How to Schedule a Subject Visit

RequestsAll requests for inpatient or outpatient visits must be submitted through the GCRC Request for an Appointment application. Requests are reviewed and processed to match space, staff and equipment for optimum utilization in the order in which the request was received.Response to a request should be received within 48 business hours (confirm), often much sooner.

Step by Step ProcessThe following slides illustrate how to use the GCRC Request for an Appointment program.

First: obtain access to the GCRC Request for an Appointment program and Schedule Viewer from Faith Fortune ffortune@partners.org

Second: Go to Start; Partners Applications; GCRC Request for an Appointment or Schedule

• .

• Click Patient Registration to request an appointment or view request status.

(You will not need the other buttons)

Requesting an Appointment

• Click protocol title• Click Outpatient Visit Request or Inpatient Visit

Request• Only protocols on which you are a study staff member

should appear on your list. Please email ffortune@partners.org if the list is not correct.

Click the close button to go

back from any window

• To request an outpatient visit, click a protocol title to select and then click here.

• Or browse list of participants based on previous visit requests

• Enter Ethnicity and Race information in the Patient Information tab

• Enter information in the Special Considerations tab

• Click the Visits tab to request an appointment• Click the Request Visit button

• Enter three possible dates and/or times• Select Visit Type from the drop-down• Click Save/Close or Cancel/Close if an error or wrong

participant

Outpatient Visit Request

• Requested appointment appears in patient visit list• Status is “Submitted”, all requested dates and times

posted

• Once appointment is processed through Turbo by GCRC staff:• Status changes to Scheduled, or Not Available

• If Scheduled date and time of scheduled appointment appear

• If status is Not Available, submit a new request (MAY BE CHANGED).

10/15/02:10:30;10/15/02:11:00;10/16/02:10:00 Baseline Not Available

• To request an inpatient visit, click a protocol title to select and then click here.

• Enter three possible dates• Enter Arrival and Discharge time and Physician names• Select Visit Type from the drop-down• Click Save/Close or Cancel/Close if an error or wrong

participantTo view requests, follow process for outpt appts in previous

slides.

Inpatient Visit Request

• Click protocol title• Click Outpatient Visit Request or Inpatient Visit

Request

View Appointments by Patient

• Click to show list of patients• Click name, click Select and Close• Click Visits tab to show request and appointments status

• To view status of all requests for one protocol, select protocol title and then click here.• This list will include appointments submitted,

scheduled, canceled and deleted.

View Appointments by Protocol

• Scroll to view appointments or click to print.

Helpful Hints

The following slides describe helpful hints in getting your study visit scheduled.

NOTE: The scheduling application looks for start times an hour before and an hour after the time you request.

Visits on White 13• Requests should be submitted as far in advance as possible. Providing 3 different dates and times for each visit will maximize the likelihood of a visit confirmation.• Use comment box to briefly indicate the range of acceptable start times or other pertinent information. Abbreviations are fine.  

Visits at CNY: Biomedical Imaging Core (BIC)• Requests for BIC have two added dimensions:

• In the case of time constraints due to MRI scan times, the same date can be used with 3 different times within a certain time interval. •Please be sure to choose only the visits labeled with BIC or CNY in the visit name.

How do I use Schedule Viewer?

Visit requests require the coordination of space, staff and equipment. Before submitting dates and times for a subject visit, we suggest that you view the GCRC schedule through Schedule Viewer, which can help determine the availability of desired dates and times.EXIT schedule viewer when not in use.

What is a Visit Template?Visit templates are created by the GCRC scheduling staff prior to a study visit request in collaboration with the study team, protocol nurse and bionutritionist. Visit Templates outline the resources that are necessary for the study visit, including:

GCRC staff resources Length and sequence of visit Special considerations, such as space only, laminar flow

room, sleep room, CNY space, off unit studies, etc. Interview and/or exam space

Templates are based on the Doctor’s Orders and provide a roadmap for the study visit. (CONTINUE HERE)

Before You Begin Scheduling…

Review the doctor orders for accuracy and clarity…any mistakes here may be reflected in the subject visit.Ask the scheduler to print your study templates so you know the resources needed for each visit. Select the template that matches the visit. Templates are a reflection of the Doctor’s Orders. Make sure each template is an accurate representation of

the Doctor’s Orders and the visit. Request changes to templates by working with the protocol

nurse and protocol bionutritionist and contacting the scheduler.

Communicating with SubjectsSeek to find a match between the subject’s desired visit time and GCRC availability. Have Schedule Viewer open while you speak to the

subject. Outline the sequence of events of the study visit. Inform the subject that you can best accommodate their

schedule when there is as much advance planning as possible.

Request 3 possible dates and times. When subject visits are sequential, it is often best to

schedule visits as a series. For example, if visit 2 is one month after visit 1, request dates and times for both visits.

Be firm, but encouraging with your subject!

What if I need to submit a last-minute scheduling request?

It is best to submit visit requests as far in advance as possible, at least 2 or 3 weeks ahead of the first choice date. If you must make a request less than 2 days ahead of the preferred date, you’ll find that the GCRC Request for an Appointment application will not accept the entry. Instead, submit a request by e-mail to MGHGCRCSCHED@partners.org.

Include the SPID number, visit name, subject name and medical record number, dates and times requested, comments on maximum range of flexibility.

The scheduler will process the request manually and confirm with you by e-mail as soon as possible.

An appointment entered into the scheduling system manually will not show on View Alerts in GCRC Request for an Appointment, so the e-mail will be your confirmation.

Last-minute scheduling requests might occur if a subject cancels a visit with short notice and you want to reschedule the visit within a day or two of the original appointment. The GCRC will do everything possible to accommodate a last-minute scheduling request, but cannot guarantee that needed resources will be available. The more flexible you are, the more likely it is that the last-minute request can be scheduled.

Canceling a Subject VisitWhen a subject cancels a scheduled appointment, please cancel the visit immediately through the GCRC Request for an Appointment system. Go to the same screen you used for entering the visit request. Highlight the subject name/MRN, click the Visits tab, highlight the date/time/visit, then click the Cancel Selected Visit button in the lower right corner. The status will then show “Cancelled”. If a subject cancels a visit less than 3 days (not including Saturday and Sunday or holidays) before a scheduled appointment: Please also call the GCRC front desk (617 726-3294 for White 13 or

617 726-1806 for CNY) and notify staff of the cancellation. This is very important since preparation for visits begins 3 days ahead, with creating/pulling of charts, setting up tray and labels, coordinating staff.

If the cancellation occurs more than 3 business days (CONFIRM) in advance, cancellation in GCRC Request for an Appointment is sufficient.

Scheduled Subject Visit and Doctor’s Orders

Complete the Doctor’s Orders as soon as the visit is scheduled and confirmed with the patient.

Make sure randomization/enrollment numbers are correct so that all samples will be accurately labeled at the time of the visit.

Bring completed Doctor’s Orders to the GCRC reception desk. Log all orders in the Red Book found at the GCRC reception desk. Because the GCRC prepares the trays/labels, incorrect/illegible info on the

Doctor’s Orders may result in errors in data collection. When bringing up Doctor’s Orders for a last minute visit, always alert the

front desk, in addition to logging them in the Red Book. Please bring up orders for last minute visits so that the GCRC can prepare the tray.

Remember to never cross out any part of the orders. If a change is needed, the study physician should write a note on a separate progress note and attach it to the orders.

GCRC Scheduling ContactsScheduler mghgcrcsched@partners.org

Go Back to GCRC Orientation