Allocating and returning a kit

  • Published by Viedoc System 2023-04-25
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Introduction

This use case illustrates what the workflow can look like when allocating a kit to a study subject (from Viedoc Clinic), how to handle the used kit handed back by the subject and finally how to transfer the kit to Central depot for destruction.

User roles

Site Supply Manager
Investigator

In this use case, a user with two roles—Site Supply Manager and Investigator—have access and permission to handle randomization, allocation and supply management at site level.

Scenario

Randomization and allocation is performed in Viedoc Clinic. In this use case, two separate forms are used but it can also be done in one form, depending on the study design. To learn more about randomization and allocation, see the lesson Randomization, allocation and emergency unblinding in Viedoc User Guide for Site Users.

1

The subject is first randomized to be assigned a treatment. The treatment is blinded and not visible to the user.

Then a kit is allocated in the allocation form.
2

The kit allocated is the first available/valid kit containing the treatment the subject was assigned to in the randomization. Here we have kit number 1006 picked from the stock list (which is based on the global allocation list):
3

Let's follow the journey of kit number 1006 in Viedoc Logistics. Before clicking Allocate in Viedoc Clinic, kit number 1006 can be seen as Valid in the stock list:

As we can see, the Kit type column is empty since this is blinded information. The user does not know which kit is containing what treatment.
4

Now, after clicking Allocate in Viedoc Clinic, let's refresh the page - the kit is now seen as Allocated in the stock list:
5

To continue through the whole workflow, let's pretend some time passes and the study subject hands over the used kit to the site who in turn sets the kit as Returned:
6

Now that the kit has correct status - the user transfers it back to Central depot:

Eventually a user with permission to manage kits on study level will set the kit as Recieved and the kit's journey through the workflow is completed.

If we click on kit 1006, we can see the history of all the actions that was ever performed to the kit, with the actions included in this use case highlighted in the orange frame. Among information about when and by whom the actions were performed, we can also see that kit number 1006 is connected to subject ID SE-SE-003 (registered below Allocated).