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Patient Registration

This guide will cover how to register a patient in MAW3.

Patient Registration and New Clinical Trial

The first step in adding someone into a clinical trial is to select the correct patient or add them if they do not exist in MAW3. The patient "core concept" crosses all MAW3 "report types" so any given patient should only ever be added to MAW3 one time. MAW3 has a "master patient index" that allows all kinds of things to be associated with the same patient including multiple clinical trials, encounters, samples, tissues, etc.

To register the patient and create a new Clinical Trial for the patient.

Figure 8 - Control Center And Report Selection

Figure 8 - Control Center And Report Selection

  1. Select your Clinical Trial from the "Report Type" listbox (Figure 8). listboxReport Type
  2. The click on the Patient Button button to bring up the "Patient Management" window.
  3. To ensure the patient is not already in the system, click on the Match Patients Buttonbutton. Another small window will pop up. Enter all or part of the patient' s name and press OK. If any matches were found, they will appear in the "Matching Patient List" list on the left part of the screen.
  4. If the patient you are looking appears in the "Matching Patient List" go to the next step. If the patient you are looking for is not listed you need to add them. Click the Create Patient Button button and the following window will open.

    5. Figure 10 - Validate Core Data Unique ID#

    Figure 10 - Validate Core Data Unique ID#

    Here you should enter the patient medical record number or some other universal master number that has been established to track the patient and press OK.

    Once you press OK the "Core Data Record" screen will appear (Figure 11).

    Figure 11- Core Data Record

    Figure 11- Core Data Record

    Items in red must be filled out though you should enter all information you have available. Once done, press the "Save" button.

  5. Once the correct patient is listed in the "Matching Patient List" select the patient, which will highlight the patient (Figure 12).

    6. Figure 12 - Matching Patient List

    Figure 12 - Matching Patient List

    A list of all reports (of any type), if any, will appear in the "Report List for Selected Patient" box.

  6. To create a new Clinical Trial Report (this is to be done only once for each patient enrolled in a particular trial), click on the Create Trial Report Button button. The following window will open (Figure 13).

    7. Figure 13 - Report Record

    Figure 13 - Report Record

    Make sure the "Report Type" is Clinical Trial and simply press "Save". It is not necessary to enter an "Accession" - this number will be auto-generated. The "Report List for Selected Patient" box should now list a new report of the type you just created (Figure 14).

    Figure 14 - New report

    Figure 14 - New report

  7. To open the report in the "Main Window" (data entry form), simply press the Open Report Button button.
  8. If the Clinical Trial data entry form does not come up in the "Main Window" follow these steps.
  9. In the "Navigation" pane, click on the "Screening and Enrollment" folder and then click on the "Nurse ID" (Figure 15).

    10. Figure 15 - Using Navigation to open data entry form

    Figure 15 - Using Navigation to open data entry form

  10. Once the data entry form (Figure 16) is displayed in the "Main Window" fill in all the appropriate fields. Check either "Informed Consent Obtained" or "Informed Consent Refused". Electronic signature is not immediately shown, but will be displayed upon refreshing or re-opening window. "Withdrawn" fields are to be used if subject withdraws consent for the study. Press Save Button the button to save the report.

    11. Figure 16 - Clinical Trial Enrollment and Screening Screen

    Figure 16 - Clinical Trial Enrollment and Screening Screen

For a more interactive guide for patient registration, please view the flash demo here.