‍STAGE 1: CIRCLE BUILDING

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Step 1: Selecting the right Root Protocol + Language
1. Identify the pathology (this will determine the ROOT Protocol selection) and the Language Delivery

Choosing the “right” Root Protocol is very important since we’ll not be able to change it for the Circle. We can only rebuild the Circle.

Only those users who use the same root protocol can share the cases and the collected data.

On the main Protocol page you can see the list of all root protocols. Click on the desired protocol to see its custom modification/s - a version/s of the Protocol created from the root protocol for a particular customer/Circle.

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Step 2: Creating a Circle

Fill in the Circle information:
→ Circle Name
→ Circle FOUNDER* (Name & Email): by default Content Team Account, then it can be changed for the real Circle Founder

    *Founder - a person who requested a Circle on their behalf
→ Circle ADMINISTRATOR (Name & Email): by default Content Team Account, then it can be changed for the real Circle Administrator
→ Circle FUNDER (Name)
→ Indication: you can choose from the existing library. If there’s no required option, you can add a new one in the Indication tab
→ Treatment: you can choose from the existing library. If the there’s no required option, you can add a new one in the Treatment tab

Read more about Circle Creation.

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Step 3: Circle Customization

→ Background & Round Photos (logo) for Circle branding

→ Circle Description

→ Contact Information and physical address of the organization/clinic

→ Server Locations (Patient PI Data Storage): Canada / US / Either

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Step 4: Additional Circle Settings

→ Subscription Expiration Period (by default 12/31/2050)
→ Cases Funding (Funded by Circle/ Self-Funded)
→ Data Access for Circle Admin & Circle Member (by default “to all data”, but the Client identifies it; [Bioxcellerator] has access to all data & PI data)
→ Patient Consent (English/French/German/Spanish/Russian) existing or Create a new One

If NEW VERSION is needed to be uploaded, add it to each language tab, as it is not pulled up automatically

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STAGE 2: PROTOCOL BUILDING

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Creating a Survey/ PROM
→ PROM (Patient Reported Outcomes Measure): exist or should be created from scratch (Source? / Language?)
i. Exists – add to Survey
ii. Should be created:
→ (1) create Bundle/ (s), (2) create Scoring Group/(s), (3) add to Survey
→ list of questions (type, response options, optional or required) 

To add a new unit of measurement / regular expressions settings you need Dev Team assistance

!!! Repeat Create Survey actions according to the Number of Surveys

Creating a PROM:

→ create Bundle/ (s) with list of questions (type, response options, optional or required) 

Note: to add a new unit of measurement / regular expressions settings you need Dev Team assistance

→ create Scoring Group/(s)

i. Add bundle questions and build the formula
ii. Configure the settings for the SG (min/max values, alert boundaries, patient visibility

iii. Test the Scoring Group/(s) display on Clinician portal and Benchmarc

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STAGE 3: LOCALIZATION

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English is always built first. All the other language modifications are based on the English version.

If there’s a necessity to add a new language for localization, contact our Dev Team.

1. If the second language is prioritized, we should customize:

• Circle Name/ description
• OP name
• Survey(s) name(s)

2. If the request is in French/Spanish/etc. all the necessary translations should be added to:

• Bundle(s)
• Scoring group(s) description(s)
• Survey(s)
• Indication/Treatment Section

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STAGE 4: BACK TO PROTOCOL CREATION

→ Create version of the ROOT Protocol 

→ Protocol Name (Will be displayed both for Patient and Clinician in the language applied. Not localized for now. In case no custom Protocol Name is requested, Name of the Root OP will be displayed)
→ Alias (Ask about the Short name of the Protocol that patients will see in their accounts. Prioritized over Protocol Name)
→ Patient Communication Tab

• Invite Patient New Patient (customize or default)
• Sms Patient Survey Reminder (customize or default)‍
  
  

→ Settings Tab:
SMS Settings: Send Registration SMS (On/Off) / Send Patient Reminder (On/Off)  Default Due Dates: Treatment Due Dates (N Days/Weeks/Months) / Commencement Due Dates (N Days/Weeks/Months)
Add New Permission: Service Provider (add if required; set the required level of access)

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OP Structure: Pre-Treatment / Treatment / Post-Treatment

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→ add Survey (choose the Name of the existing or Create a new one)
→ do Survey Settings:
i. Delegate: Patient / Clinician / Service Provider
ii. Due (N Days/Weeks/Months)
iii. Reminder after missing due date (N Days/Weeks/Months)
iv. Expires after (N Days/Weeks/Months)

→ Survey level actions: 

i. Archive unnecessary questions 

ii. set Conditional Visibility according to the request

→ Patient Communication (insert Patient Survey Reminder)

!!! Repeat the actions above for each Survey

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STAGE 5: TEAM (=SUBSCRIBER) SETTINGS

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Customizing Subscriber’s Profile

→ Background & Round Photos

→ Team information

‍!!! Check Yourself using Clinician Portal!!! after “green light” from the Account Manager→ add the Circle Members (Name & Email)→ change the Circle FOUNDER / ADMINISTRATOR (Name & Email)→ do Account Customizations (if required)