The Subject Calendar records visit dates and statuses. Visit statuses drive study finances and data entry, so keeping them current matters: a visit that isn't marked Occurred can't be invoiced.

Visit statuses

A visit can have one of four statuses:

Planned

  • The default status, or a visit marked as planned again with a new date

Occurred

  • The visit happened on the entered date

Missed

  • The visit did not and will not happen

N/A

  • The visit doesn't apply to this subject

Check in a visit

  1. Choose your subject from the CRA Console, or search by MRN in the Subject Console. Click Calendar in the Subject Console.
  2. Click the visit name in the Subject Calendar.
  3. On the Subject Visit Update screen the status starts as Planned. You need to change it.
  4. Set the Visit Date, select Occurred (or Missed or N/A), then click Submit.
Visit windows
If your study calendar was built with visit window tolerances and you check a visit in outside its window, OnCore alerts you. You can still check the visit in; the deviation is tracked automatically.

Fill in visit procedure details

  1. If all procedures were done on the Occurred visit date, leave the dates in the Procedures section blank. OnCore assumes scheduled procedures were done that day.
  2. If a procedure happened on a different day (a scan, for example), enter the other date for that procedure only.
  3. If a procedure was Missed or Not Applicable, mark it that way.
  4. Don't change the SOC indicator. It was set by the study's Coverage Analysis.
As Needed procedures
Some procedures may be marked AN (As Needed) per the protocol. Mark these N/A if the procedure wasn't needed for that subject.

Add procedures to a visit

  1. Use Additional Procedures when something was done that isn't on the calendar for that visit.
  2. The button appears at the bottom of the Subject Visit Update page only after you first submit the visit as Occurred.
  3. The list opens on the Protocol Procedures tab. Choose only from this list.

If a procedure is Additional, Missed, or Not Applicable, OnCore asks for a reason and adds a link so the explanation can be viewed later. Additional procedures also get a Delete link.

Change a Missed visit to Occurred

  1. If a visit was entered as Missed but is later rescheduled, open the Subject Calendar and click the blue link for that visit.
  2. Click Delete at the bottom of the page to delete the visit.
  3. Click the blue link for the visit again and mark it Occurred with the correct date.

Enter additional visits

  1. In the Subject Console, click Additional Visits on the left.
  2. Click New to create a visit.
  3. Enter the Visit Date and Visit Description, then click Submit.
  4. The Additional Procedures button now appears at the bottom of the screen. Enter the visit's procedures as needed.
Additional visits don't show on the subject's calendar, but you can always get back to them through Additional Visits.