SPARCFulfillment Step-by-Step Guide (v3.0.0)

SPARCFulfillment can be accessed directly from the navigation bar on the top of SPARCRequest, via SPARCDashboard Admin Edit section within a request or directly through the URL: sparc-fulfillment.musc.edu

SPARCFulfillment Navigation

The Navigation Bar across the top of SPARCFulfillment has five buttons:  Home, All Tasks, All Reports, Imports, and Patient Registry.

1.  Home Page
Your default landing view is your “Home” page, which contains many useful features

a) Below the dark blue banner is a list of all requests that you have access to as a clinical provider or super user. All columns in the header (SRID, Status, Short Title, etc.) are sortable. You may search by any attribute of the request in the Search Bar. This includes SPARC Protocol ID, any part of a title, PI, IRB approval dates, RMID, etc. Simply begin typing and your list of requests will auto-update based on your search criteria.

b) Directly above your dark blue banner on the right side you will see a series of icons next to the search bar, see descriptions below:

      i.      Refresh your page for the most recent updates (note: the application will auto-update as protocol-level (PI, Title, etc.) changes are made).

      ii.      Switch your request view to vertical open format.

     iii.    Click and select which columns you would like to show. The most recent selection on your current computer will preserve as the default view.

     iv.    Click to export the records listed in your current view to an Excel file. All data on the screen (SRID, PI, Title, etc.) will be exported.

     v.        Click to switch to a financial view of your requests.

    iv        Click to switch back to the study management (default) view of your requests.

2.  All Tasks Page

In the light blue homepage banner, you will see an icon for “All Tasks.”

 A system-generated email is sent to your institution email box when a task has been assigned to you.

Tasks represent those “chores” that have been assigned to you.

For example, Paul may create a task for Amy asking to review his publication edits. Paul can create the task, assign it to Amy, and assign a due date.

Your default task view is a list of those open tasks that have been assigned to you or by you. To view all tasks for your organizations, switch to “All Tasks.” To view completed tasks, switch to “Completed.”

To create a new task, click “Create New Task.” Here you will be able to define the task, assign it to someone and attach a due date. New tasks can also be created from a follow-up service fulfillment event, inside a chosen visit/arm of a participant on a specific protocol.

3.  All Reports Page

There is a reporting icon (left side) in the blue Homepage banner. Click on the icon to access the various canned reports available in SPARCFulfillment. Please refer to the report data dictionaries for more details about each report.

Choose the desired Fulfillment report from the “All Reports” section (see Invoice Report example below), then set the filters and click “Request Report” to generate a report. Once in “Request Report,” the new report will appear in the list of existing reports in a “Pending” status until “Completed” – at which time you can download the requested export by clicking on the “attached file.” Previously generated reports can be organized and Sorted or Searched by fields such as Title, Date, etc.

4.  Imports Page

This page is where data from other systems can be imported into SPARCFulfillment via APIs. For example, xml reports with fulfillment data from Klok application with mapped data can be imported into SPARCFulfillment for record keeping and reporting purposes.

 A “Proof Report” generates a test report without importing data; “Klok Report” imports data into SPARCFulfillment and generates a report.

5.  Patient Registry Page

The single patient registry is a registry of all research participants that can be searched to associate a participant to a study.  The patient registry can only be accessed by those who are granted Patient Registrar rights in SPARCCatalog.  New patients can also be created in the patient registry if they have not been a participant in a study at MUSC before.  This allows participants to be associated to multiple studies, if necessary, rather than having separate participant records for each study they are a participant. 

*Note: once a patient has fulfillment data they cannot be deleted.

When a Patient Registrar creates a new participant, they will enter the required information to add that patient to the Patient Registry. 

Request Fulfillment Homepage

Header

Identify the request you want to fulfill by clicking on any part of the request row. You will then see the service request that you selected, SRID 5730-001 for example, identified on the top of the page and correlating options below that. At this point you can begin tracking your work activity.

Clinical Services Tab

Within the Clinical Services tab, you have the ability to manage arms, visits, and services. When adding arms, enter the arm name, subject count, visit count, and select any services you need from the list of services that appear on other arms. If you need to make changes to the visit calendar, you may do so by selecting an option under “Manage Visits.” 

Before sending your request via “Admin Edit” within SPARCDashboard to SPARCFulfillment, be certain that you have reviewed your request in its entirety. This can only be done one time. *After the initial push from “Admin Edit,” changes made in one module will not be reflected in the other, all changes must be manually made in both modules.*

If you need to add visits to a specific arm, click on the add button, select which arm you wish to add this visit, then proceed to enter the visit name, visit day and where you wish to place this visit via the drop down, and also enter your before and after window. If you need to add additional service requests, you may do so in the “Manage Services” section. Be sure that the correct arm is chosen, then select which services you wish to add from the manage service dropdown, and click the add button. You have the ability to export the study schedule (from the primary Study Schedule default tab) as it currently exists. 

Quantity/Billing Tab

In the Quantity/Billing tab, you have the ability to change the quantity and type of billing for each individual service.*Please note that you are not able to change existing visit days or windows on this tab.

 If you wish to change the quantity, simply change the number listed in the box to the desired number. If you wish to change the billing, simply enter the appropriate number into either the “R” box for research, or the “T” box for patients insurance.

Participant Tracker Tab

In the participant tracker tab, you have the ability to search for participants within the Patient Registry by clicking the "Search for Participants” button.  Participants can no longer be added on the Participant Tracker tab, they must be added to the Patient Registry by user with Patient Registrar rights. 

You are not limited to the “N” defined by the users. Fulfillment users have the ability to refresh the page within the participant tracker, toggle the view, add/remove columns, and export a patient list at any time. Fulfillment users also have the ability to export patient lists as well.

Tracking patient activity can be completed within the participant tracker tab. Once a new study participant is entered into the participant list they will automatically appear under the participant tracker tab.

• To begin tracking patient activity, first assign the patient to an arm by clicking the  button.

• Next, click on the patient’s calendar . Your patient header contains vital patient information.

• You are able to edit the patient information (i.e.: status) from within the header by clicking the edit button  .

• Next, select the correct visit from the drop down for which you are performing activity.

• Before you are able to mark a service as complete, incomplete, or follow up you must click the start visit button  to begin.

• Once the visit has started, mark each service as complete, incomplete, or follow up.

• You have the ability to complete or incomplete multiple procedures within each particular grouping of services (lab, nursing, etc.) by selecting the service(s) from the dropdown then clicking the Complete/Incomplete buttons .

• If you “complete all”, then the completed procedures will show a date of today. If you are marking a service as incomplete, please indicate the reason and leave any pertinent notes. If you need to complete a service at another time, click the follow up button , assign this task to a person, and select a follow up date.

• Please note that if you have multiple of the same service at one visit it will be listed multiple times. This is determined by the quantity indicated on the visit calendar. You must mark each service as complete, incomplete, or follow up, in order to complete a visit.

• You are also able to add services to an individual subject by selecting the service, and then indicating the quantity and clicking add service 

• The "Reset Visit" function looks back to the master calendar and to pull in new selected services from the calendar that didn't already exist on this visit. The function will also hide services that have been deleted on the master calendar on that visit. 

• In order to complete a visit you must either complete, incomplete, or add a follow up date for each procedure. Once you have done so on all procedures click the complete visit button to complete the visit .

• Notes are created each time a service is either completed, incomplete, or marked as “follow up.”

• To add additional visit level notes click on the notes icon at the top of the visit . At the top of each visit, you have the ability to indicate whether the visit is a space only or lab only visit through the drop down box. You also have the ability to choose missed visit indications from the drop down and select why a specific visit did not occur.

Non-clinical Service Tab

All entities that offer one-time fee services will have a Non-clinical Services tab. Non-clinical services are designated in SPARCCatalog and provide the option to track work at a protocol level versus at a per-patient per-visit level. You will see all of the requested services that have been sent over to SPARCFulfillment here. Under the Non-clinical Services tab, you will see the service name and the quantity requested. To add work performed on a specific service click the “List” button to the left of the requested service to drop down the fulfillment section.

Once the List is expanded, you will be able to add work performed by clicking the “Add Fulfillment” button.

A pop up box will appear asking for the date work was performed, quantity performed, performed by (as the user, this section will default to you; you have the ability to change to the person who has performed the work if needed), and all fulfillment components completed during this instance. Both Fulfillment users and components can be set up in SPARCCatalog. Click “Save” fulfillment when you are ready to continue.

Users are able to flag a fulfillment as "Invoiced" to ensure data integrity after work has been complete, as well as historical invoicing/billing.

Users are able to delete an individual fulfillment in the "Fulfillments List" popup window "Actions" dropdown menu, as long as they have not been selected as "Yes" for "Invoiced."

Once a Fulfillment has been entered, the quantity completed will update. When looking at the requested service which was just fulfilled, you will see the quantity remaining was automatically calculated from the quantity performed. In the “Actions” drop down menu Fulfillment users have the ability to add notes, documents, and edit.