Data Integrated, Workflows Automated Enhancing IRB Review Efficiency Through Business Intelligence and Process Automation

TSE-JUI LIN, IT Engineer, Human Research Protection Center

At the Human Research Protection Center (HRPC) of National Cheng Kung University Hospital (NCKUH), we know delays in clinical trial means missed opportunity for patients awaiting life-saving therapies. Driven by this mission, we launched a comprehensive digital transformation of our Institutional Review Board (IRB) review processes, leveraging technology to boost efficiency and research ethics.

Intelligent Governance through BI and RPA

With integrating Business Intelligence (BI) and Robotic Process Automation (RPA), we moved from scattered workflows to a unified, high-performance digital ecosystem.

  • Data-Driven Insights: Visual dashboards let management track key metrics and quickly resolve bottlenecks.
  • Operational Excellence: RPA precisely completes high-volume, repetitive tasks, with real-time notifications, that speed communications, and allow IRB staff to focus on specialized work.
  • Accelerated Timelines and Operational Efficiency: Our digital initiatives have yielded measurable improvements in both speed and sustainability. The response times for document revisions on new submissions has been slashed by over 55%, from 237 days to under 106 days. Automated follow-up for interim reports saves 24 working days annually, reducing postage costs.
  • Stakeholder Satisfaction: We achieved 88.9% user satisfaction among our research community, demonstrating our commitment to service.

Tangible Impact and Global Recognition: In 2025, this innovative model revieved the "Outstanding Poster Award" at the AAHRPP Annual Conference. As the first medical center in Taiwan to receive this international accolade, NCKUH is proud to set a global benchmark for digital transformation in research ethics.

We are now adding AI Agent technology for predictive IRB intelligent review mechanism. Our goal is clear: to cut wait times in clinical trials, and ensure that every patient has the fastest possible access to innovative medical breakthroughs.
 

 

Figure 1. By integrating business intelligence with robotic process automation, complex administrative processes are transformed into a smart, real-time digital platform.

Figure 1. By integrating business intelligence with robotic process automation, complex administrative processes are transformed into a smart, real-time digital platform.

Figure 2. The IRB review digital platform enhances process efficiency and decision-making by combining data extraction, transformation, and storage with AI model optimization and real-time notifications via LINE Bot.

Figure 2. The IRB review digital platform enhances process efficiency and decision-making by combining data extraction, transformation, and storage with AI model optimization and real-time notifications via LINE Bot.

Figure 3: This digital platform effectively integrates review data, allowing managers to monitor key metrics and identify process bottlenecks in real time via a visual dashboard.

Figure 3. This digital platform effectively integrates review data, allowing managers to monitor key metrics and identify process bottlenecks in real time via a visual dashboard.