Overview of Viedoc

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  • Published by Viedoc System 2026-08-31
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Introduction

Viedoc is a cloud-based, browser-accessible Electronic Data Capture (EDC) platform for capturing, managing, validating, and presenting Case Report Form (CRF) data in clinical studies and patient registries. As a Software-as-a-Service (SaaS) solution, it is accessed directly through a web browser. Viedoc is study-centric: all functionality normally relates to a specific study, which corresponds to a clinical trial or another type of data-collection project.

Main functions

The main functions provided by Viedoc are:

Functional area Main functions Covered by lessons
Data handling
  • Subject screening
  • Online data entry (eSource compliant)
  • Automatic data transfer
  • Data signing
  • Commenting
  • Medical coding
  • File uploads
Randomization and Trial Supply Management (RTSM)
  • Randomization and advanced allocation
  • Viedoc Logistics
Output

Export to the following formats:

  • Microsoft Excel - Office Open Extensible Markup Language (XML)
  • Comma-Separated Values (CSV)
  • PDF - PDF Archive (PDF/A)
  • CDISC Operational Data Model (ODM) - Extensible Markup Language (XML)
  • Automatic creation of empty and annotated CRFs
  • Audit trail
  • Data Quality Metrics
  • Study statistics
Data review / Monitoring
  • Source-Data Verification (SDV)
  • Clinical/Data Review and Lock
  • Pre-query and Query Handling
Other
  • Single point of login
  • 24/7 technical support

Viedoc is compliant with all relevant guidelines, standards, and regulations for clinical trials in Europe, North America, and Japan, including:

  • Food and Drug Administration (FDA) 21 Code of Federal Regulations (CFR) part 11
  • International Council for Harmonisation of Technical Requirements for Pharmaceuticals for Human Use (ICH) - Good Clinical Practice (GCP)
  • Clinical Data Interchange Standards Consortium (CDISC)
  • Computerized Systems Used In Clinical Investigations (CSUCI)
  • Health Insurance Portability and Accountability Act (HIPAA)
  • Developed according to Good Automated Manufacturing Practice (GAMP) 5
  • General Data Protection Regulation (GDPR)

The Viedoc platform

The Viedoc platform consists of the following applications:

  1. Viedoc Clinic - for site staff and project team members that need to have access to CRF data.
  2. Viedoc Admin - for study team members who manage users, sites, and updates in study designs. Viedoc Admin is the interface where you initiate a new study, manage the study while it is running and finally close the study.
  3. Viedoc Designer - for the study developer to design the study. In Viedoc Designer you design forms, set the study workflow, add roles, prepare the randomization, and add edit checks among other tasks.
  4. Viedoc Me - the subject diary, or electronic Patient Reported Outcome (ePRO). All subject questionnaires are completed and submitted by the subject through this application.
  5. Viedoc Connect - enables meetings between Clinic and Viedoc Me users through video calls. The video calls are started from Clinic, and the call is opened in a new tab that is the Viedoc Connect application.
  6. Viedoc Logistics - for supply managers who handle the Investigational Products (IPs) of your study.
  7. Viedoc Reports - for viewing and analyzing study progress and performance.
  8. Viedoc TMF - for capturing, managing, sharing, and storing essential documents for your study in a digital repository.
  9. Viedoc Coder - for medical coding, allowing you to code data, such as Adverse Events, Medical History, and Concomitant Medications, in a standardized way.

Study structure in Viedoc

Organizations

Studies are grouped in Viedoc under organizations; that is, each client has its own organization where all studies belonging to that organization are stored. By default, one organization administrator is appointed to each organization. This person has been trained by a Viedoc Product Specialist and is responsible for providing access to users within the organization and for adding new studies to the platform.

Important! It is the responsibility of the organization administrator to make sure that all users within the organization have received appropriate training for their respective tasks.

Study sites

Each study has at least one study site, which corresponds to a clinic. Users can have access to one or several studies in Viedoc. For an individual study, a user can have access to one, several, or all of a study's sites.

Access to study sites is granted through user roles: a user can hold one or several roles at a site, and different roles at different sites.

Events and forms

During a study, there are typically a number of questions to be answered and completed with data about the subject. A group of questions that belong together are captured in a form. Forms can be event-dependent or event-independent (log forms / common events). Event-dependent forms are linked to a specific event and the data belonging to these forms is registered during or in relation to a study event. Event-independent forms can be used to report data or events that happen before, between, or after events. Medical history events, concomitant medications, or adverse events are examples of forms that can be captured in event-independent forms.

Subjects

All study subjects are identified using a unique subject key. In addition to the subject key, a subject can be identified using background information such as gender, initials, or date of birth. The subject’s background information is usually entered when adding the subject in the system and rarely changes during the course of a study.

Licensing

All production studies must have a valid license. The license controls which features of Viedoc can be activated, such as Viedoc Logistics, or Viedoc Me. Sites cannot be activated in production mode, that is, to “go live,” without a license.The license is connected to a Reference ID which must be entered in the Reference ID field in the Study settings in Viedoc Admin (1 in the image):



After you enter the Reference ID, Viedoc verifies it. If the Reference ID is valid, the text Valid license appears in the following places:

  • Study settings in Viedoc Admin (2 in the image)
  • Studies list in Viedoc Admin
  • Study status in Viedoc Admin (3 in the image)

The Reference ID is provided by a Viedoc representative. It is typically found on the signed study work order. Once a site is set to production mode, the Reference ID is locked and cannot be unlocked.

Note! A license is not required to build a study in Viedoc. A study can be completely configured on the production server without a study license or a Reference ID. The exception is Viedoc TMF, which must have at least one live production site in order to function.

For more information regarding accessing Viedoc, the license and Reference ID, please contact your Viedoc representative.

Related resources

For more information, see the following resources:

Viedoc Learning contains user guides for Viedoc products, roles, and functionality. Browse the Viedoc Learning Directory to explore all available lessons.