make the change on your own (i.e. if you disagree on how he coded 1 particular response, combining 2 codes that would only affect 3 respondents, spelling error)

– If you are unsure how to make the change manually in the file or have a question ask the more senior person on the project

Changes to Codebook/Coded Verbatim File

RULE OF THUMB…

Use your discretion when

deciding on who makes changes

to the codebook and coded

verbatim file. If it takes longer

for you to explain to Michael in

an email what needs to be done,

handle it yourself

BA4662 Codebook

BA4662 Responses Coded

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Coding Etiquette

• Give Michael a heads up about your projects so he can plan accordingly

• Update Michael regarding timelines; if a study is going to be delayed in field a week, it is important he is made aware

• It is critical to have a quick conversation prior to Michael starting to code your project especially true for new studies and unique treatment areas where he might not be well versed (send the verbatim file first so he can quickly glance at the data)• Tracking studies: Not always necessary, but if a

new question is added, there is an update in the market, client pointed out something important during a call, you made changes to the code book last wave, all of these are reasons to speak to him

• Any feedback you can provide Michael is greatly appreciated

• Send a verbatim file without any notice and expect him to have it coded in a day or two with no request at all

• Do not count as 1 open-end if question is asked about 10 different drugs, that is 10 different open ends which will impact time estimate (i.e., 1 question + 100 respondents + 10 drugs = 1000 responses he has to read through) – please do not mislead Michael on the # of OEs that need to be coded. He can usually accommodate – just needs enough time to plan.

• Don’t assume everything Michael does is 100% correct; all work needs to be checked

Don’tsDos

If you have any questions or need a job/question coded

ASAP please let Michelle Lambert knowand we can work to shift schedules

around where appropriate