Managing Viedoc Me

  • Published by Viedoc System 2023-10-09
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This lesson applies to site staff coordinating the Viedoc Me application.

Introduction

If applicable for the study, a Viedoc Me account can be activated, allowing the subject to submit data to the study through any device using a web browser (phone, tablet, computer).

Note! Only user roles with editing permissions for the study start event form can activate a Viedoc Me account. If you do not have editing permissions, the phone icon (as seen in the image below) will not be visible on the Details page.

Activating the Viedoc Me account

To activate the Viedoc Me account:

1

Select the phone icon located in the top right corner of the Details page:

The Activate Viedoc Me account page opens.
2

Choose the language that should be displayed to the subject by selecting the language from the dropdown list:
3

If the study has enabled the functionality for reminders, enter the email and/or cell phone number to the subject, including the country code, that is, in format +[CountryCodePhoneNumber]. Make sure to select the boxes Send reminders to this e-mail address/phone number:

The reminder settings can be changed at any time after the Viedoc Me account activation.

Test messages can be sent out to the entered email address and/or phone number, see Verifying subject email address and phone number.
4

Select Activate account. The user name and PIN code for the subject are automatically created by the system:
5

Select Print login info to print out a PDF with a link to the Viedoc Me application, user name, and PIN code. Make sure the subject receives this information.

Quick access to Viedoc Me

If the subject is using Viedoc Me on a mobile phone, future logins can be done easier by saving the URL. It will appear as an app on the home screen of the device:

To save Viedoc Me as an app:

1 Open a web browser on the phone and navigate to the URL that is stated in the document provided to the subject.
2

Select the option Save to home screen or anything similar to that, depending on the device.

The Viedoc Me application is now available as an app on the phone.

Similarly, the Viedoc Me URL can be saved as a bookmark/favorite on a computer.

Verifying the subject's contact information

If the study has reminders enabled, it is possible to send out a test email/text message to the subject's email address and/or phone number. Note that the test emails sent from Viedoc cannot be replied to.

To verify the contact information:

Select Send test email and/or Send test text message in the Viedoc Me account details page:

Note! The links are available only after the email address and/or the phone number was entered and saved. All changes done in the Viedoc Me account page must be saved in order for the test links to be available.

The result of sending out the test email/text message is displayed by a message:

If the test message was successfully sent:

You can send the test email/text message again by selecting Send again (for example, if the subject cannot confirm they have received the message).

If the test message failed to send:

In this case you might want to enter the email address/phone number again, save the changes, and try again.

Checking the status and subject activity

You can check the Status tab of the Viedoc Me account details page for status of incoming questionnaires and activity,

Here you can see how many times the subject has logged in, when last logged in, compliance, and when incoming questionnaires are expected:

Download log

All activities related to the Viedoc Me account can also be downloaded as an Excel file by selecting Download log.

The Excel file contains the following sheets: the Account Activities sheet and the Communication log sheet.

In the Account activities sheet, the following activities are saved, with the latest activity saved in the top row of the Excel file:

  • Date*
  • Time*
  • Activity
  • User name (site user at Clinic or subject)
  • Submitted data/event name
  • Submitted data/form name
  • Submitted data/target date*
  • Submitted data/actual date*
  • Submitted data/status
  • Login result
  • PIN (Hashed)
  • Change email (Hashed)
  • Change phone (Hashed)
  • Change reminder settings (email on/off, text message on/off)

*Date and time of the site

To the right of the Account activities sheet is the Communications log sheet which contains information about all the emails and SMS messages sent to that subject.

Note! Email and SMS communication logs before the Viedoc 4.70 release are available, however these do not have the same level of detail.

The Communications log contains the following information:

  • Message ID - GUID
  • User name - (as in Viedoc Me account)
  • Type of communication - SMS/Email
  • Datetime (UTC) - datetime for when the communication happened
  • Site type - Training/Production
  • Message Type - (Subject Reminder/Contact Confirmation)
  • Status - Success/Failed
    Note! Success means that the message was successfully sent from Viedoc, and Failed means that the message failed to send from Viedoc. Further, if the status was Success but the recipient did not receive a message, then the problem lies outside of Viedoc. Please contact your PS representative if this should occur, or if your status returns Failed.
  • Provider - Proxy (Primary/Secondary) - the provider that was used to send the message. (This information is used if needed for troubleshooting purposes).

Viedoc Me account overview

If applicable for your study, you can see an overview of the Viedoc Me accounts on the Selection page:

For more information, see Views on the Selection page in the lesson Selection page.

Locking and unlocking the Viedoc Me account

The Viedoc Me account can be locked/unlocked by selecting the Lock/Unlock account link in the Viedoc Me account details page:

Note! The account is automatically locked if the subject enters incorrect login details more than 3 times. If this occurs, an alert email is sent out with information about the locked account. The users that receive this email are site and monitoring staff, if their user role is configured with:

  • access to the same site as the subject
  • either data entry permissions and/or Clinical Review/SDV permissions, where data entry permissions is defined as any data entry permissions. and not only permissions for the study start event.

When the account is locked (either manually or automatically), this is marked by a red Account locked icon in the top-right corner of the Viedoc Me account details page. To unlock it, select the Unlock account link in the bottom-right corner:

Resetting the PIN code

The PIN code can be reset at any time by selecting Reset PIN in the Viedoc Me account details page:

Important! The account must be unlocked before the new PIN can be used for login.