Scheduling is a critical feature in the deployment of electronic patient-reported outcomes (ePRO) questionnaires. Proper scheduling ensures that questionnaires are delivered at the right time to gather timely and relevant data from participants. EasyMedStat offers several flexible scheduling options to accommodate different research needs and study designs.

Overview of Scheduling Options

EasyMedStat’s ePRO system provides three main scheduling options to manage when questionnaires are sent to participants. Each option serves different study requirements and can be selected based on the specific timing and triggers relevant to the research.

1. Fixed Date Scheduling

• Description: This option allows researchers to set a specific date on which all participants will receive the questionnaire. It is ideal for studies requiring simultaneous data collection across all subjects.
• Use Case: Fixed date scheduling is particularly useful in longitudinal studies where responses are needed at specific time points across all participant groups.

2. Event-Triggered Scheduling

• Description: Questionnaires are sent based on individual participant events or milestones. This scheduling type allows for personalized questionnaire delivery, which is triggered by specific occurrences in a participant’s study timeline.
• Use Case: Common triggers include enrollment anniversaries, completion of certain study phases, or other predefined clinical events specific to the study.

3. Manual Scheduling (No Scheduling)

• Description: With this option, there is no automated scheduling. Instead, questionnaires are sent manually by the researcher or study coordinator. This allows for high flexibility and is useful in adaptive study designs where timing may need to be adjusted on the fly.
• Use Case: Manual scheduling is ideal for pilot studies or smaller studies where individual participant monitoring is feasible and where the timing of questionnaire administration might need to be closely managed.

Current Limitations

It's important for researchers to be aware of the following features that are currently not available in EasyMedStat's ePRO system:

• Follow-up Reminders: As of now, the system does not support automated follow-up reminders for participants who have not completed the questionnaires. Researchers need to manually monitor participation and send reminders if necessary.
• Expiration Dates: There is no option to set expiration dates for questionnaires. Once sent, questionnaires remain accessible until the researcher closes the study or manually disables access.

Choosing the Right Scheduling Option

Selecting the appropriate scheduling option depends on several factors, including the nature of the study, the specific needs of the population being studied, and the overall study design. Researchers should consider the following when choosing a scheduling method:

• Study Design: Determine whether the study requires uniform data collection points across all participants or if data should be collected based on individual timelines.
• Participant Convenience: Consider the best time to engage participants based on their typical day-to-day activities and other commitments.
• Data Collection Goals: Align the scheduling with the goals of data collection, ensuring that the timing of questionnaire delivery helps achieve the desired outcomes.