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Streamline Participant Visit Scheduling with the SCHARP Visit Scheduler Tool (VST)

The SCHARP Visit Scheduler Tool (VST) is a web-based solution designed for sites to efficiently schedule and monitor participant study visits. Accessible to all SCHARP network members, it facilitates the creation and modification of visit schedules for new and enrolled participants. Experience real-time tracking of individual visit statuses and an overview of completed visits. While optional, the VST is recommended as a primary or backup tool for visit management. Ensure compliance with study protocols and report any errors for prompt correction.

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Streamline Participant Visit Scheduling with the SCHARP Visit Scheduler Tool (VST)

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  1. SCHARPVisit Scheduler Tool(VST)

  2. What is the VST? • Web-based tool to allow sites to schedule and track the study visits of their participants • Available to members of all the networks collaborating with SCHARP

  3. Purpose of VST • Create a visit schedule for a new participant • Allows changes to scheduled visits of enrolled participants • Provides an overview and summary of all completed visits for all enrolled participants at the site • Helps track visit status of individual participants

  4. Using the VST • VST is optional but highly recommended • Can be used as primary visit tracking tool, or as backup to sites’ own participant tracking database • SCHARP makes every effort to ensure accuracy of VST • Sites are ultimately responsible for ensuring that their participants study schedule complies with the protocol and visit windows listed in the SSP • Please report any errors you find so that they may be corrected promptly.

  5. Features of VST • Web-based – accessible wherever internet is available • Secured - access authorization required • Access is limited by site and protocol • Follows study’s target visits, and target and allowable visit windows • A completed visit will show on the VST once a specific Case Report Form (CRF) from that visit has gone through 2 QC reviews at DataFax • Important to fax completed and accurate CRFs promptly • Only authorized site staff have ability to set, modify and save projected visit dates for enrolled participants

  6. Accessing the Tool

  7. Accessing the Tool – HVTN Studies

  8. Accessing the Tool

  9. Accessing the Tool

  10. Current Enrollment Data Protocol and Site name 1 3 2 SCHARP Pre-printed Labels

  11. Type enrollment date click

  12. Tool will detect entry errors

  13. SCHARP Pre-printed Labels click

  14. WEEK DAY VISIT DATE DAY # STATUS ACTUALDATES MODIFIEDDATES TARGET DATES CAN BE MODIFIED AND SAVED TARGET DATES Modified 05 JUN 2008 THU

  15. Visit schedule of enrolled participant

  16. SCHARP Pre-printed Labels

  17. Summaries by Visits

  18. Sort by PTID, enrollment date or study visit Summaries by PTIDs click

  19. QUESTIONS • CONTACTS • How to use the tool: Protocol PM at SCHARP • Tool access problems: atlas@scharp.org • Errors in the tool: “report any errors” link and PM

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