Data Entry Specialist
Technical · Industry · Data Entry
Responsible for case receipt/book-in processes, including duplicate checks and case booking.
Also known as: Medical Data Entry Specialist, Data Control Specialist
This competency standard is a working draft prepared for reviewand is not yet an official GPPC standard. Content is derived from the role’s job description and established pharmacovigilance practice, and is subject to change.
Job description
- Responsible for case receipt/book-in processes. This includes monitoring email boxes for new cases, performing duplicate checks, booking cases into the safety database, attaching electronic source documents, as well as creating/retrieving case file folders.
- Proactively drive quality and efficiency to meet timelines and milestones for data management, ensuring scientific and operational excellence in support of strategic imperatives and collaboration with the cross-functional team(s).
- Entry data of SAEs under strict regulatory and internal timelines.
- Perform monthly maintenance and reconciliation of trackers for safety data exchanged.
- Perform standard database searches/output in support of clinical-safety database reconciliation, as well for routine recurring monthly requests safety data.
- May assist with regular maintenance and reconciliation of departmental submissions trackers, such as expedited regulatory submissions and Safety Notification Letters.
- Develop escalation plan and execute issues with site non-compliance related to adverse events.
- Support the identification of corrections and creation of updates in the safety database following medical review.
- Interact with clinicians, nurses, pharmacists, and marketing partners externally, as well as internal staff at company headquarters, to get necessary missing information.
- Participate in inspection/audit related readiness activities and provide support for internal and external PV audits.
- Contribute, participate, and support team meetings, including materials preparation, meeting minutes writing, and action item tracking.
Overall required level: Intermediate.Draft competency standard for the Data Entry Specialist role. As a technical role, expert-level command of the specific systems, tools and processes is expected, with working knowledge of the surrounding regulations. Levels are an initial proposal derived from the role's job description and typical pharmacovigilance practice, pending expert review.
Prerequisites
Mandatory prerequisites
- →Relevant qualification or demonstrable experience in the role's domain
- →Relevant pharmacovigilance experience appropriate to the role
Recommendations
- →Working proficiency in English
- →Familiarity with the applicable GVP modules
Concept of levels
Knowledge for each topic is assessed on a four-level scale.
| Level | Expected knowledge |
|---|---|
| N/A | No knowledge required. |
| Basic | Elementary knowledge of the specific regulation; fundamental understanding of the terms and definitions used, a basic understanding of the concept of the regulation, a general overview of what it covers and where it can be found; passive/delegated usage of the regulation. |
| Intermediate | Very good knowledge of the specific regulation; comprehensive understanding of the terms and definitions and of the concept and context of who/when/where/why/how it applies; active usage of the regulation when required. |
| Expert | Excellent knowledge of the specific regulation; in-depth understanding of the concept and of how and why its sections should be implemented and followed, including outcomes and responsibilities for all relevant stakeholders; active usage of the regulation on a daily basis. |
Knowledge
General Knowledge
| Topic | Level |
|---|---|
| Pharmacovigilance principles and Good Pharmacovigilance Practices (GVP) overviewRef: EMA GVP Module I — Pharmacovigilance systems and their quality systems; EU Reg (EC) 726/2004 & Dir 2001/83/EC | Basic |
| The pharmacovigilance system and Pharmacovigilance System Master File (PSMF)Ref: EMA GVP Module II — Pharmacovigilance system master file (Rev 2) | Intermediate |
| Individual case safety report (ICSR) management and regulatory reporting timelinesRef: EMA GVP Module VI (Rev 2); ICH E2D(R1); ICH E2B(R3) | Intermediate |
Role-Specific Knowledge
Includes topics derived from this role's job description.
| Topic | Level |
|---|---|
| Case receipt, book-in and duplicate detectionRef: EMA GVP Module VI (Rev 2), incl. Addendum I — Duplicate management | Expert |
| MedDRA and WHODrug coding of terms and productsRef: MedDRA (MedDRA MSSO); WHODrug (Uppsala Monitoring Centre) | Intermediate |
| Regulatory and internal case-processing timelinesRef: EMA GVP Module VI (Rev 2); ICH E2D(R1) | Intermediate |
| Data integrity principles (ALCOA+) | Basic |
| Audits and regulatory inspectionsRef: EMA GVP Module IV — Pharmacovigilance audits (Rev 1); GVP Module III — Pharmacovigilance inspections | Intermediate |
| Safety database administration and configurationRef: ICH E2B(R3); EMA EudraVigilance | Intermediate |
| ICSR lifecycle: receipt, triage, data entry, quality controlRef: EMA GVP Module VI — Collection, management and submission of reports (Rev 2) | Intermediate |
| Medical review of ICSRs: seriousness, expectedness, causalityRef: EMA GVP Module VI (Rev 2); ICH E2A — Clinical Safety Data Management | Intermediate |
Knowledge · Skills · Attitude
A summary of the competency elements expected for this role.
| Element | Knowledge | Skills | Attitude |
|---|---|---|---|
| Case book-in |
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| Coding |
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| Compliance |
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Get certified for this role
Certification validates prerequisites via CV screening and assesses knowledge through an online, AI-proctored examination based on the competency standard. The latest terms and requirements for every role and region are maintained by the Institute of Pharmacovigilance.
