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Center For Cancer Research National Cancer Institute
CCR Clinical Informatics

Login Screen

The following is a screenshot of the GLCWebApp Login interface (the interface that is displayed when the application is first launched):

  • simply key in your Username and Password (the same as your NIH login) and SUBMIT the entry

Home Screen

Once successfully logged in, the following screen appears:

Menu Items

Once logged in, the user has access to a number of pages within this application, all accessible via the Menu Items in the right-hand portion of each page.

  • Home simply returns the user to the Home page that is seen upon successful login to the application
  • Enter Demographics is where the user records the demographics of registered patients to Labmatrix
  • Questionnaire is a page devoted to the capture of a patient's history of tobacco use
  • Assessments allows the user to record information such as past diagnoses, comorbidities, etc
  • Chemo Treatments allows the user to record various chemotherapy and biological treatments (and associated toxicities) over the duration of the study
  • Radiation Treatments allows the user to record various radiation treatments (and associated toxicities) over the duration of the study
  • Surgery Treatments allows the user to record surgery treatments (only those with curative intent) over the duration of the study
Access Privileges

Once a user has successfully logged in to the GLCWebApp, a brief list of Access Levels appears in the upper right hand corner of the interface (as illustrated in the following image).

Patient entry will be occurring at a number of sites, not just the NIH. Each item in the list of access levels applies to a specific site. This list indicates the sites to which the logged in User has privileges for (1) registering patients, (2) entering patient data and (3) retrieving previously entered data. For example, Users who have a single access level of "VA-DC" are only permitted to record and/or view patient information pertaining to Veterans Affairs Medical Center and no other. The list of currently configured sites is as follows:

Access Level ID

CTEP Institute Code

Description

NIH

NIHCC

National Institutes of Health Clinical Center

VA-Balt

MD024

Veterans Administration Medical Center - Baltimore MD

VA-DC

DC003

Veterans Affairs Medical Center - Washington DC

Navy

MD001

National Naval Medical Center

  • NIH Users logging into the application will, by default, have access levels for all sites
  • Other site users logging into the application will, by default, have a single access level specific to their site

Demographics Interface

The following interface is designed to register (record) a patient within the Labmatrix database. Clicking on Demographics in the Menu to the right pulls up the following page:

Required Fields

All fields with a * next to their labels indicated a "required" field

The first item to select is the "Institution" where the patient will be enrolled. The items that appear in this list depend on the logged-in User's access level. If he/she is NIH, then all possible Institutions (sites) will appear in this list. Otherwise, just his/her Institution will be available.

Selecting an Institution opens up an additional Patient ID: field as illustrated below:

simply key in the Patient ID (MRN) and click the "Get Info" link alongside the entry

By clicking the "Get Info" link, a query is being made to the CDR database. If the patient exists in the database, the rest of the required fields will auto-populate on the page (as follows):

CDR Patient Registration

Currently, standard operating procedure requires that a patient registry form be faxed to a group tasked with enrolling (registering) a patient on the GLC study. As a result, a Patient ID will be generated and returned. If an entered Patient ID does NOT return additional information (auto-populate the field) then you cannot proceed with Patient data until the preceding step as been completed

Once the patient information has been successfully retrieved and populated in the fields, clicking "Register Patient" records the patient information to the Labmatrix database. A summary page appears as follows:

Questionnaire Interface

The following interface is designed to collect information pertaining to the patients history of tobacco use. Clicking on Questionnaire in the Menu to the right pulls up the following page:

First check to see if any data has already been entered for this patient. This (as well as all other pages (demographics being the exception) make it possible for the user to edit previously entered data.

Enter the Patient ID and click "Check for Previous Entry"...

As indicated with the figure above, no data exists for this particular patient. Time to enter some values.

Initially, the page doesn't appear to collect much information, but as the user interacts with the various checkboxes, other data fields become available only when necessary. The following is an example of the page with some data fields filled in.

Clicking the "Submit" button at the bottom of the page results in something like the following (based on the data entered):

Every field that can be validated, is. Meaning, numeric fields, fields that require data of some kind, date fields, etc are all checked for proper data integrity.

That said, filling in the fields that were flagged for date entry (and clicking SUBMIT again) results in the following:

If the page submits without any issues, all fields will be cleared and a message indicating the data was successfully logged to the database will appear near the top.

Assessments Interface

Clicking on Assessments in the Menu to the right pulls up the following interface:
As with the Questionnaire interface, first check to see if any data exists for this particular patient by keying in the Patient ID and clicking "Check for Previous Entry". Even if it's known that no data has been previously entered for this patient, this step is required before data can be stored to the database.

Assuming no data exists, begin entering diagnose(s) for this patient. Focusing on the Diagnosis Information section (below):

Simply choose a Histology, a corresponding Disease Stage and enter or "pick" a date. Clicking on the "pick" link next to the date field pulls up the following window. Using the picker guarantees proper date formatting.

Date Formatting

All date fields throughout this web application require a specific format - m/d/yyyy. Dates can be manually entered (or picked from the date picker) but all entries will be validated to be sure they fit the proper formatting prior to being stored to the database)

Once the three fields have been filled in, click "Add Below" to add this particular diagnosis to the accumulated table of diagnoses.

It is worth noting that the options displayed in the "Disease Stage" dropdown list and the "Assessment Stage" dropdown list (in the following "General Information" section) will differ depending on the list of accumulated histologies in the diagnoses table. For example, if the only accumulated histologies are "small cell" then the stages displayed will only be applicable to small cell lung cancer (SCLC).

However, if any other histology is chosen from the list and added to the accumulated table of diagnoses, the options that appear in these stage fields are applicable only to non small cell lung cancer (NSCLC).

The following simply illustrates a number of additional fields containing relevant data. Note many fields are not "required" fields, allowing the user to come back to this interface and enter/update fields with data that wasn't necessarily known at the time of entry.

Assuming all fields validated correctly, clicking the "Submit" button commits the data to the Labmatrix database.

Now, if the user comes back to this interface and types in the same Patient ID and clicks "Check for Patient Entry", all data that was previously entered will auto-populate the fields and a dialog will appear at the top of the page as follows:

Again, this is a common theme among the majority of the interfaces in this application

Chemo and Biological Treatments Interface

Clicking on Chemo Treatments in the Menu to the right pulls up the following interface (Note, some of the page is clipped to fit all of the fields in a single screen capture):

Timepoint

Contrary the previous two interfaces, all treatment entry interfaces require a second parameter "Timepoint" for determining whether data has been entered previously. Currenty, the available Timepoint options are:

  • on-study
  • 6 mo
  • 1 yr
  • 1.5 yrs
  • 2 yrs
  • 2.5 yrs
  • 3 yrs
  • 3.5 yrs
  • 4 yrs
  • 4.5 yrs
  • 5 yrs

So not only is data entered on a per-patient basis, but a per patient and timepoint basis. Data may very well exist for a particular patient at the on-study timepoint, but not necessarily at the 1 yr timepoint.

Assuming no data at all (for any timepoint) currently exists for this patient, begin entering data using the "on-study" timepoint. Moving forward to the "Chemo and Biological Treatments" section of the interface, note the "Stage" drop down list.

Stage

As with the logic set forth on the Assessments entry interface, the options displayed in this dropdown list will be SCLC or NSCLC based solely on the items recorded in the diagnoses table. That said, data MUST have been entered in the Assessments interface before entering any treatments.

Agents

For each treatment, a number of possible Agents can exist. To build a list of agents, first select an Agent...

... and click the "Add" link adjacent to the Agent field. Add as many agents as necessary.

An "Agent (other)" field exists that accounts for rare agents that aren't common enough to be included in the list. If any text exists in this field and user clicks "Add", any selection in the Agent dropdown list will be ignored and only the contents of the 'other' field will be appended to the list.

Treatment Entries (Adding)

Similar to building the diagnoses table in the Assessments interface, multiple treatments can be appended to a Treatments table by simply filling out (at minimum) the required fields and clicking the "Add Below" link.

With multiple entries...

Treatment Entries (Updating)

Previously entered treatment entries can either be Deleted or Updated. To update, simply click on the treatment entry (table row) and all fields will be displayed in the fields above. Simply make the changes necessary (in this example, the Agents list and Date of Progression have been modified) and click "Update Below".

Toxicity Information

Again, similar to the treatments entries above, toxicity entries are accumulated in the same fashion. Fill out the necessary fields and click "Add Below".

The relationship between Treatments and Toxicities is there can be multiple Toxicity entries per Treatment entry. Toxicities that are built into the toxicities table are tied to a specific treatment entry by following these simple steps:

  1. Be sure at least one treatment has been added to the treatments table
  2. "highlight" the specific treatment entry by clicking anywhere on the table row (a light blue background color will emphasize the chosen row)
  3. Begin entering Toxicity entries in the table below. Any entries created are automatically tied to the chosen treatment entry!

    Clicking on another treatment entry (that has no associated toxicities) is reflected in the toxicities table. Data will auto populate as necessary.

Data QA

Within the "QA Section", a single checkbox "QA Performed" exists, to indicate that the data entered for this page, Patient ID and Timepoint has been verified against the patient's actual medical record. Checking this checkbox indicates that ALL data is correct.

Radiation Treatments Interface

By clicking on the Radiation Treatments link in the menu, the following interface appears:

Treatments and Toxicities

The data entry flow (with the exception of a number of fields in the "Radiation Treatments" section) is identical to that of the Chemo and Biological Treatments entry interface. This includes:

Please refer to the respective sections for functional details.

Surgery Treatments Interface

By clicking on the Surgery Treatments link in the menu, the following interface appears:

As with the Chemo Treatment and Radiation Treatments interfaces, the Patient ID and Timepoint lookup concept is applied here as well. Refer back to the ccroitpublic:Timepoint description in the Chemo Treatments Section for a clearer understanding of its use.

Treatment Entries

An example illustration of collected Surgery Treatments

Data QA

As with the Chemo Treatment and Radiation Treatment interfaces, the Data QA concept is applied here as well. Refer back to the ccroitpublic:Data QA section in the Chemo Treatments Section for a clearer understanding.