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Research Subject Tracking System

The Research Subject Tracking System is designed to solve several challenges in research processes. It provides a centralized platform for managing recruitment, contact encounters, consents, incentives, subject information, appointments, biospecimen sample data, and other subject-related data pertinent to public health sciences research.

Features Overview

Recruitment and Contact Encounters Module

  • Track eligibility and enrollment statuses for potential research subjects.
  • Log contact attempts (email, phone, etc.) and notes for each contact encounter.
  • Manually add new subjects to the system as needed.
  • Organize subjects based on age or number of contact attempts.
  • Record preferred languages, "Do not contact", and "Caution needed for staff" statuses.
  • Track multiple consent options per subject.
  • Document when a subject gave or refused consent, including timestamps and the facilitating staff member.

Incentives Tracking

  • Record study incentives (payments, gift cards) for subjects.

Subject ID Generation

  • Assigns unique subject identification numbers for de-identification purposes.

Study Module

  • Organize subjects into households and families, with defined relationships.
  • Save notes for each subject.

Appointments Module

  • Manage study appointments (in-person and remote) with a calendar system.
  • Track appointment completion statuses, locations, and notes.

Custom Questionnaires

  • Data entry for custom personal data (similar to RedCap surveys).

Biospecimen Data Tracking

  • Manage biological material samples, including type, collection process status, location, and association with diagnostic tests and results.
  • Record the subject from whom the material was collected and the staff member who conducted the collection.
  • Generate and track QR codes for each biospecimen or test.

Metadata and Vitals Tracking

  • Record basic metadata about the subject, such as DOB, height, weight, gender, blood pressure, demographics, preferred name.

Each feature is designed to streamline the research processes, improve data management, and ensure compliance with cybersecurity guidelines and best practices.

Getting started

To get started with the Research Subject Tracking System, please submit a ticket to PHS IT with your study description, scope of the study, and other details.

Costs

The above features are included with initial onboarding to the system, which will take approximately 5-10 hours of IT time, assuming no modifications are needed to the system to accommodate your study. If customizations or programming changes are required, cost estimations will be provided on a case-by-case basis depending on the needs of the study.

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