Managing Contacts for Sites

A contact is a person working at a clinical site. Contacts include investigators, typically medical professionals who are also researchers, and site coordinators, who might be the practicing nurses administering the treatment plan according to the clinical protocol.

This task is a step in "Process of Managing Sites and Contacts for Clinical Trials".

Associating Sites with Contacts

A record for the contact that you select in the PI Last Name field of the site record is automatically created in the Contacts view of the site. This record is automatically populated with a value of Principle Investigator in the Role field. You can associate the site with additional contacts.

To associate a site with a contact 

1. Navigate to the Site Management screen, then the Protocol Site List view.

2. In the Protocol Site list, drill down on the site number field of the site that you want to associate with a contact.

3. Navigate to the Contacts view.

4. In the Current list, create a new record and complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   Role	Select the role of the contact. The Principle Investigator value for this field is automatically populated for the principle investigator of the site. In the Contacts view, you cannot change this value, or assign this value to another contact. To change the principle investigator for the site, you change the value in the PI Last Name field of the form for the site record.
   Last Name	Select the last name of the contact. When you click the select button in this field, the Pick Contacts dialog box appears. Click the Affiliated Contacts button in this dialog box to view only those contacts who are affiliated with the account for the site. After you populate this field, you cannot change its value.
   Start Date	Select the date that the contact record is effective. You can select a past date, but not a future date.

   
   

Archiving Contact Records for Sites

Instead of deleting inactive contact records, you archive these records so that you can view the history of contact records for the site. You cannot delete contact records for sites. When you archive an inactive contact record, you move the record from the Current view for site contacts to the History view for site contacts.

To archive the contact records for a site 

1. Navigate to the Site Management screen, then the Protocol Site List view.

2. In the Protocol Site list, drill down on the site number field of the site for which you want to archive contact records.

3. Navigate to the Contacts view.

4. Select one or more contact records to archive.

5. Click Archive, and complete the following steps:

   1. In the Archive dialog box that appears, select the date that the contact record is inactive.

      You can select a past date, but not a future date.

   2. Click OK.

      The contact record is moved from the Current view for site contacts to the History view for site contacts, and the date that you select appears in the End Date field of the History view.

Viewing the History of Contacts at Sites

If you change the value in the Role field for a site contact to assign a new role to the contact, then the contact record with the prior Role field value is automatically moved to the History view for the site contact. However, if you change the value in another field for a site contact, then the contact record with the prior field value is not automatically moved to this History view.

When you archive an inactive contact record, the record from the Current view for site contacts is automatically moved to the History view for site contacts.

To view the history of contacts at a site 

1. Navigate to the Site Management screen, then the Protocol Site List view.

2. In the Protocol Site list, drill down on the site number field of the site for which you want to view the history of contacts.

3. Navigate to the Contacts view.

   The Current list of contacts for the site appears.

4. Navigate to the History view to see the history of contacts.

   Some fields are described in the following table.

   Field	Comments
   Start Date	Displays the date that the contact record is effective.
   End Date	Displays the date that the contact record is archived.