How to Setup and Start Virtual Visits or Video Meetings with Study Participants
TrialKit "Engage" is a built in tele-health video conferencing tool for site Personnel and study Participants to communicate and engage virtually as an alternative to physical site visits.
Access to the tool within TrialKit depends on it being enabled in the study and the site user role(s) having been given access by the study Administrator.
Scheduled Virtual Visits
Normally, virtual visits are scheduled ahead of time on the calendar. Read more here about scheduling.
If a virtual visit is scheduled, the video session can be accessed directly from the calendar. This is the recommended way to set up virtual visits as a way of keeping track of visits that were conducted over time.
The calendar is accessible from the subject manager screen on both the web and the mobile app.
From the calendar, tap on any event to see the details and start/join the session. The option to start the meeting is only available if the calendar event is a virtual meeting.
Ad-hoc Virtual Visits
Video sessions can be set up on demand if needed, without needing to add an event to the calendar. To do this, Site users who have been given access can open the Video Rooms list from either the web or mobile app.
Once open, a table will display current video sessions that are open, along with a few details. If a visit is scheduled with a study Participant, the Subject Profile ID can be used to see if the subject is present and waiting already. In this case, it won’t be necessary to create a new room.
During the Session
Virtual visits open in a new window on the web and will immediately open with video and audio enabled. Both video and audio can be muted during the session. The only users able to join a session are the site users with access to video rooms and the assigned study Participant.
If a session is lost or dropped from connection issues, it will remain active and can be rejoined as described in the previous sections. If both parties leave the session, the room will auto-close after 10 minutes of no attendees.
Study participants are only able to join a session if one is scheduled or if there is an ad-hoc session open already by a Clinician user.
Video Meeting History
To Administratively export a full list of video sessions, access the button at the top of the Video Rooms screen:
The Excel file produced will output one row for each meeting participant per session, sorted by site, room name, and subject ID (in that order). In other words, for a typical meeting session involving two participants, there will be two rows of information - one for each meeting participant.
The data contained include:
- Site name
- Site ID
- Subject profile ID
- Subject system ID
- Room name - comprised of the studyID_siteID_subjectID_unique meeting roomID
- Room status
- Date/time the Room ended
- Meeting duration in seconds
- Participant - Email address for Clinicians, subject ID, or name for Subjects
- Date/time joined (in UTC)
- Date/time exited (in UTC)
- Duration in minutes: seconds