Monitoring Visits (IMVs)
Follow the same general guidelines as on the SIVs and COVs page.
Additional Notes/Tips
Monitoring hours are 09:00-16:00. Make sure monitors know this and do not stay overtime.
Sometimes monitors ask for multi-day visits. That is allowed as long as it is a reasonable time frame and fits in your schedule.
Monitoring visits should be requested 4-6 weeks in advance. It is possible we can accommodate sooner, but there shouldn't be an obligation.
Due to space limitations, we try to avoid having more than 1 study monitor on-site on each given day in the 4414 office. (Some studies monitor in James's office in the hospital, which is fine)
Check the Outlook Calendar before scheduling IMVs
Review the patients' charts, the EDC, and binders to check that:
Do your best to review queries and clean up studies before the monitor arrives. However, it does not have to be perfect. The whole point of the visit is to go through the data together.
Be assertive with monitors if necessary. Thankfully this is rare, but sometimes monitors pry around the office, talk too loudly on the phone, etc. Call out disrespectful behavior. If it continues, let Rebecca know.
Someone needs to be in the office with the monitor at all times. If you need to go see a patient, make sure there is someone else in the office to "babysit" them. Plan for this in advance. Allie is an expert on this!
Monitors will almost always ask to speak with the PI during their visit. The PI is also almost always unavailable. Ways to work around:
Inform the PI about the IMV in advance and give them a time frame to expect a call from the monitor. Then, call the PI during the visit and hand your phone to the monitor. (Try not to give out the PI's number if possible.)
Get the monitor's number and hunt down the PI in the next couple of days. Corner them. Tell them to "call this number now it will take 2 minutes". This usually works better.
Requesting EMR access
Use "Study Maintenance" on EPIC to find the HV-0000 number for the study. That is the "code" for the study in UNC's system. It helps to keep a list of each study's HV numbers instead of having to check each time.
If the request is made for an “on-site” visit", that means the monitor will get log in credentials that allow them to sign on to a UNC Health computer (i.e. one of the desktops in the front lobby area). They can then log in to that computer and access EMR from there. They won’t be able to access EMR from their personal laptops.
If the request is made of a “remote” visit, that means the monitor will get log in credentials that allow them to sign into CareLink on their personal laptop. They can do this regardless of whether or not they are physically on site. The caveat is, they will not be able to access CareLink using the UNC Health Guest wifi, this is security/firewall feature of the network. They also do not have access to SkyNet, so they would ideally need to prepare a personal hotspot of some kind.
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