B: Site Engagement Workflow: Outreach, Response Tracking, and Next Steps

To initiate a site outreach, a site (organization) must be present in Study management. If it is not present, the site, also referred to as an organization in the system, needs to be created. See these instructions on how assigin a site to a study and how to create a site (organization).

After successfully completing the previous tasks, the next step involves conducting site outreach to determine the site's interest and responsiveness. This process is crucial for establishing effective communication and collaboration with the site. Below are the detailed steps for each scenario in the site outreach process.

Scenario: Handling Site Outreach Task

Role: Main CC
Objective: Manage the outcomes of site outreach attempts and update the site status accordingly within the study environment + scheduling follow up task Site Training dependent on case.

Case 1: Site Not Reached

1. Open the "Site Outreach" task from the "Tasks Overview".
   • You can easily find the task by using the "Site" column filter and entering the site name.
2. Submit the form and answer the question "Reached" with "No".

Outcome:

• A new "Site Outreach" task is generated with "Attempt X" in the title.
• The site status is updated to "Contacted"
  
  

You can verify this under the "Sites" tab on the left side.

Case 2: Site Reached, but Not Interested

1. Open the completed "Site Outreach" task from the "Tasks Overview".
   • You can easily find the task by using the "Site" column filter and entering the site name.
2. Submit the form and answer the questions:
   • "Reached" with "Yes"  
   • "Interested" with "No"

Outcome:

• The site status is updated to "Declined".
• No new tasks are generated.

You can verify this under the "Sites" tab on the left side.

Case 3: Site Reached and Interested

1. Open the completed "Site Outreach" task from the "Tasks Overview".
   • You can easily find the task by using the "Site" column filter and entering the site name.
2. Submit the form and answer the questions:
   • "Reached" with "Yes"  
   • "Interested" with "Yes"

Outcome:

• A new task "Site Training" is generated.
• The site status is updated to "Training".

You can verify this under the "Sites" tab on the left side.