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Monitoring queries

The "Monitoring" module allows monitors to create "data queries" for fields in a study. These data queries or queries are issues the monitor has with the value of a field. Queries need to be closed for a record to be marked as complete.

This module is only available for studies that are using the additional Monitoring package. When the Monitor setting is set to "Yes", administrators can see all open and closed queries on the monitoring tab. Users with only data-entry rights can see all queries for a record within the record (data-entry), on the monitoring tab.

To turn monitoring on, navigate to settings. In the study sub-tab, use the drop-down to set Monitoring to  "Yes". Make sure you save changes using the "Save Changes" button:


A data query can have 5 statuses:

  • New/open: A newly added query by a monitor that has not been (un)confirmed/resolved by a user.
  • Unconfirmed: The user does not agree with the monitor.
  • Confirmed: The user agrees with the monitor and will try to resolve the issue.
  • Resolved: The user has changed the value and indicates the issue is resolved, it is now up to the monitor to close the query, or re-open if he or she doesn't agree with the user.
  • [Only with query rights (monitor)] Closed: The monitor indicates the issue is resolved and marks the query as closed.

We will begin by explaining how a query can be added and responded to.

Add data queries to a field

Data queries can only be created by users with query rights (monitors). To create a query for a field, first open a record and click on the cogwheel next to a field on the form. Choose queries from the presented options:

The query window

When creating a new query, the query window will have the following items:

  1. The current query status.
  2. Remarks (empty for a new query).
  3. The new remark field, this is where you enter a remark that you have for this field.
  4. The "Update" button, this saves the query and closes the query window.
  5.  Start by adding some text to the remark window, and clicking "Update".

You will now see the field status has been updated to "required/unfinished" and query icon (question mark) has appeared:

 

There are three types of query icons: New (this means: open/unconfirmed/confirmed). Resolved and Closed: 

This query icon also appears on the record list in the Query column, so any researcher (non monitor) can see there is an issue with the record:


The icon that is displayed on the record list will always be the status that has the most importance. In order of importance, the queries are as follows:

  • Open/Unconfirmed/Confirmed.
  • Resolved.
  • Closed.

Therefore, even if there is only one data query in the record with the status "New", the record list will always show the icon that indicates there is a new query.

Viewing and answering queries for a single record

Now that a query has appeared on the record list, a researcher (usually the person who added the record/patient) should resolve it.  To answer/resolve a query, open the record and click on the "Monitoring" tab.  The monitoring tab (inside a record) shows all queries that are present for the current record:


Queries can be filtered by status. Remarks in queries are viewed by clicking on the status icon. Clicking on the arrow icon will take you to the step in the form that the field is on for quick viewing.

Updating the query status

When an existing query is opened, the a normal user can either set the status to:

  • Unconfirmed: The user does not agree with the monitor.
  • Confirmed: The user agrees with the monitor and will try to resolve the issue.
  • Resolved: The user has changed the value and indicates the issue is resolved.
  • [Only with query rights (monitor)] Closed: The monitor indicates the issue is resolved and marks the query as closed.

The status can only be changed when it is accompanied by a remark.

To update the status of a query, please choose the appropriate status from the drop-down, enter your remark, and press the "update" button. 

The monitoring panel in management

Users with "manage record" right can also see a "Monitoring" tab inside the CRF management:


There are two differences with the query view in a single record.The record IDs are displayed to indicate what record a query is about and there is no eye icon to jump to the field within a record. It is still possible however, to open the query window and answer/resolve/close it by clicking on the status icon.

Workshop video: Queries


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  1. Tonya

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