This is the primer on data entry for the POB Psychology ACT study.

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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 ACT 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 ACT study, which will also populate the "Primary Study" field with this study;
  2. Enter the subject's custom ID in the "Custom ID" field (note that this is critical, since Scribe uses the custom ID to tie Scribe survey responses back into Labmatrix).

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

ACT survey data

All ACT study survey data will be entered and viewed in the "Custom Data" tab within a subject's record, and entry of new data takes place via the "My Workflows" menu at the top of the record.

Entering new ACT survey 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 "ACT" entry, with subentries for all the ACT PROM surveys. 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 ACT data

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


Using Scribe to collect ACT survey data

Scribe is the web-based tool that allows study subjects to provide answers to the PROM surveys online.

Creating a survey session for a subject

A survey session is a batch of individual surveys which a subject needs to fill out at a single timepoint. A member of the study team configures the session, and then either sends a link to the subject via email, or has the subject fill out the surveys on a tablet (e.g., while in clinic). To configure the session, follow these steps:

  1. Go to the Scribe website (https://scribe.cancer.gov/) and log in.
  2. From the Realms menu, choose "ACT"; this will bring up your study dashboard.
  3. On the dashboard, fill in the subject and timepoint information in the "Create new survey session" section on the right, and click the "generate new survey session" button.
  4. The next page will show you a link that you can cut and paste into an email to the study subject; it also has a large green button which you can use to start the survey session immediately (e.g., if you are following these steps on a tablet in clinic, and want to hand the tablet directly to the subject so they can fill out the surveys at that time).

Once a survey session is created, it will be listed in the Survey Sessions table on the study dashboard. Each session has a small blue "i" icon next to it; clicking this icon will show you details about the session (e.g., the timepoint), and also contains the unique link to the session. (If you find you need to copy this link, for example to re-send to a subject, you can right-click it and copy it.)

Moving Scribe data into Labmatrix

So long as there's an ACT subject in Labmatrix with the custom ID used to configure a survey session, the session will be automatically imported into Labmatrix within 30 minutes of the subject confirming its completion.