This is the primer on data entry for the POB Psychology ACT study.
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 (ACT), 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 (ACT), and click "Create Subject".
Once you're entering the new Subject record, you will want to 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). Once you're done entering the subject info, click the "Save" button at the top of the record to save it.
All ACT study survey data will be entered and viewed in the "Forms" tab within a subject's record, and entry of new data takes place by clicking the "Edit" button at the top of the record, then selecting a form from the left-hand column, and then clicking the "Add <form name>..." link near the top of the record.
In order to enter new information, just use the relevant form from the left-hand column of the "Forms" tab for the correct subject.
All existing data for subjects is visible within the "Forms" tab of the subject's record.
Scribe is the web-based tool that allows study subjects to provide answers to the PROM surveys online.
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:
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.)
So long as there's an ACT subject in Labmatrix with the subject code used to configure a survey session, the session will be automatically imported into Labmatrix within 30 minutes of the subject confirming its completion.