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Subject visits must be checked in within 2 days business days of occurrence. WashU and BJC billers are reliant on this information being accurate.

Navigating to the Subject Visit

  1. Begin on Home Page > Subjects menu > CRA Console
  2. Select a protocol by entering the protocol number in the Select Protocol field
  3. In Accrual Details box, click on Epic MRN hyperlink for the patient whose visit is being updated
  4. Click the Calendar Vertical tab
  5. Click on the Study Visit (ex: C1D1) in the Calendar Horizontal tab

Entering Visit Information

  1. If the patient visit occurred as planned:
    1. In "Visit Details" box, complete the following Required fields: Confirm correct visit dateVisit Status is marked as "Occurred"
    2. Once the data collection for the visit is complete, enter the Data Collection Complete Date
    3. Click "Submit and Close"
  2. If the patient visit does NOT occur as planned:
    1. In "Visit Details" box, complete the following Required Fields:
      1. Correct "Visit Date"
      2. Visit Status
        1. "Missed" (If whole visit was missed)  
        2. "Occurred" (if "Planned Date" is not the same as actual occurred date)
    2. In the Procedures box, complete the following Required Fields
      1. Procedure Date
      2. Procedure Missed (if applicable)
      3. Procedure Missed Count (if applicable)
    3. Enter Comments as appropriate
      1. Comments added in the Clinical Comments field will populate on the Subject Calendar with a (C) next to the visit.
    4. Once the data collection for the visit is complete, enter the Data Collection Complete Date
    5. Click "Submit" and "Close"
  3. If the patient visit is NOT scheduled to occur as planned
    1. In "Visit Details" box, complete the following Required Fields:
      1. Update "Visit Date" with new/corrected Planned Visit Date
      2. If the new planned date requires a calendar reset, please contact a department Super User or the OST
    2. In the Procedures box, complete the following Required Fields:
      1. Procedure Date
      2. Procedure Missed (if applicable)
      3. Procedure Missed Count (if applicable)
    3. Enter Comments as appropriate
    4. Once the data collection for the visit is complete, enter the Data Collection Complete Date
    5. Click "Submit and Close"
  4. If the patient visit is N/A
    1. In "Visit Details" box, complete the following Required Fields:
      1. Update "Visit Status" to N/A
    2. In the Procedures box, check the "N/A" box for any/all procedures at this visit
    3. Enter comments in the auto-generated pop-up window
    4. Click "Submit and Close"
  5. If a visit was marked as N/A, but the patient ended up coming in:
    1. Select the visit from the subject calendar
    2. In the bottom right, click the "Delete" button
    3. In this context, the Delete button acts as a reset, it deletes the information entered within that visit - it does not delete the visit from the calendar completely

*Institutional required fields marked in red, bold font

Logging Additional Visits

  • Subjects Menu > Subject Console > Additional Visits tab
  • Click "New" to display a Subject Visit Update page where visit details can be entered. 

  • After a Visit Date is entered and the "Submit" button is clicked, an Additional Procedures button appears at the bottom of the page. 
  • Select the additional visit procedures from the pop-up box then click "Submit"

  • If you do not receive an additional pop-up box then make sure your pop-up blocker is disabled in the upper right hand corner of your screen. 
  • When selecting an additional procedure DO NOT select from Charge Master or Free-text procedure. ALWAYS select from "Protocol Procedures". See below:

  • The additional procedure "reason for adding" will need to be filled in

  • Additional visits do not appear on the subject calendar. Additional visits cannot be deleted once placed on an invoice, even if that invoice has been void