RESPONSIBLE

ACTIVITIES

Content Manager

I. Create a ticket via Hubspot providing Content Team with  

• paper source and /or other sources to be used as a base of data migration (e.g., credentials to the platform that are the cases migrated from, etc.) 
• the approach of migrating cases – with entering patient e-mails OR adding those after cases migration / no need to add them at all 
• Client Consent to join their account as Team member 
• Client User account to join 

II. ! Notify Client that no activities related to the migrated cases can be done by them until the process is finalized 

Content Team: PREPARATION 

I. Generate reports (paper source) from previous Platform (if applicable / it is not done) 

II. Make thorough analysis of data to be migrated: 

• CASEs Commencement & Treatment dates 
• Matching data to be migrated in order to: 
• make questions/bundles optional (if no data in paper source) 
• add new questions/bundles to the Client Circle (if it is existing in paper source and does not in the inCytes Observational Protocol)  
• Survey Completion dates, etc. 

! Prepare ALL unclear items as a list and/or as comments in paper source(s) for the final approval with Account Manager – additional call may be arranged at necessity 

III. Make and provide the Account Manager with estimation of the amount of work and delivery time 

IV. Request credentials of Team Member and joins the Client provided account 

Content Team: HISTORICAL CASES UPLOAD 

I. A) For approach with initial adding e-mails: 
Set commencement & treatment date one year in advance to ensure patient receives no reminders (e.g., the same date, subsequent year) – this will ensure the reminders won’t be sent to the Patient   

B) No need to do it if the cases are created without e-mails, for the aim of Report Builder analysis, OR it is requested to add those after the cases are migrated.  

II. ! Ensure NOT to create duplicative patient (as for one patient may exist one and more cases) 

III. After each case creation add Patient ID and case ID to the ‘’’Paper Source’’ for accurate matching/ reporting  

Content Team: INTERNAL REVIEW 

Random review of the transferred data (graphs, answers, survey completion dates, etc.) 

Thorough review of: 

• Commencement & Treatment Dates, and relatively to the latter – OPEN Follow-ups !! (InCytes MUST MATCH with those in Paper Sources) 
• Observational Protocol (Circle, version) 
• Patient Name, e-mail 

Content Team: REPORTING TO ACCOUNT MANAGER 

Generate inCytes report(s) – would be better to assign temporarily InCytes Account as Circle Admin and generate RAW Report – and share it with Account Manager /Client for a final review.  

Content Team: FINAL ACTIVITIES/ADJUSTMENTS 

After ALL is approved: 
A) For approach with initial adding e-mails: Adjust commencement and treatment dates to real ones so that the reminders of the latest surveys are sent to patients 

B) For approach with adding e-mails after the cases are migrated – add those using paper source 

II. Return “required” status of questions/bundles that were made optional (if applicable) 

RESPONSIBLE

ACTIVITIES

Content Manager

I. Create a ticket via Hubspot providing Content Team with  

• Client Consent to join their account as Team member 
• Client User account to join 
• Generated Report (Paper Source - Excel Spreadsheet) 

II. ! Notify Client that no activities related to the migrated cases can be done by them until the process is finalized 

Content Team: PREPARATION 

I. Generate reports (paper source) from previous Platform (if it is not done) 

II. Make thorough analysis of data to be migrated: 

• Matching Surveys 
• Matching scheduling & all other settings (reminders, expirations, e-mails, etc.) 
• Matching data to be migrated in order to: 
  • make questions/bundles optional (if no data/such questions-bundles in paper source (V.1) and/or for newly created questions-bundles for the V.2) 

! Prepare ALL unclear items as a list and/or as comments in paper source(s) for the final approval with Account Manager – additional call may be arranged at necessity 

III. Make and provide the Account Manager with estimation of the amount of work and delivery time 

IV. Request credentials of Team Member and joins the Client provided account 

Content Team: HISTORICAL CASES UPLOAD 

I. Set commencement & treatment date one year in advance to ensure patient receives no reminders (e.g., the same date, subsequent year) – this will ensure the reminders won’t be sent to the Patient   

II. After each case creation add new case ID to the ‘’’Paper Source’’ for accurate matching/ reporting  

Content Team: INTERNAL REVIEW 

Random review of the transferred data (graphs, answers, survey completion dates, etc.) 

Thorough review of: 

• Commencement & Treatment Dates, and relatively to the latter – OPEN Follow-ups !! (InCytes MUST MATCH with those in Paper Sources) 
• Observational Protocol (Circle, the version cases transferred to) 
• Patient Name, e-mail 

Content Team: REPORTING TO ACCOUNT MANAGER 

Generate inCytes report(s) – would be better to assign temporarily InCytes Account as Circle Admin and generate RAW Report – and share it with Account Manager/Client for a final review.  

Content Team: FINAL ACTIVITIES/ADJUSTMENTS 

After ALL is approved: 
Adjust commencement and treatment dates to real ones so that the reminders of the latest surveys are sent to patients   

II. Return “required” status of questions/bundles that were made optional (if applicable) 

RESPONSIBLE

ACTIVITIES

Content Manager

I. Create a ticket via Hubspot providing Content Team with  

• Client Consent to join their account as Service Provider 
• Generated Report (Paper Source - Excel Spreadsheet) 
• Details of the exact data to be transferred to which surveys of cases 

II. ! Notify Client that no activities related to the migrated data within cases can be done by them until the process is finalized 

Content Team: PREPARATION 

I. Generate reports (paper source) from previous Platform (if it is not done) 

II. Make thorough analysis of data to be migrated: 

• Matching Surveys 
• Matching data to be migrated in order to:
  • make questions/bundles optional (to have and ability to skip unanswered questions/bundles) 
• Make sure that transferable questions/bundles SET NOT IN USE (in OLD Surveys) 

Prepare ALL unclear items as a list and/or as comments in paper source(s) for the final approval with Account Manager – additional call may be arranged at necessity 

III. Make and provide the Account Manager with estimation of the amount of work and delivery time 

IV. Add inCytes Service Provider to the Client OP(s) with the Read & Write Access 

Content Team: INTERNAL REVIEW 

Random review of the transferred data (graphs (if applicable), answers, etc.) 

Content Team: REPORTING TO ACCOUNT MANAGER 

Generate inCytes report(s) – would be better to assign temporarily InCytes Account as Circle Admin and generate RAW Report – and share it with Account Manager/Client for a final review.  

Content Team: FINAL ACTIVITIES/ADJUSTMENTS 

I. Return “required” status of questions/bundles that were made optional (if applicable) 
II. Make transferable questions/bundles ARCHIVED (in OLD Surveys)