WIP
Typical scenarios related to study appointments
Table of contents
- Schedule a participant for a study
- Follow up with previously contacted families
- Search study schedules on the Study Appointments page
- Update existing schedule/appointment
Schedule a participant for a study
Schedule from Study Schedule page
Typical Scenario
Schedule studies from the Study Schedule page when you are looking to recruit participants for one specific study. This page allows you to filter by study and see which families are eligible to participate in that specific study.
How-to
- Navigate to the Schedule Studies page
- Navigate through eligible families for that specific study using the arrows
- After you call the parent and they agree to a date and time, select the Schedule a Study for this Child drop down menu
- Select confirmed
- Input the date and time using the calendar and drop-down menu
- Select the experimenter
- Click schedule and then click next to see the email template
- Make any changes to the template at this time and then select send email and next
- Select the date to be reminded to follow up with the family (default 7 days)
- Select complete to finalize the appointment
Demo
Schedule from Family Information page
Typical Scenario
Schedule studies from the Family Information page when you are looking to schedule a study for a specific participant and you know at least some of their information to look them up in the system.
How-to
- Navigate to the Family Information page
- Search for the desired family
- Select schedule under the child’s name
- Next, add the time and date of the study, study name, and the experimenter’s name.
- Once all information is added select schedule, proofread the generated email and set a reminder for the next contact time.
- Select complete to finish scheduling.
Demo
Participate in multiple studies per visit
Typical Scenario
Before scheduling a participant for a study, it is important to check if they are elligible to participate in any other studies in the lab. We want to make the most of the participant’s time and effort to come in person to the lab so we should try to collect data for multiple studies if possible. If you see that a participant is elligible for another study, coordinate with the lead researcher on that study to see if they would also like to test the participant.
How-to
- If the participant’s name is highlighted under additional appointments, this means that they are elligible for other studies.
- Click on their name to add another study when booking the appointment. Elligible studies will be highlighted
Demo
Participate with siblings, who are also eligible for a study
Typical Scenario
Before scheduling a participant for a study, it is also important to check if they have siblings that are elligible for any studies. If they do, you can ask the guardians whether they would like to bring the sibling in as well to participate and coordinate with the lead researcher on that study to see if they would like to test the sibling.
How-to
- Enter the scheduling screen
- If the names are highlighted in blue the child or their siblings are eligible for other studies
- Click their names and check the eligible studies from the drop down menu
- Delete an appointment using the garbage can
Demo
Follow up with previously contacted families
Typical Scenario
If a family says they need time to think or the family does not respond to our phone call, lab members need to follow-up with the family in a timely manner to see if they are still interested in participating. DRDB allows lab members to filter by participants who require follow-up.
How-to
- Navigate to the Family Information page
- Select the follow-ups tab at the top of the screen
- Navigate through the families requiring follow-up using the arrows
Demo
Search study schedules on the Study Appointments page
Typical Scenario
Researchers can check all study appointments through the Study Apppointments page and filter by various fields depending on what they are looking for.
Search by various fields
- On the Study Appointments page there is the option to search by study, participant information (email, phone, or name)
Search by the composition of multiple fields
- Once you chose a study you can also filter by the status of the appointment (TBD, interested, confirmed)
Search the appointments of today, tomorrow, or this week
- Click the calendar options to filter by studies taking place today, tomorrow, or this week.
- You can futher filter by participant or study.
Demo
Update existing schedule/appointment
Change the status of an appointment
Typical Scenario
Researchers will need to change the status of an appointment in DRDB if a family needs to reschedule. DRDB allows researchers to send a follow-up email for rescheduling.
How-to
- Navigate to the Study Appointments page
- Search for family/study appointments
- Click on the clock icon beside the participant to set a date and time for the appointment
- Send the confirmation email
- Set a reminder time to contact again.
Demo
Add more studies to existing schedule
Typical Scenario
After scheduling a participant, if you noticed that they are elligible for other studies in the lab you can add more studies to their existing schedule. First, you need to confirm with the lead researcher that they are available to run their study and also confirm that the family is willing to stay for some extra time.
How-to
- Navigate to the Study Appointments page
- Search for family/study appointments based on family ID, email, caregiver’s name, phone number, status, or the name of the study or filter by date to see which studies are taking place on the selected dates.
- To schedule an appointment for a TBD participant, click on the calendar icon beside their name.
- Set a date and time for the study, send an email, and set a next contact date.
Demo
Remove studies from an existing schedule
If a participant does not come to their appointment
Typical Scenario
Sometimes participants do not show up to their scheduled appointment time. In this case, researchers must update DRDB with a no show for that appointment and DRDB will send a follow-up email to the family to see if they would like to reschedule.
How-to
- Navigate to the Study Appointments page
- Search for family/study appointments
- Click the sad face icon next to the participant to indicate a no-show
- Set a reminder for the next contact date to see if the family is still interested in participating.
Demo
If a participant who initially said they were interested no longer wishes to participate…
Typical Scenario
Sometimes after considering participating families choose not to participate. Follow-up to see whether they would be interested in participating in studies in the future.
How-to
- Navigate to the Study Appointments page
- Search for family/study appointments
- Select the circle icon to indicate that the family has rejected participation/ cancel appointment
- Set a reminder to contact again.
Demo
Mark the completion of a study appointment
Typical Scenario
After a family has participated in the study, mark that appointment as completed in the system to ensure that the family is not contacted again for that study.
How-to
- Navigate to the Study Appointments page
- Search for family/study appointments
- Check the box beside the participants name to indicate that their participation in the study is complete
Demo