What is REDCap?

REDCap is a browser-based Electronic Case Report Form (eCRF) system, designed to capture research data from both research staff in medical settings and directly from patients via online tools. The Newcastle upon Tyne Hospitals NHS Foundation Trust (NuTH) REDCap is hosted on secure cloud servers held by AIMES, an NHS certified cloud systems provider based in Liverpool, UK. The system is managed by the Newcastle Research Informatics Team, who ensure that patient data is only accessible by authorised individuals and is appropriately anonymised for analysis.

REDCap is typically used to facilitate secure data capture and analysis for research projects including single and multi-site studies, but more advanced implementations include services such as randomisation, pre-screening and electronic consent. The Research Informatics Team can provide access to REDCap or build an entire research project within REDCap, with a costing model based on each individual project.

Visit our dedicated REDCap page by clicking here.

Is REDCap suitable for my project?

Newcastle REDCap is often the simplest and most practical way to securely collect and store research data for your project, from single and multi-site research studies through to pre-screening, electronic consent and online registries.

To arrange a demonstration, or to discuss using REDCap for your project, please get in touch with the Research Informatics Team. If you find that our system appears suitable after this discussion, we can then set up an account for you to test out the key functionality that you will need for your project.

Do I have to use REDCap for Newcastle projects?

Use of Newcastle REDCap is not mandatory, however we offer a practical, cost-effective and compliant way to store research data. If you decide not to use our REDCap but are wanting to store patient data, please ensure you are complying with the relevant local and NHS governance policies to do so.

What are the costs associated with using REDCap?

We have worked with the NuTH finance department to create a costing model which is based on each individual project. The most important factors affecting cost are administration time (e.g. number of users and sites), build time (if you are not building the project yourself) and length of data storage.

Please get in touch with the Research Informatics Team to discuss your project and receive an accurate quote.

Where are your REDCap servers located?

Our REDCap system is hosted by AIMES, an NHS certified cloud systems provider based in Liverpool, UK. We have three different REDCap systems, and can advise the most suitable for your project during our initial discussion.

  • The HSCN (Health and Social Care Network) REDCap is only accessible on computers which are already connected to the NHS network. We may need to whitelist the IP addresses of any sites that need to access REDCap for your study, but we will organise testing to ensure that the system is working correctly during the setup phase.
  • The Internet REDCap is open to the internet, meaning it can be accessed from any computer with an internet connection by using increased security measures. This also means that the ‘survey’ functionality of REDCap can be used to send online questionnaires and consent forms to study participants.
  • The Test REDCap is used for evaluation and testing purposes.

Please read our REDCap Data Security SOP for further information on the security measures implemented in our REDCap systems.

For more information about data security in research, please visit our dedicated data security page.

Can you provide REDCap support and training?

REDCap offers a suite of robust training videos, accessible by logging into REDCap and clicking on ‘Training’ at the top of your screen.

We are happy to answer any queries you have regarding the functionality of REDCap while you set up and run your project on the system. However we can also offer an additional level of support for an additional cost. We will quote these support costs to you based on your specific project requirements and agree these with you before proceeding.

When can I start collecting real data on my REDCap project?

When you are satisfied with your project design in REDCap and are ready to start recruiting, click the ‘Move project to production’ button on the bottom of the Project Setup page. This will submit the project to the Research Informatics Team to look over. At this stage we will need verification that all of the necessary approvals are in place to allow data collection to begin. Once we have confirmation of this, you will receive an e-mail to inform you that the project is officially in production mode.

If you make any changes to your project design after it has been moved to production mode, they will need to be submitted to the Research Informatics Team for inspection to ensure there will be no accidental data loss. When you make changes to the forms in production mode, you will be asked to submit them rather than save them and will receive an e-mail once they have been approved.

How do I provide others with access to my REDCap project?

Please e-mail the Research Informatics Team with the name of the project and the full name, email address and organisation/site of the person(s) who require access, as well as the level of access required (Data Entry, Data Coordinator, Data Analyst or Project Administrator). This e-mail must originate from someone who has previously authorised access to the project, or has clearly been given permission to do so.