Video:

Pre-Requisites

The user has create/update access on participants.
The user has access to CPs under which the participants have to be registered.

Steps to import CSV

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

Select 'Participant Registrations' from the 'Select Record Type' drop-down and click on 'Download Template File' to download the template file.

Enter all valid data in the template file as mentioned in the below 'Data Dictionary' table.
Upload the filled template file in the 'Input Records File' field, select 'Import Type' as 'Create' to create or 'Update' to update participants registrations or 'Update Else Create' to either create or update record. For the 'Update Else create' feature please refer to Create & Update in Single Bulk Operation.
Click on the 'Validate and Import' button.
Refer 'Import status' to check the status of import job.

Sample CSV

Download

Data Dictionary

Column Name	PHI Field?	Datatype	Mandatory? (Create)	Mandatory? (Update)	Description	Permissible Values	Validations
CPR#1#CP Short Title	No	String	Yes	Depends	Collection Protocol to which the participant is to be registered		Should be an existing CP within OS.
CPR#1#PPID	No	String	Depends	Yes	Unique ID generated for the participant per protocol. This can be auto-generated by the system or manually assigned by the user.		Should be unique within a CP. It should be left blank if auto-generation is ON.
CPR#1#Registration Date	No	Date	Yes	No			Select the correct date format from UI based on the data in the file
CPR#1#Registration Site	No	String	No	No	The site where the participant enrolled in the study/protocol.
CPR#1#External Subject ID	No	String	No	No	Unique study or system ID assigned to participants by external systems like OpenClinica, REDCap, etc.
CPR#1#Activity Status		String	No		Activity status of the participant to be registered under CP-1. Used to reactivate or delete participants in bulk.	Active Disabled	The value should be 'Active' during creation or kept blank in which case it will take the default value as 'Active.' While deleting participants, change this value to 'Disabled' and import the CSV having columns CP Short Title, PPID, and Activity Status in 'Update' mode.
First Name	Yes	String	No	No
Last Name	Yes	String	No	No
Middle Name	Yes	String	No	No
Date Of Birth	Yes	Date	No	No			Select the correct date format from UI based on the data in the file
Death Date	Yes	Date	No	No			Select the correct date format from UI based on the data in the file
Gender	No	String	No	No		Female Male Unknown Undifferentiated
Race#1	No	String	No	No	Add an extra column for the participant with multiple races. E.g. Race#1, Race#2, etc.	American Indian or Alaska Native Asian Black or African American Native Hawaiian or other Pacific Islander Not Reported Unknown White
Vital Status	No	String	No	No		Alive Dead Unknown Unspecified
Ethnicity	No	String	No	No		Hispanic or Latino Not Hispanic or Latino Not Reported Unknown
SSN/NIN	Yes	Integer	No	No	Social Security Number for US locale National Identification Number for other countries		Should be unique within OS
eMPI	Yes	String	No	No	Enterprise Master Patient Index		Should be unique within OS
Activity Status		String	No	No		Active Disabled	The value should be 'Active' during creation or kept blank in which case it will take the default value as 'Active.'
PMI#1#MRN	Yes	String	No	No	Medical Record Number (unique identification given by the site)		Should be unique within a site
PMI#1#Site Name	No	String	No	No	The site which issued the MRN		Should be an existing site within OS

To add the same participant to multiple CPs, add additional columns with CPR#2 instead of CPR#1.
You can register existing participant to another protocol using this template, refer to the wiki page for more details.
Participant custom fields: If any custom form is attached at the 'Participant' level, the custom fields will appear in the template.
On updating the participants' activity status to 'Disabled,' any dependent data like visits or specimens collected for this participant will be deleted. This is the force delete feature that is available on the UI as well.
You can update participants based on any of the following:
- EMPI (Only Update import type can be used)
- MRN and its Site (Only Update import type can be used)
- CP Short Title and PPID (Update import type and Upsert import types can be used)

Update MRNs for existing participants

If there are existing participants with multiple MRNs, updating or deleting MRNs can be done in bulk. For example, a participant has 4 sets of MRN sites, and MRN values entered into OpenSpecimen. To delete one of the MRN site and corresponding MRN value, follow the below steps:

For the participants to be updated, export its identifier(system generated) and MRN data using the query module.
Download the participant bulk import template, copy values from exported data from step #1 to this template form under 'Identifier', 'MRNs' and 'Sites'. Keep only those MRNs and Sites that you do not want to delete.
Run participant update using bulk import with the file created at step2. This will delete the MRNs which are missing in the CSV imported.

Refer to 'Sample file'.

Note:

In the bulk import CSV, keep the MRNs and Site, which you do not want to delete. OpenSpecimen deletes the ones which are not present in the CSV once you run the participant update bulk import.

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