Research Output

Generally, there is no widely accepted fee for sample/data model within public biobanks. The cost of access varies between different countries due to varying labor costs and largely depends on the collection type and complexity (i.e. population-based collection vs. specialized collection of unique samples) With this in mind, we have developed a general cost model for the calculation of cost depending on the complexity of the request, with a baseline rate of € 250 per sample and € 250 per dataset. However, the complexity of each request requires precise calculation and determination of whether access to clinical samples and accompanying data requires additional expenditure or is less complicated and allows to reduce costs. This cost model is based on the previous guidelines and calculation grid for biobanks published by Clément et al., 2014 (Clément et al., 2014). This cost model takes into consideration all costs associated with patient recruitment, sample and data collection, processing and storage as well as preparation of samples/data for release upon request. Additionally, the cost model takes into account: (a) the amount of time calculated per hour dedicated by each expert, i.e., nurse, doctor, biobank manager, technician etc., to complete the specific task and (b) the rate per hour for personnel cost or the unit cost for each consumable.

The cost model has been prepared as an Excel spreadsheet and it is divided into 5 different blocks, each of which describes a given stage of the biological material and data collection and preparation for the release within scientific projects. Biobanks that will potentially release samples for future research projects should consider all the activities that are needed to perform the collection of human biological material and release this material for the research projects, including the administrative effort related to project supervision, applications for appropriate bioethical committee permits as well as preparation of material and data transfer agreements. Considering the differences in the hourly rates and the prices of consumables in various European countries, this type of model will allow biobanks to accurately visualize components of the sample fee.

Important to note is that biobanks do not have to use all blocks for the calculation. For example, if only steps for block 1-3 and 5 have been taken, these items will be part of the cost calculation model. Finally, the correct calculation of the costs incurred by the biobank is the justification that human biological material is not sold, but only made available for reimbursement of costs.

References:

Clément, B., Yuille, M., Zaltoukal, K., Wichmann, H. E., Anton, G., Parodi, B., Kozera, L., Bréchot, C., Hofman, P., & Dagher, G. (2014). Public biobanks: Calculation and recovery of costs. Science Translational Medicine, 6(261). https://doi.org/10.1126/scitranslmed.3010444

Several Euro-BioImaging nodes offer services in the domain of medical image data management and analysis. The services of these nodes are quite diverse, depending on the focus and expertise of each node. The costs of access are therefore also variable, and on top of that depend on the hourly tariffs of personnel in the different countries. In order to establish a Euro-BioImaging pricing model, we have developed a cost recovery calculation model that offers a structured way of computing the costs, and at the same accommodates the variety in services offered by the different nodes and the different settings in which the services are offered (e.g., within a publicly funded transnational access project like canSERV, or as a paid service to commercial parties).

The cost model has been prepared as an Excel spreadsheet and it is divided into 4 different blocks, each of which describes a category of related services: 1) general, 2) anonymization, 3) data storage, curation and annotation, 4) analysis. For each service, the level of expertise of the staff member performing the service, or the description of the unit can be specified, whichever is applicable.  Then the amount of time or number of units is specified, and the rate per hour or unit, in order to calculate the total costs. Finally, the node has the option to specify an overall overhead factor, which might be applicable, e.g., for commercial customers.

Important to note is that nodes do not have to use all blocks for the calculation. Moreover, since the portfolio of services offered by the medical imaging nodes of Euro-BioImaging is under active development, it is expected that service descriptions will be fine-tuned or new services will be added, leading to updates of the cost recovery model.