Visit Data Entry
Visit-level data fields are designed to record clinical details that can change over time. Each visit has its own unique characteristics, such as Date and the Site at which the visit occurred. Clinical diagnoses and clinical status can also change over time.
Longitudinal studies are usually pre-programmed with the time points or visit descriptions expected for participants. Each ‘Visit’ is programmed with the expected primary specimens to be collected by the study coordinator. In some cases, the processed specimens are also pre-programmed.
The Visit page, as shown below, can be accessed using the specific participant’s overview page.
From the participant overview page, there will be two tables displayed: ‘Occurred Visits’ and ‘Pending Visits’. From the ‘Pending Visits’ table, select the down-arrow next to ‘Collect’ and select, ‘Visit’:
The participant’s Visit fields are displayed.
Enter the Visit Date as the date of collection, if available.
The Visit Site will be the submitting site. This field defaults to the Site associated with the MRN, if recorded during registration. If it differs, then choose the correct Site from the dropdown list. The field will auto-fill as the Site name is typed.
Clinical Diagnoses can be entered in one of two ways. Multiple diagnoses may be chosen.
Typing any part of the description of the clinical disease will display the matching choices in the dropdown.
Typing the ICD10 ICD 10 code (without ‘.’) will display the matching diagnosis. Note: ICD10 ICD 10 Codes are preferred as they are the standard for diagnoses and allow for easier data manipulation across studies.
Clinical Status and Surgical Pathology Number may be entered, if available.
A comments field is available for Visit specific comments
Fields are saved by selecting:
‘Create’, which directs the user to the Visit overview page where details can be viewed and reviewed and edited if necessary. OR
“Proceed to Collection' which directs the user to the Specimen Collection page.
Once a Visit is collected, the Visit Overview Page is displayed
If there are multiple visits, each visit will have its own Overview Page and its own forms attached if any are attached at the Visit Level.
For each visit, the menu bar on the left shows 4 tabs and defaults to ‘Overview’:
If a Path Report is available as a .pdf, it may be uploaded from the Path Report tab.
If form-specific data is to be entered, any attached forms can be accessed from the Forms tab.
The Specimen Tree tab functions as it does for Participants, by displaying the the specimen tree on the screen being viewed.
The Visit Overview page is also available to view by selecting the ‘Event Label’ under ‘Occurred Visits'
Once the Visit is collected, you can view the Specimens collected during the Visit.
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