CTMS

Overview

You can easily add one, several, or all visits, however, you should evaluate each participant’s scenario to choose the appropriate approach.

• Phased Approach: It is generally recommended to add visits in phases (ex. add only the screening phase initially, then add treatment phases once the participant progresses). This helps manage the patient’s journey more realistically and avoids generating unnecessary visits for participants who may screen fail.
• All at Once: If you plan to schedule visits very far in advance, you can add all visits upfront.
• Existing Studies: If you are migrating an ongoing study into CTMS, you would typically add all visits and then retroactively apply the dates and mark complete visits that have already occurred.

Note: New participants are assigned the current schedule version. Update the participant’s schedule version as needed due to adding the participant mid-study or cohort requirements.

Select here for an interactive demo.

Add Expected Visit(s) from the Visit Schedule

1. Navigate to Studies > Select Study > Participants.
2. Select the participant.
3. Select Visits.
4. Select Add Visit.
5. Select Visits from Schedule
6. From the Visit Schedule diagram, select one or more visits and/or visit groups to add.
   • Avoid unnecessary data entry and future corrections by adding visits to the CTMS only when a participant’s continued participation is highly probable. For example, do not add any visits beyond the screening visit until the participant successfully passes screening. See above for more guidance.
7. Select Save. The added visits are listed in Upcoming Visits.
8. You can choose to take no further action or choose to:
   • Schedule a visit:
     • Select the associated Schedule button or select the Scheduling Calendar. The date should occur within the visit window listed in the Target Date column. Once selected, future visits’ target dates are updated.
   • Complete a visit:
     1. Select the visit to review and confirm activities or skip to step 3.
     2. Review the following:
        • Add repetitions to activities completed more than once.
        • Check the boxes for any skipped activities.
        • Add any optional activities by selecting the plus icon (+).
        • Select the Edit icon to update any additional details or add a note.
     3. Change the Status to Completed.
     4. Optionally, enter any notes.
     5. Check the Pay box if the participant is due a stipend for the visit.
     6. Select the Completed Date.
     7. Select Save. Completed visits may not be modified, but may be reopened if billable items associated with the visit have not yet been invoiced.