Subject Identification

Owned by Mary Lukowski
Last updated: Jan 02, 2012Version comment

Table of Contents

 
 

Overview

Reference ID, Project ID, and Subject Names are methods of identifying subjects. 

Feature Summary

Subject Identification is used to determine how subjects will be identified in StudyTRAX when searching for subjects, entering data and exporting data.  When searching for subjects and entering data it is important to find the correct subject, however, when exporting data it may be important to de-identify the data. 

The method of subject identification that is included in the project for subject searching and data entry is specified separately from the method of subject identificaiton when data is exported.

What to Consider

Reference ID
  • Required for all subjects
  • Must be unique across all projects
  • Identifies the subject in StudyTRAX for all projects the subject is enrolled in
  • Can be automatically generated

    These attributes are set by a user with a System Administration role

    • The Reference ID generation is determined at the customer level, it is an attribute that is set when the account is created
    • When the Reference ID is automatically generated, another attribute determines if it can be edited by users
    • If the Reference ID is automatically generated, it must be generated for every subject and every project
    • A template for the Reference ID generation is specified (e.g. RI-{Seq:0000} would generate Reference ID's:  RI-0001, RI-0002, RI-0003, etc.)
  • The Reference ID is set as to whether or not it can be exported through data sets
  • Suggestion
    • Use the Medical Record Number for the Reference ID
    • As the Medical Record Number is used for the subject in all departments, the Reference ID isused for the subject in all projects
    • Make the Reference ID not exportable and it will only be used for identification in StudyTRAX to be sure you are entering data for the correct subject, but it will never be exported with the data for privacy
Project ID
  • Optionally included in a project
  • Must only be unique within the project
  • If included in a project, all subjects must have a Project ID
  • If included in a project, it is separately marked as to whether it can be exported through data sets
  • The Project ID can be automatically generated
    • A template defines the format of the Project ID
    • The automatically generated Project ID can optionally be set for users to edit the ID
    • The Project ID can be set to sequence the automatically generated ID by site

      Once Project ID's have been generated this attribute cannot be changed

      • Sequence by site example:  Site1-001, Site1-002, Site2-001, Site1-003, Site2-002, etc.
      • Not sequenced by site example:  Site1-001, Site1-002, Site2-003, Site1-004, Site2-005, etc.


Subject Name
  • Optionally included in a project
  • If included in a project, the fields can be left blank
  • If included in a project, it is separately marked as to whether it can be exported through data sets

Setup Steps

The identifiers are selected by checking the applicable boxes on the Identifying Subjects tab of the Project Update page.

Click here to see Steps

Example

Default Settings