Subject Data Entry

Owned by john Putzke
Last updated: Oct 27, 2017 by Mary Lukowski

Table of Contents

Overview

The "Subject Portal" allows subjects to enter data online (via forms), and receive automated, data-driven reports that can contain a broad range of content (e.g., charts, multi-media, educational materials, etc.).
 

Feature Summary

  • Subjects can fill out forms
  • Automatically deliver to subjects dynamic reports:
    • Configurable layout using HTML editor
      • Include multi-media (charts, graphs, video, sound, pictures),  hyperlinks, etc.
    • Access to all data elements
    • Automatically build text and utilize boilerplates
  • Coordinate same subject enrolled in multiple studies
  • Automatic reminder emails to subjects
    • Templates and "mail-merge" utilities
    • Embed login link
  • Configurable look and feel
  • Allow subjects to; initiate an events, view and/or edit previously completed forms
  • Leverage Javascript for programmable logic

What to Consider

The subject portal can be set up in a number of different ways depending on the project aim and target cohort (i.e., level of computer expertise).  Consider the following:

  1. Branding – How much do you want to emphasize your organization / message in the look and feel of the portal? Three areas:
    1. Home page – See image for configurable areas
       
      1. Note: can be different across study events (e.g., baseline vs. 3 month follow-up)
    2. Forms – Incorporate brand in layout
    3. Reports – Deliver brand specific content
  2. Form Design – What accommodations should be made for the target cohort?
    1. Level of computer expertise
    2. Age
    3. Reading level
    4. Visual impairment (e.g., use of large fonts)
  3. Reports (or Educational Materials) - What data-driven information would help subjects? That is, answer how the report content be customized to fit the specific needs of a subject and provide the greatest incentive to participate. Consider the following:
    1. Data
      1. What data values should be displayed?
      2. What data-driven clinical events will trigger specific information (e.g., if BMI over 25, show video on weight management)?
      3. How can the report content be customized to fit the specific needs of a subject and provide the greatest incentive for participation?
    2. Other Content
      1. Videos, educational materials (tutorials)
      2. Links to websites, podcasts, files, and  other web information sources
      3. Data driven, conditional text

Setup Steps

In big-picture terms, to utilize the subject portal:

  1. Enable the feature
  2. Indicate which forms are to be completed by subjects and when
  3. Create subject login account

More detailed information can be found here.

Examples

  • A color coded chart of progress toward clinical goals over time
  • Prognostic chart based on the subject's specific clinical characteristics (e.g., a tumor's T, N, M status)
  • Patient driven requests for information and/or educational materials (e.g., video on upcoming procedure, list of support groups in the area, referral resources, disease overview pdf file, prognostic chart, table of links to recommended websites, etc.)
  • Report of participation points (e.g., provide total points score based on number of forms completed and the points, in turn, can be redeemed for items of interest)

 See Examples