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- If the patient visit occurred as planned:
- In "Visit Details" box, complete the following Required fields: Confirm correct visit date, Visit Status is marked as "Occurred"
- Once the data collection for the visit is complete, enter the Data Collection Complete Date
- Click "Submit and Close"
- If the patient visit does NOT occur as planned:
- In "Visit Details" box, complete the following Required Fields:
- Correct "Visit Date"
- Visit Status
- "Missed" (If whole visit was missed)
- "Occurred" (if "Planned Date" is not the same as actual occurred date)
- In the Procedures box, complete the following Required Fields
- Procedure Date
- Procedure Missed (if applicable)
- Procedure Missed Count (if applicable)
- If a procedure is labeled with a TBD footnote:
- The procedure is billable to the Sponsor unless it is performed as the subject's standard treatment.
- This procedure must be marked SOC (standard of care) whenever applicable.
- This is the only time a coordinator should check or uncheck the SOC checkbox next to a procedure.
- Once you check the SOC box, you will get a pop-up box asking the reason for the change. Enter the reason and your full name, in case the Financial Coordinator has questions.
- Enter Comments as appropriate
- Comments added in the Clinical Comments field will populate on the Subject Calendar with a (C) next to the visit.
- Comments added in the Clinical Comments field will populate on the Subject Calendar with a (C) next to the visit.
- Once the data collection for the visit is complete, enter the Data Collection Complete Date
- Click "Submit" and "Close"
- In "Visit Details" box, complete the following Required Fields:
- If the patient visit is NOT scheduled to occur as planned
- In "Visit Details" box, complete the following Required Fields:
- Update "Visit Date" with new/corrected Planned Visit Date
- If the new planned date requires a calendar reset, please contact a department Super User or the OST
- In the Procedures box, complete the following Required Fields:
- Procedure Date
- Procedure Missed (if applicable)
- Procedure Missed Count (if applicable)
- Enter Comments as appropriate
- Once the data collection for the visit is complete, enter the Data Collection Complete Date
- Click "Submit and Close"
- In "Visit Details" box, complete the following Required Fields:
- If the patient visit is N/A
- In "Visit Details" box, complete the following Required Fields:
- Update "Visit Status" to N/A
- In the Procedures box, check the "N/A" box for any/all procedures at this visit
- Enter comments in the auto-generated pop-up window
- Click "Submit and Close"
- In "Visit Details" box, complete the following Required Fields:
- If a visit was marked as N/A, but the patient ended up coming in:
- Select the visit from the subject calendar
- In the bottom right, click the "Delete" button
- In this context, the Delete button acts as a reset, it deletes the information entered within that visit - it does not delete the visit from the calendar completely
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