BU CTSI CLINICAL RESEARCH CENTER
APPOINTMENT INSTRUCTIONS
Overview
The purpose of the CTSI Appointment System is to allow Project Coordinators to request appointments for participants in studies that use the CTSI Clinical Research Center. Each coordinator who enters the system must be approved by the Principal Investigator and must be specifically granted permission for each study where participants are being scheduled. Coordinators can request an appointment one week after the current date. Dates within the next week must be directly done with CTSI scheduler or Nurse Manager by phone.   The web site for appointment requests is located at https://dccweb.bumc.bu.edu/gcrcschedule. You will be prompted for your BU kerberos username and password. The first screen is for an existing participant and there is a separate page for new participants.

Request for Existing Participants
 The fields are as follows:
  • "Please select an existing participants" Clicking this dropdown you will see a list of of participants who have been seen in any of the studies for which you have been approved. If you select one, the participants first name, last name, and birth date will appear below. If you don't see the participant's name, click on "Enter New Participant" above the calendar.
  • Visit Date:  This is the date you are requesting for an appointment.  You can select a date by clicking on the calendar to the right.  Dates within two weeks of the current date, weekends, holidays, and days that are completely booked are in red and can't be selected
  • Time In: The start time of the visit.
  • Time Out:  The end time of the visit.
  • Visit Length:  Visit length is automatically computed from "Time In" and "Time Out."
  • Protocol:  You will see a list of protocols for which you have been authorized.
  • Physician: The Principal Investigator's name will automatically filled in based on the protocol selected.
  • Study ID:  The study ID is the unique identifier the uses for the participant.
  • Visit #: The Visit Number provides detail on the type of visit.
  • Meal Needed: Indicate if a meal is need and the number of meals.
  • Nutritionist: Is a nutritionist required?
  • Nursing: Nursing required?
  • DXA: DXA required?
  • Phlebotomy:  Phlebotomy required?
  • Previous Appointment: Please let us know if this patient has a previous appointment that is being re-scheduled.  If known, please enter the date of that appointment in the "Additional Info." box below.
  • Additional Info.: Please enter any comments or instructions in the "Additional Info." box.

    When complete, please click "Submit."  After you click "Submit", a list of all the participants you have entered will be shown below.  You can click in the heading of the list to sort on a particular field.  Clicking a second time will reverse the order of the sort.  To display a printer friendly view of the list click on "Print Schedule."  The printer friendly list can also be sorted by clicking on a field name in the heading.

    New Participants
    You can toggle between the page for existing and new participants using the button above the calendar.  This page works the same as the page for existing participants except that the name, gender, and birth date must be entered. 

    Appointment Log
    On the list of participants, you will see a confirmation column.  An appointment is confirmed if the necessary resources are available in the clinic for the time and data requested.  If an appointment cannot be confirmed, a message may appear in the column which requests that the appointment should be rescheduled.  Pending request are identified as "Pending" and are waiting for confirmation.