Subject visits must be checked in within 2 days business days of occurrence. WashU and BJC billers are reliant on this information being accurate.
Navigating to the Subject Visit
- Begin on Home Page > Subjects menu > CRA Console
- Select a protocol by entering the protocol number in the Select Protocol field
- In Accrual Details box, click on Epic MRN hyperlink for the patient whose visit is being updated
- Click the Calendar Vertical tab
- Click on the Study Visit (ex: C1D1) in the Calendar Horizontal tab
Entering Visit Information
- 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)
- 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
*Institutional required fields marked in red, bold font
Logging Additional Visits
- Subjects Menu > Subject Console > Additional Visits tab
- Click "New" to display a Subject Visit Update page where visit details can be entered.
- After a Visit Date is entered and the "Submit" button is clicked, an Additional Procedures button appears at the bottom of the page.
- Select the additional visit procedures from the pop-up box then click "Submit"
- If you do not receive an additional pop-up box then make sure your pop-up blocker is disabled in the upper right hand corner of your screen.
- When selecting an additional procedure DO NOT select from Charge Master or Free-text procedure. ALWAYS select from "Protocol Procedures". See below:
- The additional procedure "reason for adding" will need to be filled in
- Additional visits do not appear on the subject calendar. Additional visits cannot be deleted once placed on an invoice, even if that invoice has been void