Referral - introduction to study Review consent and study Answer questions Review medical history Phone encounter? IRB approval Request required permission to schedule test (could change at screening) Enroll patient Optional phone encounter: sign Schedule Pre-screen for eligibility Consent and enroll patient Part of screening process Apply Treatment Plan Apply Treatment Plan Verify link to Timeline Conduct patient Scheduler Beacon Outpatient - Pre-Screen
Consent and enroll patient Apply Treatment Plan Verify link to Timeline Conduct patient Treatment Plan/screen (if not phone encounter) Coordinate screening test Place Imaging may be placed using oncology SmartSet Imaging Imaging must be signed and released before scheduling Schedule Radiology: check in Conduct imaging from Labs Check in and release Draw labs from Patient eligible? Queue up to sign off on eligibility and sign Discontinue plan Radiology Front Desk Phlebotomist Change patient's status in MC to "Screen Fail" Beacon Outpatient - Screening
at patient check-in Front desk will release only in lab order category. Labs collected in the clinic (e.g., PK) are placed in "other" category and released by CRC Draw lab Conduct patient Complete CTCAE flowsheet Review labs Review medications (ConMed review) independent of report from research nurse Defer day of Patient ok to treat? Review hold/dose adjustment parameters "OK to Treat" Subsequent needed? Complete scheduler/prior authorization form with needed Charge nurse: review labs " OK to Treat" If patient will not receive, schedule and check out patient If patient will receive, schedule and send to IV Check all, review labs, and release drug If both needed, follow both flows Oral or IV? Oral Check all, review labs, and pull drug(s) from inventory drug order Validate and fill IV drugs Validate, review labs, and dispense study drug to nurse Verify correct drug, dose, patient Deliver drug to patient and diary card Complete day in Treatment Plan Infusion nurse: review labs and Complete required research Administer drug Complete date in Treatment Plan Close Encounter Queue up for next visit for next visit Pharmacy Front Desk Treatment Room ICS Phlebotomist Beacon Outpatient - On Treatment
Complete Central Grant scheduling request form Queue up lab Designate location of lab draw Send grant scheduling form via In Basket to Central Grant schedulers and Oncology research lab pool Designate to record research activities Prep tubes/ kit complete CCRL requisition Specify for documentation Deliver kits to research lab Check in kit, review lab, verify appointment Draw in OTC Receive tubes from CCRL Review for research Pull in and document in Draw labs, per protocol vitals and EKG per Verify location of draw and deliver tubes Draw in CCRL Receive tubes from CCRL Review for research Pull in and document in Draw labs, per protocol vitals and EKG per Pick up and process labs and ship to appropriate vendor Draw in CCLB Receive tubes from CCRL Review for research Review/release for research Draw labs, per protocol Beacon Outpatient - Lab Staff Cancer Center Lab Treatment Room Lab Cancer Center Lab Front Desk
Queue up ECG or scan/echo? ECG Study machine or heart station? Study Machine Follow research lab workflow Scan/ECHO Heart Station Orders in Treatment Plan or open? Tx Plan from within a clinic encounter Page ECG location when patient is ready for ECG ECG Open Orders Enter scheduling request into prior authorization form or send in basket message Schedule scans scans Assess for clinical significance Radiology Scheduler EKG Technician Beacon Outpatient - Imaging
Make decision to discontinue Is patient currently in clinic? Send In Basket message to create appointment Queue up end of end of Need venipuncture? Contact lab to add to tubes currently in lab Orders are released from lab encounter Follow appropriate workflows for tests needed (labs, imaging, ECG) Orders needed for end of? Fill out scheduler/prior authorization form for any follow up Send patient to checkout lab at patient check in Draw labs Complete day in MC Fill out scheduler/prior authorization form for any follow up Queue up Send patient to checkout Complete day in MC lab at patient check in Follow appropriate workflows for tests needed (labs, imaging, Safety ECG) follow up visit needed Draw labs Conduct patient Complete CTCAE flowsheet Review labs Review medications (ConMed review) independent of report from research nurse Discontinue Treatment Plan Change patient status to "Complete" Change patient status to "Follow Up" if patient is in survival follow up only Lab Front Desk Phlebotomist Beacon Outpatient - End of Treatment/Follow-Up