These instructions follow the workflow from the creating a visit schedule article. If you haven't setup a subject schedule yet, read that one first!
Adding a subject
Let's begin by adding a new subject to our study. When looking at your study dashboard, click the blue "Actions" button in the top right corner, and choose "New subject" from the dropdown list of options.
This will take you to the new subject form, which looks like this:
Here's some detail on each of the fields:
- De-identified Subject ID - Whatever ID you are tracking the subject by, enter it here. Slope is not HIPPA compliant, therefore you should not enter identifiable subject data in this field.
- Enroll this Subject in a visit schedule - Check this box if you want to enroll the new subject in a schedule you've previously created in Slope. If you don't see this field, you haven't created one yet.
- Choose a Subject visit schedule - Only active subject visit schedules for the given study are shown. If you made one in the previous step, but don't see it here, it's probably because you haven't activated it yet. Please refer to the Creating a visit schedule article.
- Visit date fields - A date picker will be shown for the subject's schedule start timepoint, which was setup in the previous step. If you created any unscheduled visit templates that were set to occur before the study start timepoint, a date picker will be shown for each.
- Notes - Add some notes for internal reference.
After you create the subject, you'll be taken to the "Subjects" tab in the study view, which will show the new subject in the table. There's also another new tab labelled "Visits" that shows the upcoming subject visits by month (or by week). Let's say we set the subject's Visit 1 date to 8/15. Here's what you would see in the calendar view:
The current day is shown in yellow, and upcoming subject visits are shown as tiles on the days calculated by the schedule. You can click the "Previous/Next" buttons to zoom through time (the button in between will return you to the current date). Let's click the "Next" button once and now we can see how Slope scheduled Visit 2 (V2) on 9/14:
You can see subject visits for a specific subject by clicking the "Subjects" tab, then clicking on a subject in the table. This will take you to a view that shows all of their visits in a single table. Here's the subject view for the subject we created earlier, showing all three upcoming visits (8/15, 9/14, 10/14).
Reserving items for upcoming visits
Let's return to the visits view by clicking the "Visits" tab. In our example above, we scheduled the Visit 1 for Subject #100 on 8/15. In the calendar view, on 8/15, you'll see a visit card in this spot. The visit short name (V1) is shown next the subject ID (100). The green check means that you have all the inventory you need for that visit. When you hover over the visit card, a popup will show how many items Slope has reserved for the given subject visit.
If you click on the visit card, you'll see that subject's visit view. This view shows you the name of the visit, the associated subject, and a special section for each inventory that is associated with that visit. Here's what it looks like for Visit 1, Subject #100, which was linked to two different inventories (Patient Diary and Visit 1, 2, 3, 4). Slope has reserved one item from each inventory for this visit.
To use an item from this view, click the "Actions" button next to the item you want to use, and select "Use" from the dropdown. This will mark the item as used without the page having to reload. You'll see the table row flash yellow and the "Used" status with a check mark appear once the item is marked as used.
If we were to navigate back to the old familiar "Catalog" tab for our study, you'll see a little calendar icon next to the inventories, letting you know they are associated with subject visits:
Let's take a look at the items on hand for our "Visit 1, 2, 3, 4" inventory, it now looks like this:
See the little lock icons next to the three items in this inventory? This means that Slope has reserved these item for subject visits. You can see which subject each item has been reserved for by looking in the new "subject" column shown in the table. Above, we can see that two items are reserved for subject #100's Visits 2, and 3 (we used a single item for Visit 1 in the example above). When an item is reserved, it means that you can't mark it as used via the inventory view, like you might be used to. You have to mark it as used via the visits view, demonstrated above.
If you want to release an item from being reserved, you can click the "Actions" button next to a reserved item and choose "Unreserve." Like you might have guessed, this will return the item to the ready state. Slope will then try to re-reserve another item that has an expiration date before the subject's targeted visit date.
Closing/disabling subject visits
Returning to our Visit 1 example, we've marked both the inventories required as used. We can now tell Slope that this subject visit is finished by marking it as closed. You can do so by clicking the blue "Actions" button in the top right hand corner of the Visit view and choosing "Close" from the dropdown list of options. This will move the visit to the closed state, and update its icon on the visit calendar:
You may also mark visits as disabled, which will unreserve any items and put the visit in the disabled state. Here's what it will look like on the calendar:
Moving subject visit dates
Following our Subject #100 example, it looks like Slope scheduled the Visit 2 date on a Saturday. While this is indeed 30 days from the Visit 1 date, this visit will need to be rescheduled. To do that, click click the "Actions" button next to Visit 2 and choose "Edit" from the dropdown menu. This will take you to a simple form, where we can reschedule an upcoming visit. In this example, we'll move it to the next Monday, 9/16.
After you update the subject visit date, Slope will unreserve any items associated with that visit, then try to re-reserve new items for the new date. In the case where you don't have enough unexpired inventory on hand, Slope will let you know by showing a big red "NO ITEM RESERVED" badge next to the inventory association.
Slope's new subject visit scheduling feature is a powerful new way to always make sure you have what you need for upcoming visits. Our flexible scheduling system and inventory reservation workflow will help keep your team focused on what matters most: your subjects, not your inventory. We are super excited to share this feature with our private beta users and can't wait to hear what you think about it!