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How we work

Working with a client consists of a few simple steps. We have built a scheme of OnlineCRF's work so that the client spends no more than 8 hours of their time on tasks related to the EDC system. All other activities are completely on our side.

Here are the main stages of the project:

step 1 Request and Negotiation of Client Requirements
  • Request processing and preliminary price calculation

    We calculate the price of services individually. The EDC implementation cost is dependent on the volume of information in a CRF, the number of patients, the number of study sites, and the duration of the project. The request is processed within one day.

  • Agree on the final price, sign the agreement

    To finalize the price, we analyze in detail the approved documents, such as Protocol, CRF, the AE/SAE reporting forms, and the Statistical Analysis plan (if available). Then, we create general requirements for the OnlineCRF and prepare a detailed budget for the project. It takes 3-4 days.

step 2 Preparing the configuration of an EDC system
  • Protocol and CRF provision to our team

    Once you provide us with these documents, the first step is an audit by our internal auditor. We analyze the completeness, integrity, and consistency of the information in documents. This helps avoid errors and delays in the EDC system configuration during the project.

  • Data Management Plan development

    DMP provides information on how clinical trial data will be collected and processed in OnlineCRF. When drafting it, we work out in detail all the critical points that are important for the Data Collection, Storage, Data Cleaning, Backup, and Disaster recovery.

  • System requirements development

    To appropriately set-up and configure the EDC system, we create a set of documents that play a role in system requirements. Hundreds of settings should be implemented correctly to configure the system in accordance with the specific project. System requirements allow us not to miss anything and serve as detailed instructions for proper system configuration.

step 3 EDC system configuration and validation
  • OnlineCRF configuration

    System configuration is the process of setting up an OnlineCRF for a project according to System Requirements. At this stage, the matrix of visits is loaded into the system, and the user roles, AE/SAE reporting forms, and many other things are configured.

  • eCRF implementation

    Once OnlineCRF is set up for a particular project, the implementation of the eCRF in the system takes place. Each visit is represented by one or several eCRF pages, which will be completed by the doctor. All required forms and reports are also created by the data management team.

  • OnlineCRF and eCRF validation

    We check all functionality of the EDC system, and the correspondence of the paper CRF to the eCRF. After full validation, we prepare validation reports that confirm that the system has been checked at all levels, and it meets the project's requirements.

  • User Acceptance Test (UAT)

    This step is highly recommended by the GCDMP standard. UAT, in most cases, is performed by an experienced doctor who sees eCRFs from the study perspective. If something is not obvious for the end-user, and it is not very clear what data should be entered into the selected field, this point should be clarified. In the end, if everything is clear for the end user, UAT is successfully passed.

step 4 Training and project support by our team
  • Training for sponsor representatives

    In many cases, OnlineCRF management rights during a data collection period are transferred to the Sponsor. In these cases, we perform live online training for sponsor representatives. The training program takes into account the role in the system of each participant. This will help you clearly understand how OnlineCRF works and what opportunities can be utilized.

  • Access granting to users

    When creating accounts for all users, we provide access to the system and also send relevant instructions to users. Finally, OnlineCRF is ready for data collection, and it will be supported by the OnlineCRF team during the course of the study.

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