Westmead Oral Health Database and Biobank
Establishment a Multidisciplinary Oral Health Database and Biobank at
Westmead Centre for Oral Health by Faculty of Dentistry, University of Sydney
Funded by
 Bela Schwartz Foundation
 Sydney University Deputy Vice-Chancellor Research (DVCR) Funding
 Faculty of Dentistry Research Committee Funding
Objective
The Primary objective of this project is to strengthen the research output of the Faculty of
Dentistry through establishment of a resource of clinical data and biological samples to
facilitate research into important aspects of oral health and the development of evidencebased clinical guidelines.
Progress
ACTIVITY
STATUS
COMMENTS
Development of Multidisciplinary
Survey Form
Completed
Ethical approval of large questionnaire
Completed
Pilot testing of Multidisciplinary
Survey form-initial
Completed
Survey tested with staff, students & oral
medicine patients
Pilot testing of Multidisciplinary
Survey form-student use
Completed
Survey implemented in integrated clinics S2,
2014
Database secure storage-pilot phase
(local storage)
Completed
Removable Storage and back-up media –
secured at Westmead
Database secure storage-University
secure network
Completed
Addressing patient confidentiality with use of
University servers, ethical approval granted
Electronic application- data collection
Completed
File Maker application in Android devices for
efficient data collection, ethical approval
granted
Pilot testing-electronic application
In progress
Implemented in integrated clinics with the
assistance from DMD3 students
Ethical approval-Biobank sample
collection
In progress
To obtain approval for sample collection in
Westmead and SDH
Protocol preparation- sample
collection
In progress
Collect, preserve and store the specimens in
optimal conditions for future research
Preparation of sample inventory
In progress
Preparation of data and sample access
policies
In progress
Store the information of the samples stored in
biobank which will be linked to the primary
database
Applications for the access of data and
samples for ethically approved research will
be reviewed by an independent committee
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Westmead Oral Health Database and Biobank
Preparation of ethically defensible plan
In progress
Arrangement of facilities, equipment &
consumables for biobank
In progress
Organize coordinators and staff for
sample collection
In progress
This will provide the guidelines for disclosure
of information for the participants
Equipment necessary for sample collection,
preservation & storage (DVCR and Research
committee Funding)
A postdoctoral fellow and Two clinical
research associates will join the project in
2015 (DVCR Funding)
Discipline surveys linked to the Oral Health Database
ACTIVITY
STATUS
COMMENTS
Discipline survey: Orofacial Pain
comprehensive telephone survey;
small sample
Completed
105 Subjects; analysis focused on pain
impact
Discipline survey: Orofacial Pain
short telephone survey; large sample
In progress
20,000 subjects sampled; analysis
underway
Discipline survey: Caries
management system survey,
comprehensive survey in 22 practices
Completed
Discipline survey: Survey on children
with facial swellings of odontogenic
origin
Completed
Discipline survey: Survey on infants
with feeding difficulties due to
ankyloglossia
Completed
415 subjects included and followed up;
analysis focused on impact of nonsurgical
prevention on DMFS increment
240 children included; addressed
characteristics, aetiology and management
of facial swellings caused by odontogenic
infections in the paediatric population
89 children included; addressed
presentation and management of infants
with feeding difficulties due to
ankyloglossia
Strategic plan Year 2015 & Year 2016
1. Oral Health Database
DMD students will get involved in the data collection process in integrated clinics as a part of
the Research Unit of Study. DMD student research projects will be started to commence the
use of data available in the oral health database.
Data collection will be started in the other specialized clinics at Westmead Centre for Oral
Health. Ten Samsung android tablets have been ordered to be used in data collection.
2. Biobank
Ethics application for sample collection at Westmead Centre for Oral Health and Sydney
Dental Hospital is being prepared and the application will be submitted in June 2015. This
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Westmead Oral Health Database and Biobank
application will include data and sample access policies and ethically defensible plan for
information disclosure.
Protocols for collection, preservation and storage of samples (blood, dental plaque, buccal
swabs, teeth, saliva) are being prepared. A pilot study will be done to evaluate the protocols
before actual sample collection starts in the clinics.
Currently, facilities for sample preservation and storage are being arranged in Westmead
Centre for Oral Health. All the required facilities, equipment and consumables will be ready
for sample collection by the end of June 2015.
Equipment that has already been ordered are -80C freezers (n=2), 1 door refrigerator,
microcentrifuge, cold boxes, cool racks, pipettes, biobanking kit (with USB scanner), label
printer, heater circulator for water bath and freezer racks for storage.
Quality Control and Management
Once both data and sample collection are started, the following will be carried out for quality
control and management.
 Periodic evaluations of protocols and procedures (once in 6 months)
 Routine surveillance of the process of data and sample collection, sample
preservation and storage (once in 6 months during the first year and annually
thereafter)
 Periodic verification of sample locations random sampling (annually)
Westmead Biobanking Hub
The oral health database and biobank are functioning as a part of Westmead Biobanking
Hub. We are closely collaborating with the Hub Biobanking activities to make sure that the
Oral health database and biobank comply with the required standards.
New Members in the Dentistry team
Dr Xiaoyan Zhou, a Post-doctoral researcher will join the project this year. Dr Zhou has
obtained her Bachelor of Dental Science and Master of Dental Science from Guanghua School
of Stomatology, China. She has obtained her PhD in Oral Microbiology from Faculty of
Dentistry, University of Sydney in 2015. With her experience in biological sample collection
and laboratory analysis techniques, she will be an asset to the project. Dr Zhou will get
actively involved in protocol development and sample collection in the clinics.
Two clinical research associates (Dr Kiarash Manshee and Dr Filip Vujovic) have been selected
and they will join the project by the end of 2015. They will carry-out individual research
projects linked to the oral health database and biobank. These will be the first research
projects using this new facility and will serve to demonstrate the potential for new research
projects resourced by the biobank.
Dr Kiarash Manshee is an orthodontist from Iran who has both clinical and research
experience in the field of dentistry.
Dr Filip Vujovic has obtained the Doctor of Dental Medicine degree from University of
Belgrade in Serbia in 2013 and since then has been working as a dentist in Serbia.
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Westmead Oral Health Database and Biobank
Expected outcome and long term sustainability
Once established, collection of patient information and biological samples will be a part of
the routine clinical care of all dental patients and other patients throughout Westmead adult
and children’s hospitals. Thus, increasing the number of biological samples available along
with relevant patient information will improve and enhance opportunities for various
research activities and will strengthen the research output of the faculty. Importantly this
focus on informatics in the faculty will lead to the development of evidence-based clinical
guidelines that will improve the health of the individual and community.
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Westmead Oral Health Database and Biobank
Oral Health Database and Biobank Activities– Flowchart
Explanation of the project
to the patients and invite
to participate
No
Yes
Obtain informed written
consent and recruit
Clinics
DMD students
Clinical Research
Associate (post doc), DClin
Dent Students
Allocate database/biobank
reference number; record it
in patient’s dental records
Collection of samples (non-stimulated
saliva, buccal swabs, dental plaque,
blood, teeth)
Data collection
Assisted data entry via
android tablets
Contribution from
Individual Projects
e.g. Clinical
Research Associates
trainees
Disclosure of the
information to the
participants when
required (Ethically
defensible plan)
Clearly label and transfer to
biobank in optimal conditions
Automatic data transfer
to the primary database
Sample processing
Quality check
Personal
identifiable
information
separated
Store in -800C freezers as
aliquots
Sample Inventory
Coded health
related
information
Biobank Staff
Feedback
/ Report
Review
Committee
Available resources for
research activities
Application for data and
samples for ethically
approved research


Regular surveillance
Regular circulation/ presentation of information
on available resources to the researchers
Researchers
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