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

Visit statuses

A visit can have one of four statuses:

Planned (Marked as Planned)

  • The default status, or a visit re-marked as planned 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 does not 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 within the Subject Console.
  2. Click the hyperlink of the visit name in the Subject Calendar.
  3. On the Subject Visit Update screen, the default status is Planned. You must change this status.
  4. Set the Visit Date and select Occurred (or, if applicable, Missed or N/A), then 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, do not enter any dates in the Procedures section. OnCore assumes scheduled procedures were completed on that date.
  2. If a procedure occurred on a different day (for example, a scan), enter the alternate date for that procedure only.
  3. If a procedure was Missed or Not Applicable, click to indicate this.
  4. Do not adjust the SOC indicator, which 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 as-needed procedure was not required for that subject.

Add additional procedures to a visit

  1. Add Additional Procedures if something was done that is not listed on the calendar for that visit.
  2. The button to add procedures appears at the bottom of the Subject Visit Update page only after you first submit the visit as Occurred.
  3. Additional Procedures defaults to the Protocol Procedures tab. Select only from this list.

If a procedure is Additional, Missed, or Not Applicable, OnCore prompts for a reason and creates a hyperlink so the explanation can be viewed again. Additional procedures also get a Delete hyperlink.

Change a Missed visit to Occurred

  1. If a visit was entered as Missed but is later rescheduled, open 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. On 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 Submit.
  4. The Additional Procedures button is now available at the bottom of the screen; enter visit procedures as needed.
Logged additional visits do not display on the subject's calendar, but you can reach them again through Additional Visits.

Need help?

Email OnCore Support, or return to the OnCore Support & How-To hub.