EzRF User Manual Eurofins Online Requisition Form Tool

Transcription

1 Eurofins Online Requisition Form Tool Step by step user instructions guide for using the easy and userfriendly online requisition form tool offered by Eurofins. Page 1 of 19 1-P-PM-TEM Version 1.0

2 - Eurofins Online Requisition Form Change History Date Version Description/Change Author Status 12-May Initial document Hemant Jethwani Draft 18-Apr Removed protocol specific Frederick Anderson Draft details; created general document 26-Apr Updated pictures, added text Frederick Anderson Draft regarding abbreviations, comment box, label sheets and processing unscheduled visits among others. 6-May Clarification of Browser Kevin Smith Draft issues with IE9 & 10. Also Addition of drop down menu options for Demographic updates. 8-May Finalized Kevin Smith Final Page 2 of 19 1-P-PM-TEM Version 1.0

3 1 Contents 1 Contents Introduction EzRF Portal Access Technical Specifications and System Requirement EzRF Portal Link and Initial Notification EzRF Log In and System Options Completing Online Requisiton Forms Repeat and Unscheduled Visits Entry Errors and Data Cleaning Shipping Batched Samples Search Option Contact us Page 3 of 19 1-P-PM-TEM Version 1.0

4 2 Introduction Eurofins Medinet provides full clinical laboratory services, data processing and clinical logistics during clinical experimentation and development of new and existing drugs. We are pleased to have the opportunity to work with you closely in order to ensure the successful undertaking of this project. In an effort to make it easier for the user to fill out request forms and shipment lists, we have launched our new online request form tool, called EzRF. Requisition forms (RF) and shipment lists (SL) need to be sent to Eurofins with samples. Any sample that is accompanied with incorrectly filled out RF/SL is not able to be processed/reported unless the discrepancy is resolved. The EzRF portal was developed to simplify the completion of these forms and thereby reducing the number of discrepancies in filling out the RF and SLs. Using this tool, users will be able to fill out requisition forms and shipment lists online and print them out locally. Afterwards, forms can be sent to Eurofins with the corresponding samples. This document will give the users step by step instructions for using this online tool. This document is also available online, within the EzRF portal. 3 EzRF Portal Access Principal investigator and study coordinators listed on the Centre Information Sheet(s) will be granted access automatically or as approved by the Clinical Trial Leader. Additional site personnel can request access by asking their site monitor and/or Clinical Trial Leader, who will then inform your assigned Eurofins Project Manager to grant access. Please note that it takes at least two working days for the access to be provided to the users. 4 Technical Specifications and System Requirement Currently, the following minimum system requirements are needed in order to obtain the full benefits of the EzRF portal. Internet Explorer IE8 version: Operating System Windows XP prof SP3 There is a known issue with Internet Explorer 9 and 10 on some operating systems. If you encounter difficulties when using IE9 or IE10, please follow the instructions below for selecting an alternate browser. Page 4 of 19 1-P-PM-TEM Version 1.0

5 For alternate browsers, there is no Operating System (OS) requirement. However, additional add-ons or plug-ins may be necessary. If using Mozilla Firefox, log onto to download the IE-Tab plug-in and configure the EzRF portal link to always open via IE-Tab. If using Google Chrome, log onto to download the IE-Tab plug-in and configure the EzRF portal link to always open via IE-Tab. 5 EzRF Portal Link and Initial Notification When a user is granted access, Eurofins IT department sends out automatic notifications with the EzRF portal web-link mentioned in the notification. After you have received the notification, please click on the link to access the online tool. Web link: This automatic notification will also include the user s login name and temporary password. User will be able to log into the EzRF portal using this information. In case user faces any problems, they are free to contact Eurofins at or EZRFsupport@eurofins.com for assistance. Page 5 of 19 1-P-PM-TEM Version 1.0

6 6 EzRF Log In and System Options 6.1 Eurofins IT department sends out automatic notifications to the user(s) with EzRF portal web-link mentioned in the notification. After you have received the notification, please click on the link to access. This will prompt you to set up/change your user name and password information. Your initial password will be provided. After your first login, you will need to change your password (See Figure 1). Your account and password is strictly personal, you are not allowed to share it with others. Enter old password here (test) Enter new password here. It should be a minimum of 6 characters. It could be either alphabets, numbers, special characters or combination of all. Passwords will need to be changed every 90 days. Re-enter your new password and confirm update. Figure 1: Password Update 6.2 After you have changed your password, you will be taken to the user agreement page (See Figure 2). Read through the agreement and click on Agree if you do. If you do not agree with the terms and conditions you cannot be granted access to the online requisition form. Page 6 of 19 1-P-PM-TEM Version 1.0

7 Figure 2: User Agreement Page 6.3 After clicking on Agree, you will be taken to the online tool s homepage (See Figure 3). Figure 3: Homepage 6.4 On the upper right side, your name will appear on the screen. Below that, are two options - one for changing your password and the other to logout of this online tool. Page 7 of 19 1-P-PM-TEM Version 1.0

8 6.5 You will also find 3 options on the upper left side of the home page - Home, Accession and Contact us. Figure 4: Homepage 1. Home: As the name suggests, clicking on this will take you to the main screen. 2. Accession: This is the tab you will be using to fill out request forms (RF) and/or shipment lists (SL). Under this tab, you ll find the following three options listed. A detailed process flow can be found in Section 7. (1) Submit: This is used to complete the RF and SL (2) Ship: This is used to pull up the RF/SLs that were completed earlier when storage samples were collected. This feature is used for samples which are not shipped on the day of collection. When you are ready to send the storage samples, use this option to obtain the RF/SL completed previously at the time of sample collection. These RF s/sls can then be printed and sent with the storage samples to Eurofins. (3) Search: This is a search function which can be used to search for any completed RF/SL. 3. Contact Us: You will find Eurofins contact information mentioned on the Contact Us screen. You can contact us for any technical or other online RF/SL completion issues that you may experience. A copy of this user guide can also be accessed from this page. Page 8 of 19 1-P-PM-TEM Version 1.0

9 Points to Note: At the time of login, user access will be blocked if the password is incorrectly entered for consecutive three times. In this case, user will need to contact EzRF Eurofins at to get their account reactivated. This can take up to 1 business day. If you forget your password, use the forgot password link available on the login page. It would take about 1 business day for your password to reset. On the EzRF website, all fields marked with red astrix are mandatory fields and must be completed before moving to the next step. The EzRF portal will automatically log the user out after 15 minutes of inactivity. 7 Completing Online Requisiton Forms The first option available under the Accession tab from the main menu is Submit. It is used to complete the RF/SL after the site has completed collecting the samples and is ready to ship them to Eurofins. In addition, sites will also use this option to complete the RF/SL for the samples that will not be shipped on the day of collection (storage samples). If the storage samples are to be sent to Eurofins in batches and the sites need to store the samples after collection, then they can complete the RF/SL for these samples right after collection. These forms can later be accessed and printed using the Ship option described later. Figure 5: Sample submit screen. Study can be selected from the dropdown encircled. Page 9 of 19 1-P-PM-TEM Version 1.0

10 Instructions for completing the various fields under the samples submit option: 1. Select Study: If the user has access to more than one study, then the user will need to choose the study from this drop-down menu. If they have access to only one study, then that study would appear in this window by default. 2. Select Site: If the user has access to more than one site, then the user will need to choose the desired site from this drop-down menu. If they have access to only one site, then that site would appear in this window by default. 3. Requisition Details: Please note that fields may differ depending on protocol requirements. a) Requisition # (Mandatory): Enter the label sheet number here. You will find this number on the upper right hand side of the label sheet. It starts with two letters followed by five numbers. For example: AB (Please see below example) Figure 6: Request Form b) Airway Bill Number (AWB): This is an optional field. Please enter the airway bill number, if available. c) Subject ID (Mandatory): Please enter the subject number here. In the first box, site number would appear by default. In the second box, please enter the rest of the digits. d) Gender (Mandatory): Please mention patient s gender here. From the dropdown menu, select the appropriate option; see screenshot 7. Page 10 of 19 1-P-PM-TEM Version 1.0

11 e) Date of Birth (Mandatory): Click on the calendar next to the box to select the correct date of birth of the subject. f) Collection Date and Time (Mandatory): Click on the calendar next to the box to select the correct collection date of sample collection. Figure 7: Collection date and Time field on the sample submit screen Collection time can be selected by choosing the correct time from the HH and mm drop down selection menu. Please note that the user needs to select time in 24- hour format; please see Figure 8. Figure 8: Collection Time field on sample submit screen g) Visit Schedule (Mandatory): This is a drop down menu. Please select the most appropriate visit schedule for the samples collected. After you select the visit schedule, the default RF/SL will appear on the right side of the screen. Please refer to Figure 9. Page 11 of 19 1-P-PM-TEM Version 1.0

12 Figure 9: Default RF appears on the right side of the screen after completion of all the fields on the left. Desired RF can also be selected from the Select RF Type drop down menu. Once you have selected the visit or selected the RF/SL type, you will see a list of all the expected samples to be sent for that time point or visit code. Sample expected: type of sample expected to be sent for the visit selected Label: Corresponding label wording will appear under this column Container: Type of container/tube to be used will be mentioned next to the corresponding sample type. Collected: User will need to indicate whether or not this sample was collected. If the sample was collected, user will need to check yes. If the sample was not collected then No will need to be checked. Count: The expected number of tubes will be shown as default. If a lesser number was collected, then the user will need to choose the correct number of tubes from the dropdown. Sample Hint: This column will provide general comments or instructions of how to send/store the samples. Please follow these instructions carefully. Optional Tests: If optional tests are required to be performed, then the user can select optional tests by checking the tests from under the optional tests area; See Figure 10. Page 12 of 19 1-P-PM-TEM Version 1.0

13 Figure 10: Optional Tests field on the sample submit screen. Optional tests can be selected by the user, if required. This can be selected by checking the test needed to be performed. User needs to complete the collected Y/N column and adjust the count column if required as described above. After the user has completed the RF/SL, the user will need to click on Next Form and go to the next requisition form, if applicable. On the next form, the user needs to complete all required information (i.e. requisition number) before moving forward. The user will be prompted to continue this exercise until all forms for the visit are completed. When all forms are completed, the user can print the forms to be sent along with the samples. The last page is a sample collection summary for site records. Figure 11: Screenshot showing the Print forms button and the Re-Submit button under sample submit. These buttons appear after all the requisitions for any particular visits have been filled out. To print the forms, user will need to click on the print form button. Page 13 of 19 1-P-PM-TEM Version 1.0

14 Figure 12: Screenshot showing the PDF copies of the requisition form generated after clicking on the print forms button. 8 Repeat and Unscheduled Visits To prepare forms for a repeat or unscheduled visit in the EzRF portal, the user must begin by following the steps outlined in Section 7. Upon selecting the visit code that is being repeated or unscheduled, the system will display the following comments: All RF s have been submitted for the selected visit. Below the visit code field, the user should select the Re-Submit option. Figure 13: Processing repeat and unscheduled visits. Page 14 of 19 1-P-PM-TEM Version 1.0

15 Again, the default RF/SL will appear on the right side of the screen. Please refer to Figure 9. The User needs to complete the collected Y/N column and adjust the count column if necessary. After the user has completed the RF/SL, the user will need to click on Next Form and go to the next requisition form, if applicable Upon completing each form, the user will be prompted to provide a reason for the repeat visit. Currently, there is only one option RepV, which stands for Repeat Visit. Select this option and click Save to continue. Figure 14: Accession Remarks, Repeat Visit When all forms and comments are completed, the user can print the forms to be sent along with the samples. The last page is a sample collection summary for site records. 9 Entry Errors and Data Cleaning Each time subject demographics are entered, the EzRF portal will automatically perform a systems check to find the same subject information, based on previous entries. If subject ID and a majority of the other fields matches and there is any discrepancy with at least one other demographic, (i.e. change in date of birth, gender), the user will be prompted to confirm if the newly entered information is correct and should be updated in the central database. Figure 15: Accession Remarks, Subject Demographic The following selections are available, you must select the one appropriate to demographic data being updated. UpDOB: UpGen: UpIns: UpPID: Update DOB Update Gender Update Initials Update Screening ID/Random# Page 15 of 19 1-P-PM-TEM Version 1.0

16 UpEON: Update Ethnic Origin The user can also select Cancel to return to the previous page in order to provide the correct entries before completing the RF/SL. Please note: After forms have been completed, no further changes can be made in the EzRF portal. To request demographic change/updates, the user must complete a Data Cleaning Request form or contact Eurofins for assistance. Also, the system will treat any difference in subject ID s as a new subject. Page 16 of 19 1-P-PM-TEM Version 1.0

17 10 Shipping Batched Samples This is the second option under Accession. This option can be used to look up previously completed forms for storage samples and print them when the site is ready to ship storage samples to Eurofins. To look up forms previously completed, user will need to enter the site number (use site name field) and click on search. Please note that site name is a drop down menu field. If the user has access to only one site, then by default their site name would appear in this field. In case the user has access to more than one site, then they will need to select the correct site number from the drop down menu. Figure 16: Screenshot showing the sample ship page Choosing the site number and clicking on search would pull up a list of all the storage samples for your site. You can then check off the samples you would like to send to Eurofins and then click on Ship. Please enter the AWB #, if available. User will be able to print the selected RF/SL to send along with the samples. Figure 17: Screenshot showing all storage sample RFs completed earlier. To batch-ship the samples, user can check off the samples to be shipped. After selecting the samples, user will need to click on the ship button to pull the PDF copies of the RF s/sl s. Page 17 of 19 1-P-PM-TEM Version 1.0

18 11 Search Option This is the third option that is available under the Accession tab. This option can also be used to pull up or search for any previously completed RF/SL. User can type in the keywords under any of the fields on the left of the screen and hit search. The more specific the user is in entering the keywords, the more specific result will be retrieved. Figure 18: Screenshot showing search option screen 11.1 Steps to search for RF/SL: a) Select Search from the accession menu b) Select the study from the drop down menu. If the user has access to only one study then that study would appear by default. c) Enter the values as desired to search for the RF completed earlier. By default, Requisition Number, Airways Bill No. and Subject Id are checked. d) After entering the information, click on search e) Page will be refreshed with results f) < Button, moves one page backward, > Button moves one page forward g) << Button, moves to the first page h) >> Button, moves to the last page i) Page Numbers 1, 2, 3.Button moves the data table view to the selected page Page 18 of 19 1-P-PM-TEM Version 1.0

19 j) Please note that the data table columns are sortable and can be used to sort by ascending and descending order. k) Export to Excel button, if activated, is also displayed below the table on the right side, allows the user to export all the data to an excel spreadsheet. l) Select one of the rows in the search results table by clicking on a row. The page will be refreshed with an RNR button. m) Clicking on the RNR button will display PDF version of the RF/SL. 12 Contact Us We hope that this user instructions guide was helpful for basic understanding of EzRF portal. If you have any further questions, please do not hesitate to contact Eurofins. You can either reach us by or phone as listed below. EZRFsupport@eurofins.com Phone: Fax: Hours of Operation: Monday Friday, 07:00 to 19:00 Page 19 of 19 1-P-PM-TEM Version 1.0