Overview
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For each Site, the following information can be added/edited:
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Site-specific Information
A lot of the fields from the “Site” configuration page will affect other areas in ClinSpark.
The Site Name, contact information and PI information can be used in Volunteer Communication Templates and on labels.
ALEX? The “Timezone” field will determine the audit timestamps across the system.
The Mobile App settings may be used to determine where the Inbound requests will be coming from.
The Site “Height” and “Weight Units”, “Region Label” and “Enrollment Confirmation Statement” will determine the Volunteer Profile fields accordingly.
“Volunteer Display” field controls the information displayed about the Volunteer on the Data Collection page. In this example, the setting is set to Volunteer ID only:
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What should you think about, when new Sites are added?
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Which users will need access to which Sites? For this you will need to remember that Users who are not restricted to a specific Site(s) in their User Profile, will have access to all of the Sites, which is most likely undesirable behaviour.
User Site restrictions can be added in their User Profile. They can be limited to Recruitment actions only:
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Various pages across the system will have the “Site” filter, where the users will be able to select from the Sites they have access to. Generally, this will apply to users who have access to more than one Site. The users who have access to one Site only will not see the “Site” filter or will not be able to select anything from the filter.
Preferred Volunteer Sites. When more than one Site exists, the Recruiters with access to multiple Sites, will be able to define the "Preferred Site" in the Volunteer Profile. The Volunteer Site can then be used in Advanced Searches. The Recruiters with access restricted to only one Site, will not see the Site dropdown.
In the Study > Configure > Basics section, one or more of the existing Sites can be associated with a Study. Each Cohort Assignment will also have a “Site” setting to determine which Site the Subject is being enrolled on.
On the Devices > Manage page you will also be able to select the appropriate Site for each Device you will be adding.
Lab Interface
As part of the Site Setup, Superadmins can also configure the Safety Lab Interface(s) for the Site.
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Overview
Site entities represent the physical study site location where subject enrollments and data collection will take place. This same site will also be added to certain user configurations to establish site restrictions, to ensure those users can only access specific site(s) data.
Sites that are setup via Administration > Sites are global entities. They exist with the purpose/expectation of being established and maintained across one or more studies.
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If a site is expected to participate in one or more studies, that site should not be created multiple times in Administration > Sites. Instead, the site would simply be added to study configurations established where that site is participating.
These are the recommendations for setting up sites:
Fill out as much of the site details as possible including address, phone, and investigator details. Once added to a study, the investigator details can be modified per study.
Always select a timezone setting that appropriately matches the physical location (closest city or region). More details on timezones are listed below.
Establish height/weight unit of measure appropriate to the site geographic location and study preferences
Ensure proper volunteer display patterns to meet site regional privacy laws
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If customers have any questions about establishing site entities, they are encouraged to reach out to Foundry Health via service desk ticket.
Site timezones
The proper selection of site timezone is critical for supporting data collection workflows and certain logic built into device configurations, reports, and dashboard components that rely on the site setting.
ClinSpark offers timezone options based on what is built into the Java Virtual Machine (JVM). The JVM however supports a wide selection of ‘deprecated’ timezones for compatibility reasons, but not all are appropriate for use. A majority of the selections of the JVM are built around this pattern:
Abbreviation-based identifiers (GMT, AST, UTC)
Administrative zones and GMT offsets (Etc/UTC, Etc/GMT+6)
Country/StateOrRegion (US/Pacific, Cuba)
Area/Locality (America/New_York, Europe/London)
Area/Region/Locality (America/Argentina/Buenos_Aires, America/Indiana/Knox)
Whenever possible, the most accurate and appropriate selection of timezone follows the pattern of Area/Region/Locality or Area/Locality. This ensures that the most regionally accurate timezone is selected in order to properly observe timezone rules (such as daylight savings) in that physical area.
Selections of Country/StateorRegion, or, abbreviation based identifiers such as GMT offsets is typically less accurate and generally not recommended. Selection of GMT offsets do not properly observe regional requirements for daylight savings time. Additionally, certain Country/StateorRegion selections are less accurate than Area/Locality, because countries and state regions span multiple physical cities and areas that can observe different rules for daylight savings time.
It’s therefore important to search the timezone list for a selection of the proper locality for a given site, or, the locality that matches the closest city.
As an example, let's consider a site located in Puerto Rico. Puerto Rico observes Atlantic Standard Time (AST). AST however spans multiple regions where only some locations observe daylight savings time. However, Puerto Rico does not observe daylight savings. While it would seem appropriate to select the AST timezone based upon what most documented sources would suggest, in practice, it is best to select America/Puerto_Rico as the timezone to ensure the correct observance of daylight savings.
Other notes
On the ClinSpark development roadmap is an initiative to improve the selection of timezones for site configurations to avoid setup challenges. If customers have questions (or comments) about timezone setup they are encouraged to reach out via service desk ticket to discuss.