This is the primer on data entry for the Neuro Oncology Branch BTTC and CERN studies.

Useful site addresses

Getting help

Separation of the Person and the Subject

Entering new subjects into Labmatrix

Because of the above distinction, when it's time for you to enter a new subject into Labmatrix, that person might already be in Labmatrix (e.g., they're participating in another study), or a colleague might have already entered their subject info for this specific protocol into Labmatrix. As a result, there's a wizard which helps us avoid duplication that might result from not checking for existing records first, and this wizard is the primary mechanism by which you'll enter your subjects.

In order to enter a new subject, click on the "Subjects" module link in the top row, and then use the "New Subject" link at the top left below the modules bar; this will launch the wizard. The first step will ask you to enter an MRN and choose a study (you'd choose the correct BTTC or CERN study from the list of those available to you), and then you click "Search" to check to see if there's an existing record for that MRN on the study. The list will likely come up empty, meaning that nobody has entered this subject yet; there will then be a "Search Persons" button at the bottom of the wizard which will search to see if there is an existing Person record with that MRN (meaning that the person is already in Labmatrix).

If there is an existing Person record: it will come up in the list, and you just highlight the row and click "Create Subject From This Person", which will open a "New Subject" pane pre-populated with the link to the correct Person record.

If there is not an existing Person record: the list will be empty, and there will be a "Search CDR" button at the bottom which will then search the demographics registry for that MRN. So long as it's a valid and correct NIH Clinical Center MRN, clicking this button will bring up the demographics as they're recorded in CRIS for the person; you then just click "Use This Person" at the bottom, and a "New Person" pane will come up pre-populated with all the demographics from the registry. Look these over as a final validation, and then click the "Save" button; this will then bring up a New Subject pane which is pre-populated with the link to the correct (new) Person record.

Once you're entering the new Subject record, there are a few bits of info that you'll enter:

  1. In the "Enrolled Studies" field, choose the correct BTTC or CERN study, which will also populate the "Primary Study" field with this study;
  2. Enter the subject's custom ID in the "Custom ID" field;
  3. Click on the "IRB Protocols" tab, and in the "Select IRB Protocol to Assign" pulldown, choose the correct BTTC or CERN protocol (remember that those studies open at the NCI have NCI protocol numbers!);
  4. Fill in the protocol start date.

Once you're done entering the subject info, click the "Save" button at the bottom of the record to save it.


At this point, the BTTC and CERN studies are recording just the MDASI-BT and MDASI-SP data in Labmatrix. Both forms are accessible within a subject's record; existing data is present in the "Custom Data" tab within that record, and entry of new data takes place via the "My Workflows" menu at the top of the record.

Entering new MDASI data

In order to enter new information, you use the "My Workflows" menu that's part of a subject's record.

  1. Search for and retrieve the relevant subject record so that it's visible in the lower-right Workspace pane.
  2. Click the "My Workflows" menu at the top left of the pane.
  3. Within this menu, there's an "NOB" entry, with two subentries — "MDASI-BT" and "MDASI-SP". Choose whichever you're entering.
  4. Enter the data, and click "Save" when complete.
  5. Once saved, the new record will appear in the "Custom Data" tab of the subject's record.

Viewing existing MDASI data

All existing data for subjects is visible within the "Custom Data" tab of the subject's record.