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IMP management at site
Dmitry Semenyuta
2
TOP 5 FDA inspections finding 1999-2009
Center of Drug Evaluation and Research (CDER)
• Failure to follow the protocol
• Failure to keep adequate and accurate records
• Problems with the informed consent form
• Failure to report adverse events
• Failure to account for the disposition of study
drugs
10 years without any changes….
3
Most recurrent IMP audit findings
Drug accountability:
- Inadequate records for IMP dispensing, accountability
and reconciliation
- Monitor completed IP accountability log instead of site staff
Management at site:
- No/inadequate record of temperature monitoring of
IMP storage facility
- No/inadequate documentation of IMP receipt at site
Violation of Protocol, GCP or Regulations:
- Dosage regime not followed
- Transfer of IMP between sites
- Expired IMP used
- IMP label does not meet Annex 13 requirements
Investigational Product
A pharmaceutical form of an active ingredient or
placebo being tested or used as a reference in a
clinical trial, including a product with a marketing
authorization when used or assembled (formulated
or packaged) in a way different from the approved
form, or when used for an unapproved indication, or
when used to gain further information about an
approved use. ICH 1.33
2.12. Investigational products should be
manufactured, handled, and stored in
accordance with applicable good manufacturing
practice (GMP). They should be used in
accordance with the approved protocol.
ICH Harmonized Tripartite Guidelines for GCP
IP Management During the Trial
SPONSOR/CRO
PI Every time IP
‘changes hands’ there
must be written
documentation
SUBJECT
% compliance
lost trial medication
Investigator may
delegate some or all
duties to a pharmacist
PHARMACY
IP=drug being studied and comparator or placebo
Sponsor Obligation ICH 5.14
• 5.14.1 The sponsor is responsible for supplying the investigator(s)/
institution(s) with the investigational product(s).
• 5.14.2 The sponsor should not supply an investigator/institution with
the investigational product(s) until the sponsor obtains all required
documentation (e.g., approval/favorable opinion from IRB/IEC and
regulatory authority(ies).
• 5.14.3 The sponsor should ensure that written procedures include
instructions that the investigator/ institution should follow for the
handling and storage of investigational product (for the trial and
documentation thereof). The procedures should address adequate
and safe receipt, handling, storage, dispensing, retrieval of unused
product from subjects, and return of unused investigational product(s)
to the sponsor (or alternative disposition if authorized by the sponsor
and in compliance with the applicable regulatory requirement(s)).
Before IP is at site
• CRA must ensure that site staff is trained. Good
practice- the training should be documented. TCR
would be ok
• Site staff- check equipment for IP storage. Freezer and
min/max thermometer as example
• Site staff should be aware about expected date and
time for IP shipment
• Immediate reporting required. Specially for IP with cool
storage requirements
• CRA should support site staff for all questions/concerns
Investigational Product
• Once received by the site…
Investigator Responsibilities
• Receipt and Inventory
• Storage requirements
• Dispensing & administering
• Return of unused supplies
• Alternative disposition
• Final accountability
RememberRemember……..
If it isnIf it isn’’t documented, it didnt documented, it didn’’t happen. Records must bet happen. Records must be
kept.kept.
Receipt/Inventory/Storage
• Recipient verifies shipment and signs receipt
• Inventory logs are maintained by Investigator/ staff
• Storage conditions
Storage Conditions
Room Temperature Storage
•Min/Max thermometer should be read, temperature recorded on a
temperature log and thermometer reset at least once per week.
•Temp Logs should be reviewed by second person once per month.
•Thermometer should be calibrated or at least come with a “certificate
of conformity with the accuracy requirements” issued by the
manufacturer. Device needs to have accuracy of +/- 0,5 degrees. The
recommended supplier can provide these thermometers in the required
amount along with the necessary documentation
Storage Conditions-cont.
Cold storage
•Min/Max thermometer should be read, temperature recorded on a
temperature log and thermometer reset at least once daily.
•Temp Logs should be reviewed by second person once per week.
•Thermometer needs to be calibrated annually, calibration certificate is
required, device needs to have accuracy of +/- 0,5 degrees.
•There is a recommended supplier for calibrated thermometers
Storage Conditions- cont. 2
Use of Data Loggers
•The most comprehensive temperature monitoring at a site can be
achieved by using so called data loggers. These are devices that
continuously record the temperature in the room they are placed in.
The temperature is measured and recorded at pre-defined intervals
(can be anything between 1 Sec to several hours, recommended
interval: once or twice per hour).
•In regular intervals (typically once per month) the data is downloaded
onto a computer with the adequate software (which has to be
purchased separately). On the computer the data can be reviewed
either as tables or graphs, which also can be printed and filed as
appropriate.
•N.B. If data logger software will be installed on computers at site, it
will be necessary to confirm this upfront with the investigator sites.
Dispensing, Administering, and Documenting IP
accountability
• Investigator responsibilities:
− Dispense only to subjects enrolled in the
study
− Perform patient compliance checks
• Documentation of IP includes:
− Patient diaries, Case Report Form entries
− Inventory log entries, Source
documentation
Must exist as written evidence of
• how the activity was performed
• what actually happened - planned and
unplanned
• when it happened
• who was involved
• training - all involved were trained to
perform their roles
Documentation
CRA Responsibilities for IP (ICH 5.18)
• During routine monitoring visits, the monitor will:
- Review dispensing procedures and documentation with
pharmacy and/or clinical staff at regular intervals
- Check storage conditions, including any
measurement logs (temp, humidity, light)
- Check adequacy of supplies
- Ensure IP dispensed to eligible trial subjects only
CRA Responsibilities for IP
• During routine monitoring visits, the monitor will:
- Ensure documentation that subjects received instruction in using,
handling, storing, and returning IP
- Check that receipt, use, and return of IP are controlled and
documented
- Verify that IP labels remain unopened (protect
the *blind)
- Check that disposition of unused IP at sites
complies with applicable regulatory requirements
- Document monitoring of IP in the site visit report
and follow up letter
Inventory Records of IMPs at Investigator Sites
Quantity
Received
Dispensed to
subject 1
= used + returned
Dispensed to
subject 2
= used + returned
Dispensed to
subject 3
= used + returned
100%
Reconciliation
Subject Compliance & Accountability
Compliance is a measure of how well the
subject adheres to specified treatment regime
Assessment of subject compliance may determine
whether a negative clinical trial resulted from subject
failure to take IP or from other influencing factors
Relabeling at Investigator Site
• IPs highlighted as approaching retest/expiry date.
• Additional label applied with NEW USE BY DATE and BATCH NUMBER
repeated
• May be superimposed on old use date BUT NOT on original
batch number
• Labeling activity can be performed at supply centre or at
investigator site in accordance with SOPs.
• Performed by one person (e.g., monitor, Pharmacist) and checked by a
second person.
• Following approved instructions and all instructions documented
as being performed
• 100% label accountability, excess labels destroyed
• Any deviation/incidents recorded.
IP Recordkeeping at Sites
• ALL shipping and receiving invoices indicating the type and quantity
of the drug or device, and the date of shipment
• Sponsor letters that extend expiration dates
• Record of dispensing, waste and return reflecting the subject, reason
and batch or lot number
• Destruction done according to institutional policy (if applicable)
Intersite Transfer
• Exceptional circumstances as detailed in Annex 13
• In accordance with Standard Operating Procedures
• Considerations before IMP can be re-distributed
– Product history through trial monitoring reports
– Storage conditions
– Security
– return to supply centre for visual inspection
– return to supply centre for re-labelling
• Documented and re-certified by Qualified Person
(QP)
Code Breaks Identified at Site
If the code is broken prematurely or accidentally,
the investigator must promptly document this with an explanation
Codes need to be accessible 24 hrs a day with ‘limited access’ ;
however, they should not be locked away in a private office
Investigator to ensure the code is broken
only in accordance with the protocol
Coding system should allow rapid identification of
the product in case of a medical emergency but should not permit undetectable breaks of the
blinding
Final Accountability/Reconciliation
• Responsibility
• Records required to perform
• Formula
• Final reconciliation
Final Accountability
• Sponsor accounts for all supplies
− Shipped to the site
− Used for the study
− Returned to the sponsor
− Destroyed by site
Return of IP from Site
• Sponsor responsibility with investigator cooperation
• All unused/partially used supplies
• Drug return form (disposition form)
− Copy in investigator file
− Sponsor copies
• Confirmation of receipt
Destruction of IMPs
• written authorization by the Sponsor.(i.e. contract
)
• reconciliation performed, and documented,
at each trial site.
• certificate of destruction containing
quantities destroyed, batch numbers and /
or subject numbers.
i.e. traceable to IMP destroyed
Thank you

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Imp management at site (UA)

  • 1. IMP management at site Dmitry Semenyuta
  • 2. 2 TOP 5 FDA inspections finding 1999-2009 Center of Drug Evaluation and Research (CDER) • Failure to follow the protocol • Failure to keep adequate and accurate records • Problems with the informed consent form • Failure to report adverse events • Failure to account for the disposition of study drugs 10 years without any changes….
  • 3. 3 Most recurrent IMP audit findings Drug accountability: - Inadequate records for IMP dispensing, accountability and reconciliation - Monitor completed IP accountability log instead of site staff Management at site: - No/inadequate record of temperature monitoring of IMP storage facility - No/inadequate documentation of IMP receipt at site Violation of Protocol, GCP or Regulations: - Dosage regime not followed - Transfer of IMP between sites - Expired IMP used - IMP label does not meet Annex 13 requirements
  • 4. Investigational Product A pharmaceutical form of an active ingredient or placebo being tested or used as a reference in a clinical trial, including a product with a marketing authorization when used or assembled (formulated or packaged) in a way different from the approved form, or when used for an unapproved indication, or when used to gain further information about an approved use. ICH 1.33
  • 5. 2.12. Investigational products should be manufactured, handled, and stored in accordance with applicable good manufacturing practice (GMP). They should be used in accordance with the approved protocol. ICH Harmonized Tripartite Guidelines for GCP
  • 6. IP Management During the Trial SPONSOR/CRO PI Every time IP ‘changes hands’ there must be written documentation SUBJECT % compliance lost trial medication Investigator may delegate some or all duties to a pharmacist PHARMACY IP=drug being studied and comparator or placebo
  • 7. Sponsor Obligation ICH 5.14 • 5.14.1 The sponsor is responsible for supplying the investigator(s)/ institution(s) with the investigational product(s). • 5.14.2 The sponsor should not supply an investigator/institution with the investigational product(s) until the sponsor obtains all required documentation (e.g., approval/favorable opinion from IRB/IEC and regulatory authority(ies). • 5.14.3 The sponsor should ensure that written procedures include instructions that the investigator/ institution should follow for the handling and storage of investigational product (for the trial and documentation thereof). The procedures should address adequate and safe receipt, handling, storage, dispensing, retrieval of unused product from subjects, and return of unused investigational product(s) to the sponsor (or alternative disposition if authorized by the sponsor and in compliance with the applicable regulatory requirement(s)).
  • 8. Before IP is at site • CRA must ensure that site staff is trained. Good practice- the training should be documented. TCR would be ok • Site staff- check equipment for IP storage. Freezer and min/max thermometer as example • Site staff should be aware about expected date and time for IP shipment • Immediate reporting required. Specially for IP with cool storage requirements • CRA should support site staff for all questions/concerns
  • 9. Investigational Product • Once received by the site…
  • 10. Investigator Responsibilities • Receipt and Inventory • Storage requirements • Dispensing & administering • Return of unused supplies • Alternative disposition • Final accountability RememberRemember…….. If it isnIf it isn’’t documented, it didnt documented, it didn’’t happen. Records must bet happen. Records must be kept.kept.
  • 11. Receipt/Inventory/Storage • Recipient verifies shipment and signs receipt • Inventory logs are maintained by Investigator/ staff • Storage conditions
  • 12. Storage Conditions Room Temperature Storage •Min/Max thermometer should be read, temperature recorded on a temperature log and thermometer reset at least once per week. •Temp Logs should be reviewed by second person once per month. •Thermometer should be calibrated or at least come with a “certificate of conformity with the accuracy requirements” issued by the manufacturer. Device needs to have accuracy of +/- 0,5 degrees. The recommended supplier can provide these thermometers in the required amount along with the necessary documentation
  • 13. Storage Conditions-cont. Cold storage •Min/Max thermometer should be read, temperature recorded on a temperature log and thermometer reset at least once daily. •Temp Logs should be reviewed by second person once per week. •Thermometer needs to be calibrated annually, calibration certificate is required, device needs to have accuracy of +/- 0,5 degrees. •There is a recommended supplier for calibrated thermometers
  • 14. Storage Conditions- cont. 2 Use of Data Loggers •The most comprehensive temperature monitoring at a site can be achieved by using so called data loggers. These are devices that continuously record the temperature in the room they are placed in. The temperature is measured and recorded at pre-defined intervals (can be anything between 1 Sec to several hours, recommended interval: once or twice per hour). •In regular intervals (typically once per month) the data is downloaded onto a computer with the adequate software (which has to be purchased separately). On the computer the data can be reviewed either as tables or graphs, which also can be printed and filed as appropriate. •N.B. If data logger software will be installed on computers at site, it will be necessary to confirm this upfront with the investigator sites.
  • 15. Dispensing, Administering, and Documenting IP accountability • Investigator responsibilities: − Dispense only to subjects enrolled in the study − Perform patient compliance checks • Documentation of IP includes: − Patient diaries, Case Report Form entries − Inventory log entries, Source documentation
  • 16. Must exist as written evidence of • how the activity was performed • what actually happened - planned and unplanned • when it happened • who was involved • training - all involved were trained to perform their roles Documentation
  • 17. CRA Responsibilities for IP (ICH 5.18) • During routine monitoring visits, the monitor will: - Review dispensing procedures and documentation with pharmacy and/or clinical staff at regular intervals - Check storage conditions, including any measurement logs (temp, humidity, light) - Check adequacy of supplies - Ensure IP dispensed to eligible trial subjects only
  • 18. CRA Responsibilities for IP • During routine monitoring visits, the monitor will: - Ensure documentation that subjects received instruction in using, handling, storing, and returning IP - Check that receipt, use, and return of IP are controlled and documented - Verify that IP labels remain unopened (protect the *blind) - Check that disposition of unused IP at sites complies with applicable regulatory requirements - Document monitoring of IP in the site visit report and follow up letter
  • 19. Inventory Records of IMPs at Investigator Sites Quantity Received Dispensed to subject 1 = used + returned Dispensed to subject 2 = used + returned Dispensed to subject 3 = used + returned 100% Reconciliation
  • 20. Subject Compliance & Accountability Compliance is a measure of how well the subject adheres to specified treatment regime Assessment of subject compliance may determine whether a negative clinical trial resulted from subject failure to take IP or from other influencing factors
  • 21. Relabeling at Investigator Site • IPs highlighted as approaching retest/expiry date. • Additional label applied with NEW USE BY DATE and BATCH NUMBER repeated • May be superimposed on old use date BUT NOT on original batch number • Labeling activity can be performed at supply centre or at investigator site in accordance with SOPs. • Performed by one person (e.g., monitor, Pharmacist) and checked by a second person. • Following approved instructions and all instructions documented as being performed • 100% label accountability, excess labels destroyed • Any deviation/incidents recorded.
  • 22. IP Recordkeeping at Sites • ALL shipping and receiving invoices indicating the type and quantity of the drug or device, and the date of shipment • Sponsor letters that extend expiration dates • Record of dispensing, waste and return reflecting the subject, reason and batch or lot number • Destruction done according to institutional policy (if applicable)
  • 23. Intersite Transfer • Exceptional circumstances as detailed in Annex 13 • In accordance with Standard Operating Procedures • Considerations before IMP can be re-distributed – Product history through trial monitoring reports – Storage conditions – Security – return to supply centre for visual inspection – return to supply centre for re-labelling • Documented and re-certified by Qualified Person (QP)
  • 24. Code Breaks Identified at Site If the code is broken prematurely or accidentally, the investigator must promptly document this with an explanation Codes need to be accessible 24 hrs a day with ‘limited access’ ; however, they should not be locked away in a private office Investigator to ensure the code is broken only in accordance with the protocol Coding system should allow rapid identification of the product in case of a medical emergency but should not permit undetectable breaks of the blinding
  • 25. Final Accountability/Reconciliation • Responsibility • Records required to perform • Formula • Final reconciliation
  • 26. Final Accountability • Sponsor accounts for all supplies − Shipped to the site − Used for the study − Returned to the sponsor − Destroyed by site
  • 27. Return of IP from Site • Sponsor responsibility with investigator cooperation • All unused/partially used supplies • Drug return form (disposition form) − Copy in investigator file − Sponsor copies • Confirmation of receipt
  • 28. Destruction of IMPs • written authorization by the Sponsor.(i.e. contract ) • reconciliation performed, and documented, at each trial site. • certificate of destruction containing quantities destroyed, batch numbers and / or subject numbers. i.e. traceable to IMP destroyed