(92) Developing a Sustainable Team Model During Uncertain Times

Background: Medical teams are experiencing unprecedented stressors as a result of the COVID-19 pandemic. In the face of these pressures, teamwork has become both important and more challenging. Focused attention on teamwork is required. CF Clinical Research Programs across the country have struggled with team dynamics during the pandemic and attention to how the team interacts is important. The clinical research program in Pediatric Pulmonary at Rainbow consisted of 2 teams (CF and Asthma/ other pulmonary disease). We identified the struggle during the pandemic of losing touch with our team due to staggered schedules, the way studies were assigned and separation of the two teams in the program. Research Coordinators (RCs) were working in silos that led to 1 RC being very busy while others might not be busy. In a survey of 4 RCs the top 3 challenges faced as individuals were: completing tasks effectively/work distribution, communication/lack of transparency. The top 3 challenges faced as a team: Communication/doing things “on the fly” (not planning ahead) and workload equity between team members.

Methods: The objective was to create an environment where everyone worked together for a common goal: advancing clinical trials to support our patients through improved team dynamics with a shared vision. To accomplish this goal, we adapted our research program to include staff from all of Pediatric Pulmonology, allowing us to have 6 research coordinators that can flex across multiple studies. The Clinical Research Operations Manager (CROM) assigns the teams during study startup. Teams of 3 research coordinators and 1 regulatory coordinator are assigned to each study. During startup delegation of responsibilities is decided with the aid of a startup and implementation checklist. The 3 person teams vary to allow all team members to work with and support each other. The RCs have no regulatory responsibilities and the majority of processing needs are completed by the Support Services team. Weekly huddles are held to review visits and discuss coverage and logistical issues for the upcoming week. To further develop the team dynamic a “huddle” is reserved weekly to review a study or logistics of a new or ongoing study. Additionally, the team meets weekly with the entire team including the PIs to review the status of studies in various stages of the clinical research cycle.

Results: The Peds Pulmonary Team Model was implemented in September 2021. Since that time 13 of studies have migrated to the team based approach. This model has helped the team dynamic significantly with a more team based approach rather than working in silos within the program. It has allowed work to be spread more evenly across the team and enhanced the ability to work from home or take time off with short notice. In addition, it has allowed the RCs to focus on areas of research that play to their strengths. Some team members prefer to recruit or do data entry for studies while others prefer to do the patient facing visits.

Conclusions: Team dynamics is an essential consideration for the success of clinical research programs. During a time of isolation/ uncertainty teams can overcome hurdles and become stronger by developing a shared vision and shared responsibilities across several studies. The team model has allowed individuals to work across teams using their strengths and talents.

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