With Patient Self-Service it is possible to see which patients are participating at what moment and what the status of the subchapter is.
Looking at the overview and manually inviting patients can be done by clicking on the CRF in the menu bar and then going to Self Service, there two options appear, click on Invitations.
You see the following information for each invitation:
- The (recurring) subchapter
- Patient number
- Scheduled: Here the date is shown on which the invitation mail is scheduled. In case the field is empty, it means that the subchapter is planned manually.
- Invited: Here the date and time of when the invitation mail is sent are shown.
- Started: Here the date and time of when the patient opened the questionnaire via the invitation mail is shown.
- Finished: Here the date and time of when the patient finished the questionnaire is shown. At the end of each questionnaire the button ‘Send’ is shown, as soon as the patient clicks on it the date and time will be captured in the column.
- Enrolled: Here the enrolment date of the page Patient Details is shown.
- Status: In the column the status if the invitation is shown. More information about the meaning of a status can be read further on.
- Mail faults: In case an invitation mail cannot be delivered, the reason will be shown in the column.
- History: By clicking on the clock icon you get to see a pop-up in which you get an audit trail of all changes with relations to the (recurring) subchapters of the patient.
This includes the date and time of sending an invitation, all status changes, log in attempts of the patients and etc.
- Action: In this column a few action buttons are shown. More information about the meaning of a status can be read further on.
The overview shown invitations for a recurring subchapter in a detailed overview. Click on the > sign to open the detail overview. In the detail overview you see the planned invitations for the upcoming two days. It can be that because of certain settings or adaptations to the planning date the invitations will no longer be sent, this information is shown in the dark blue bar below the detail overview:
For the concerning recurring subchapter the following information will be shown in the detail overview:
- Status: In the column the status of the invitation is shown. More information about the meaning of a status can be read further on.
- Planned: Here the date on which the invitation mail is planned is shown. In case the field is empty, it means that the subchapter is planned manually.
- Invited: Here the date and time on which the invitation mail is sent is shown.
- Started: here the date and time on which the patient opened the questionnaire via the invitation link is shown.
- Finished: Here the date and time of when the patient finished the questionnaire is shown. At the end of each questionnaire the button ‘Send’ is shown, as soon as the patient clicks on it the date and time will be captured in the column.
- Reference: Here the title/description that refers to the recurring subchapter is shown. A subchapter normally occurs once per patient and gets title as set up n the template.
- Action: In this column a few action buttons are shown. More information about the meaning of a status can be read further on.
In the column “Status” the following options are available:
- Condition false: The subchapter can not be sent via Patient Self Service yet, because the conditions that were set up in the schedule are not satisfied.
- Blocked: A researcher has manually blocked this subchapter for the concerning patient.
- Blocked by subchapter status: the concerning subchapter has a status other than Empty, Missing, or Incomplete. It is no longer possible to change information in this subchapter via Patient Self Service.
- Scheduled: It is known when the subchapters need to be sent to the patient, but the moment of sending is in the future.
- Started: The patient has received the invitation and has started filling in the questionnaire, but has not finished it.
- Manually planned: This subchapter has been set up in the schedule as sending type manual and a researcher has filled in a sending date.
- To be scheduled: The sending date of this subchapter is not yet known. This happens when for example when no sending date has been chosen for sending type manual or with the type CRF if the concerning component in the CRF does not have a date yet.
- Invited: An invitation has been sent to the entered email address of the patient, but they have not logged in on PSS for the concerning subchapter.
- Expired: The patient has received an invitation, but has not opened it on time, which caused the set up expiration time to pass.
- Removed: This status is given if the ResearchManager can no longer send invitations to the concerning patient. This is the case when for example, the enrolment date or the email address is emptied, or if the patient is removed.
- Completed: The patient has answered all the questions in the subchapter, and concluded by clicking on the “Send” button.
In the column Action you have a few options:
- Block: By using this option, you immediately block the concerning invitation for this patient.
- Invite: Send the invitation mail directly to this patient. Attention! You can only send an invitation mail in the status Empty, Missing, and Incomplete.
- Schedule invitation: Here you can plan the invitation mail. The invitation will then be sent on the (newly) set up date. When you change this field it can only mean that the sending schedule gets a new schedule date. Attention! You can only send an invitation mail in the status Empty, Missing, and Incomplete.
- Planning new invitation (only with recurring subchapter): With this you can send a new invitation mail. Attention! You can only send an invitation mail in the status Empty, Missing, and Incomplete, and when the maximum amount of invitation mails for this recurring subchapter has not yet been reached.