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User can create/Update visits in bulk, follow below steps to create/update visits:

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Table of Contents


Video on Visit CSV:

Widget Connector
urlhttps://www.youtube.com/watch?v=NSQ74ZFgTzc

Steps to import CSV

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  • Go to the collection protocols list page, click on the 'Import' button, and select the option '

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  • Biospecimen Data' OR

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  • Go to

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  • the Participant's list page of the CP

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  • under which the visit has to be created/updated, click on the 'More' button, and select

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  • the option 'Biospecimen Data'.

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  • Select 'Visits' from the 'Select Record Type' dropdown and click on 'Download Template File' to download the template file.

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  • Enter all valid data in the template file as mentioned in the 'Data Dictionary' table below

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  • .
  • Upload the filled template file in the 'Input Records File' field, select 'Import Type' as 'Create' to create or 'Update' to update visits or 'Update Else Create' to either create or update record. For the 'Update Else create' feature please refer to Update Else Create Operation.
  • Click on the 'Validate and Import' button.
  • Refer 'Import status' to check the status of the import job.

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Note

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On updating the activity status of the visits to 'Disabled', the dependent data - specimens collected under this will be deleted. This is the force delete feature

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available on the UI as well.


Sample CSV

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Download

Data Dictionary

Column Name

Data type

Mandatory?

(Create)

Mandatory?

(Update)

Description

Permissible ValuesValidations
IdentifierNumberNoDependsNoSystem auto-generated unique number for every visit.
Mandatory while updating Visit Name.
CP Short TitleStringYesNoCollection Protocol of the visit to be added.
Should be an existing and unique within OSCP
PPIDStringYesNoThe participant for Participant for whom this visit is being created.
Existing PPID.
Event LabelStringNoNoEvent Point Label from the protocol for which this event corresponds. E.g., baseline, surgery, etc.
In v3.4, if If left blank, the system will add a visit with the event label as 'Unplanned Visit.'
NameStringDependsYesName of the visit. 

Should be unique within the system.

Mandatory if the auto label generation is set to OFF.

Should be unique within OS
Visit DateDateNoNo

Select the correct date format from UI based on the data in the file. In v3.4, if If left blank, the system will add the current date by default

Visit SiteStringNoNo
Valid site nameIn v3.4, if If left blank, the system will add a recent visit site
Visit StatusStringNoNo
  • Complete
,
  • Pending
,
  • Missed Collection
In v3.4, if left blank, system will add 'Complete' statusDefault Value: Complete
Clinical DiagnosisStringNoNo

Permissible Values File - SNOMED

Permissible Values File - ICD 10

In v3.4, if left blank, system will display 'Default Value: Not Specified'
Clinical StatusStringNoNo
'
  • No Diagnosis / Control
' /
  • New Diagnosis
/
  • Pre-Therapy
/
  • Post-Therapy
/
  • Pre-Operative
/
  • Operative
/
  • Post-Operative
/
  • Remission
/
  • Relapse, Primary Site
/
  • Relapse, Distant Site
/
  • Relapse, Not Specified
/
  • Not Specified
In v3.4, if left blank, system will display 'Default Value: Not Specified'
CohortStringNoNoThe group to which the visit belongs

By default, this field is not visible. In order to display this field, The system administrator needs to add values in the database table 'catissue_permissible_value' to display this field, or the user can add values through 'Dropdown Manager'. The dropdown is only visible in on the visit page only if it has PVs are added.


Path. Number (PHI Field)StringNoNoSurgical Pathology Number
In v3.4, if left blank, system will display 'Default Value: Not Specified'
Pathology Report NameStringNoNoFile name The filename of the surgical pathology report

This is used to upload pathology reports. The document file name is specified in this column, and the actual file is uploaded along with the CSV in a zip file.

For more details, refer to the 'File Upload via BO'.

Missed ReasonStringNoNoReason for the missed visitBeyond processing time/ Insufficient sample collected / available/ Laboratory error/ Patient declined collection/ Poor sample quality/ Sample damaged/ Sample not collected by clinic / Clinic error/ Visit cancelledIn v3.4, if left blank, system will display 'Default Value: Not Specified'
CommentsStringNoNo


Activity StatusStringNoNo
  • Active
Value
  • Disabled

'Disabled' status cannot be used when creating visits.
The value should be 'Active' during creation or kept blank, in which case it will take the default value as 'Active.'

To delete the visit, keep the value as 'Disabled' and run the 'Update' operation. 'Name' or 'Identifier' column is mandatory for this operation.

Missed By#Email AddressStringNoNoEmail address of the user who missed the visit
Should It should be an existing user in OpenSpecimen.