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

General Information

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.

In order to enter a new subject, click on the "Data Entry" menu at the top of the home page, and then use the "NIH Subject" menu item underneath "Create New". The first step will ask you to enter an MRN, and then you should click "Search" to check to see if there's an existing record for that MRN.

If there is an existing Person record: the record will be opened, with an alert message at the top reading "A single Person record has been found." You should click on the "Subjects" tab to make sure that there isn't already a subject record for this study. If there isn't, just use the "Create New Subject" link a the top right of the record, enter the study name (the correct BTTC or CERN study), and click "Create Subject".

If there is not an existing Person record: the NIH demographics database will be queried, and if the MRN matches a known patient, a new Person record will be created and opened (along with an alert that reads "A new Labmatrix Person record has been created from the NIH Registry"). Now, you can use the "Create New Subject" link at the top right of the record, enter the study name (the correct BTTC or CERN study), and click "Create Subject".

Once you're entering the new Subject record, you need to:

  1. Enter the subject's custom study ID into the Code field (note that this is critical, since Scribe uses the subject's code to tie Scribe survey responses back to Labmatrix subject records).
  2. Click on the Forms tab, then the Subject Protocols form in the left-hand column, and then the "Add Subject Protocols..." link near the top of the record; add a new record with the correct BTTC or CERN protocol (remember that those open at the NCI have NCI protocol numbers), along with the protocol start date.

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

MDASI-BT & MDASI-SP data

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, in the "Forms" tab.

Entering new MDASI data

In order to enter new information, you choose the relevant form from the left-hand column of the "Forms" tab for the correct subject.

  1. Search for and open the relevant subject record.
  2. Click the "Forms" tab at the top of the record.

  3. From the left-hand column listing of all the relevant custom data forms, choose the correct form (e.g., "MDASI-BT").

  4. Click the "Add <form name>..." link at the top of the record (below the tab bar), and enter the data.

  5. Repeat steps 3 and 4 for any additional forms that require data entry for this subject.
  6. Click the "Save" button at the top of the record when data entry is complete.

Viewing existing MDASI data

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