Trial Online Virtual Visits

Collect Data during site visits, between visits and through remote virtual visits.
Trial Online provides a complete suite of products to run clinical research projects with total flexibility.

What are Trial Online Virtual Visits?

Virtual Visits is a communication module to use for Site-to-Patient communication during clinical trials. Using the Trial Online Virtual Visit Telehealth solution gives patients the security and convenience of participating from their home, while the investigator safely monitors symptoms and tests while collecting data. Virtual Visits allow the investigator to observe the participant, instruct them to complete assessments and record their observations directly into the EDC system.

The Virtual Visit module enables a study visit to be conducted entirely remotely, where site staff and patients communicate through a video or voice call, with the ability to send text messages. During the video call, a sidebar chat allows for files and images to be transferred and saved during calls. Required trial data can be collected as specified and on schedule for each clinical trial. A face-to-face meeting between trial investigator and patient both ensures data quality and motivates trial patients to maximize engagement to completion.

The Virtual Visit system is intended for hosting remote visits during a clinical trial. This can be in a hybrid trial where some of the in-clinic visits are replaced with virtual visits, or in a fully virtual trial. Choosing to conduct all visits remotely through virtual visits allows for a fully decentralised trial where one site can manage an entire country or region.

Site staff can use the Virtual Visit module on a computer together with EDC and eCRF to collect data, or on a tablet for easy and flexible patient meetings. For maximum ease of use and security the patients can install the ePro application to their iOS and/or Android mobile phones. The patient app can also be used for eCOA/ePRO, eDiary logbooks, medication and visit reminders as well as other notifications.

Virtual Visits

Virtual Visits is when a medical study visit takes place remotely with the investigator and patient in different geographical locations, connecting via the Trial Online system and ePRO app.

The Virtual Visit module enables a study visit to be conducted entirely remotely, where site staff and patients communicate through a video or voice call, with the ability to send text messages. During the video call, a sidebar chat allows for files and images to be transferred and saved during calls. Required trial data can be collected as specified and on schedule for each clinical trial. A face-to-face meeting between trial investigator and patient both ensures data quality and motivates trial patients to maximize engagement to completion.

The Virtual Visit system is intended for hosting remote visits during a clinical trial. This can be in a hybrid trial where some of the in-clinic visits are replaced with virtual visits, or in a fully virtual trial. Choosing to conduct all visits remotely through virtual visits allows for a fully decentralised trial where one site can manage an entire country or region.

Site staff can use the Virtual Visit module on a computer together with EDC and eCRF to collect data, or on a tablet for easy and flexible patient meetings. For maximum ease of use and security the patients can install the ePro application to their iOS and/or Android mobile phones. The patient app can also be used for eCOA/ePRO, eDiary logbooks, medication and visit reminders as well as other notifications.

How to conduct Virtual Visits?

Patients download the ePro application to their iOS or Android mobile device. Trial investigators begin a scheduled Virtual Visit by calling a selected patient through the EDC or ePro system. Video and voice conversations are initiated by the site staff at the time of the visit, the patient responds to the call on their mobile phone using the TrialOnline ePro app.

The video call option allows clinicians from anywhere in the world to directly communicate with a trial patient, monitoring the collection of data, for example temperature or breath examination, under direct supervision and direction of the clinician. Enabling video ensures that data is collected correctly and the test is conducted appropriately while results can be shown through the camera in real-time.

Patients can also take images, for example skin issues, and send through the chat alongside the video call. All images uploaded are saved for later reference. The doctor can evaluate the condition and advise next steps including if an in-person consultation needs to be scheduled, as well as add a note to the patient’s eCRF.

Text messaging

Telephone and text messaging is also available. Text messaging allows patient and trial investigators to communicate alongside video and voice calls, and information regarding the trial can be text messaged to all participating study patients. Both patients and site staff can send messages to each other. Study participants cannot message one another, only the site.

The text messages can include pictures or videos taken with the camera or files stored on a computer or phone. This is specifically useful if the investigator needs to send instructions to the patient, or the patient needs to show something, like a symptom, to the investigator. Outside of scheduled virtual visits, site staff can send patients information regarding their medication(s) including instructions, and procedures to measure/use with medical devices. Patients can also conveniently and quickly message any required proof of intake for medication as well as any visible changes or symptoms to the investigator.

The transmitted pictures and videos can be stored in other systems if required.

Messaging allows for picture, video or file sharing between patient and investigator

How to use Virtual Visits?

Scheduled Virtual Visit calls are initiated by site staff and the patient receives a video or voice call directly to their mobile device through the ePro app. All prior chat history with the patient is visible to site staff before and during Virtual Visits for reference. Follow up appointments are scheduled and patients receive notifications as well as reminders of upcoming Virtual Visits in the ePro app.

To ensure no messages sent from patient to site are left unanswered it is possible for sites to configure message/information at site level for non-office hours, including replies to patients about opening hours and re-directing patients to other contact paths in emergency situations.

Trial site staff can access patients participating in the trial through Trial Online’s EDC or ePro system. Virtual visits are scheduled and calls are initiated by site staff by selecting a patient from the ordinary lists. The patient receives a video or voice call from site staff directly to their mobile device through the downloaded ePro app. All prior chat history with the patient is visible which allows for any site staff member to quickly ascertain the patient’s condition and any concerns from prior virtual visits.

Virtual Visits work alongside electronic data collection as well as ePRO/eCOA clinical trials and post market studies. A full audit trail is accessible if necessary.

The benefits stem beyond continuity of medical trials during travel restrictions, as Virtual Visits also allow pharmaceutical companies to decrease costs by minimizing travel budgets and offering virtual visits as a regular procedure for new medical trials.

A of Clinical Research Products

  • ePRO

    Next-generation patient data collection for validated questionnaires on patients' own phone (BYOD), or on Replior provided pre-installed phones.

  • Logbooks & Surveys

    Using the ePRO app for non-validated surveys, daily diaries and medication intake verification.

  • Sensors

    Integration of sensors, wearables, medical devices and health applications using the ePRO app as a platform.

  • External data sources

    Integration of external objective background data feeds like weather, pollen, UV radiation, air quality data.

  • eConsent

    Enables patients and researchers to make the first critical contact remotely in a safe and secure way.

  • EDC

    Proven EDC system based on 20 years and over 1,000 trials track record. Fully role-based to enable review, query, verify, approve and sign-off on forms to produce quality data.

  • Virtual visits

    Enable participant convenience through video calls. Move visits from in-clinic to the home, conduct Virtual Visits to capture data, increase engagement and security.

  • Engagement

    Dashboard to track participant progress, provide ongoing training and give access to study specific information.

How to install Virtual Visits?

Sites have access to the Virtual Visit application via SaaS (Software as a Service) on computers without any installation or download. Patients have to install on-board applications to their mobile phone(s). The application is available on Apple’s App Store and on Google Play. Internet access with good bandwidth is required for all operations of Virtual Visit.

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