NOTE: AllresearchsubjectsregisteredinEPICviaeTRACKmustnowbe“associated”withtheresearchstudyinEPICbythestudyteam. Pleasevisitresearchintranetforinstructionsat:
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CTRCSPECIFICeTRACKINSTRUCTIONSforCHOP-BASEDSTUDY TEAMSREGISTERINGAND/ORSCHEDULING(CREATINGNEWVISITS) forOutpatientUnits,NutritionAssessmentUnit (MKT 3550 & MAIN),BionutritionUnit andNeurobehavioralUnit
*To utilize CTRC resources, please contact the appropriate CTRC Core Director for a startup meeting prior to scheduling research subjects.
MAIN CTRCOUTPATIENT* DenotedascodeRNOPMA
A) Enterdate/timeoftheappointment
B) Thefollowinginformationshouldbeadded to theLOCATIONfield (seescreen shot below):Enter Department: MAINCTRC OUTPATIENT
Select TypeofRoom andVisitType(includingspaceneeds)(seebelow for options):If
youneedmorethanoneroomorvisittypelistallconsecutively:(i.e.If conferenceroom neededforconsenting thatisoneseparatelineitem“Conf” inadditiontoforexamplea “POD”for nursingservices: All thistextgoesintotheLOCATIONfield)
1) Typeofroomneeded:
MAINPOD(curtainedarea)
MAINEXAM(an examinationroomneeded–alsousefor phlebotomy visit)
MAINCONFROOM(CTRC conferenceroom–Main 7)
2) Visit Type:
EXAMand LENGTHOF VISIT(for spacerequiredbeyondwherenursing servicesperformed)
NURSINGandLENGTH OFVISIT
PHLEBOTOMYandLENGTH OFVISIT
CONFROOMandLENGTHOFVISIT
NOTE:Budgetsfor industryinitiatedstudieswill populatelineitemsfromthebudget page
forspace, intensitylevel and supplies. Allspaceshould bescheduledintheRNOPMAline. Noteon theSPACMA, INTENSITYLEVELANDSUPPLYlineitemsin Participant Tracking: Main CTRC Outpatientand give appointmenttime.
MARKET 3550CTRCOUTPATIENT* Denotedas codeRNOP35
A) Enterdate/timeoftheappointment
B) Thefollowinginformationshouldbeadded to theLOCATIONfield: EnterDepartment: MKT3550 CTRCOUTPATIENT
Select TypeofRoom andVisitType(seebelowforoptions):If you need morethan one roomor visit type listconsecutively.
1)Typeofroomneeded:
MKT3550 EXAM(examination roomneeded–alsousefor phlebotomy visit)
MKT3550 CONSULT 1, 2 or 3
2) Visit Type:
EXAMand LENGTHOF VISIT
NURSINGandLENGTH OFVISIT
PHLEBOTOMYandLENGTH OFVISIT
CONSULTROOMandLENGTH OFVISIT
NOTE: Budgetsfor industryinitiatedstudieswill populatelineitemsfromthebudget page for space, intensitylevel and supplies. Allspaceshould bescheduledintheRNOP35 line. Noteon theSPAC35,INTENSITYLEVELANDSUPPLYlineitemsin Participant Tracking: MKT3550 CTRC Outpatient and give appointmenttime.
*Pleasenoteif specimenisbeing collectedin MainCTRCOutpatient areaandbeingsent to the hospital clinical lab foranalysis in theLOCATIONenterMain 7CTRCLab foreach test thehospital
lab is performing. If specimen isbeing collected in CTRC 3550MarketStreetand sent to thehospital
clinical lab foranalysis in theLOCATIONenterMKT3550 Labforeachtest thehospital lab is performing.
Pleaseseethesample participanttrackingformbelowshowinganexampleof aCTRC(industry supported)outpatientstudyusing CTRCspaceforaphysicianexamandoutpatientnursing.
Pleaseseethesample participanttrackingformbelowshowinganexampleof aCTRC(investigator initiated)outpatientstudyusing CTRC spacefora physician examandoutpatientnursing. Specimens are beingsentbytheCTRCstafftothe hospital lab(statesMain7CTRCLab),CTRCstaff iscollectingand shippingout other labs(CTFMOther),andtheCTRCNutritionAssessment Unitfor anthropometry (Main NGL-7th floor)
MARKET 3550GROWTH/NUTRITION(NUTRITIONASSESSMENTUNIT)
1) Contact Nutrition Unit staffto schedule
2) Enterdate/timeoftheappointment
3) In “Location”field note informationgiven inyour Outlookcalendar confirmation sent by theNutrition AssessmentUnitstaff, i.e. Tech I, Tech II, or Tech IIItimeslot,and length of visit
4) SeeFAQbelowifstudyvisitalso includesOutpatientactivities.
MAIN HOSPITAL GROWTH/NUTRITION(NUTRITIONASSESSMENTUNIT)**Registrationisonly needed in eTRACKsince CTRC will perform schedulingoutside of EPIC.
1) ContactNutrition AssessmentUnit staffto schedule.
2) Subjectsonlyneed to be“registered”once(ifpreviouslyregistered,scheduledirectlywith
Nutrition Assessmentteam).
3) Complete the following sections:
1.0 PARTICIPANT INFORMATION
2.0LEGALGUARDIANINFORMATION
3.0SCREENINGINFORMATION(Answer “YES” to question #2 in section 3.0 to create a visit.)
4) In the visit line, enter “REG ONLY” in the location field and click on submit. This action sends the “visit” to the RACs so that the subject will be registered to the research study for CTRC billing purposes.
CTRCBIONUTRITION UNIT (Dietitians)**Registration isonlyneeded ineTRACKasCTRC will perform schedulingoutside of EPIC.
1) Contact dietitiansto scheduleormake arrangementfor service.
2) Subjectsonlyneed to be“registered”once(ifpreviouslyregistered,scheduledirectlywith dietitians).
3) Complete the following sections:
1.0 PARTICIPANT INFORMATION
2.0LEGALGUARDIANINFORMATION
3.0SCREENINGINFORMATION(Answer “YES” to question #2 in section 3.0 to create a visit.)
4) In the visit line, enter “REG ONLY” in the location field and click on submit. This action sends the “visit” to the RACs so that the subject will be registered to the research studyfor CTRC billing purposes.
Please see screenshot below for an example of a REG ONLY visit in eTRACK.
After you select yes, you will confirm the participant. Then you will be prompted to create the visit in the subject visit workspace.
CTRC NEUROBEHAVIOR UNIT** Registrationis onlyneeded in eTRACKas CTRC will performschedulingoutside of Epic.
1) ContactNeurobehavioralUnit staffto schedule.
2) Subjectsonlyneed to be“registered”once(ifpreviouslyregistered scheduledirectlywith
Neurobehavioralteam).
3) Complete the following sections:
1.0 PARTICIPANT INFORMATION
2.0LEGALGUARDIANINFORMATION
3.0SCREENINGINFORMATION(Answer “YES” to question #2 in section 3.0 to create a visit.)
4) In the visit line, enter “REG ONLY” in the location field and click on submit. This action sends the “visit” to the RACs so that the subject will be registered to the research studyfor CTRC billing purposes.
**If a Neurobehavioralvisit requires conferenceroomspacein a CTRCOutpatient Unit pleasefollowtheinstructions aboveforMAINCTRCOUTPATIENTorMARKET3550CTRC OUTPATIENT,anduseConf Room asthevisit typeand givelengthof visit/timeconference roomis needed.
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INSTRUCTIONSFORSTUDYTEAMSBASEDOUTSIDEOFCHOP WITHNOACCESSTOeTRACK
Non-Chop (Penn or Drexel based) studycoordinatorsand investigatorsare ableto submitviaemaila MicrosoftWord documentversion oftheResearch RegistrationForm(RRF) to . Follow all other pertinent instructionsinthis guide. (RRF formis attached to this pdf file– contact ith questions).Noteasof6/30/15
EPIC upgrade: CTRC Registrarwill linkthesubjectsto thestudyin EPICsincestudyteamsoutside ofCHOPdo not have access.
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SCHEDULINGFOROTHERCTRCCORESTAKES PLACEIN THE VARIOUS DEPARTMENTS:SLEEP, PULMONARY,CARDIOVASCULARANDOPHTHALMOLOGY;FOLLOWCTFMINSTRUCTIONSANDANY CTRC SPECIFIC INSTRUCTIONSGIVENATTIMEOFSTUDYSTARTUPMEETINGS.
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CTRCFREQUENTLYASKEDQUESTIONS
1. Forstudieswith justspecimensgoing throughtheCTRCOutpatient areaand no subject visit, isregistration needed? Ifthespecimen is beingreceivedin ourOutpatient Laboratoryin Main or 3550 Marketweprefer thesubject beregistered (unlessthesubject isalreadyregistered asaninpatient– these typesof visits will notberegistered in EPIC CTRC until ourPhaseIIgo live).
2. How canIviewtheCTRC schedulesinEPIC?Studycoordinatorsareableto viewthe CTRC schedulesin EPICiftheyhave EPIC View Access Onlyrights (or higher access level). You cansearch fortheCTRC OUTPATIENTschedulebynameortypein the EPIC department #101024001.
3. What isthe registrationand scheduling processwhen subject needstovisit boththe Nutrition Assessment Unit andthe Outpatient Unit at 3550?SincetheCTRC RAC will nowberesponsiblefor registeringand schedulingforallOutpatientNursingand Nutrition AssessmentVisitsat 3550MarketStreet,thereg/schedprocessismorestreamlined than thepreviousprocess. StudyCoordinators need tocontact theNutritionAssessmentUnitat
3550 marketandrequestadate/timeofservicefor bothunits. CompletetheeTRACK participant trackingformbyenteringthedate/timeand locationintheappropriatefields on theformfor both units. For NutritionAssessmentvisits, pleasebesure toenter inthe Tech1, 2 or 3 information(asprovided bytheNutrition Assessmentstaff) in the “location”field on theeTRACKparticipantform.
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Revised4/20/16 to update Bionutrition, Neurobehavioral and Nutrition assessment “Reg Only” instructions