Site directory and organisation

The sites of your organisation entered once for every study, duplicates, loading from Excel, people.

The site directory keeps the sites your organisation works with. Each hospital department is entered once, as a card, and every study of the organisation uses that card: rename it once and the name changes in every study. Only your organisation sees its directory; another company on the portal keeps its own.

Organisation

An organisation is the company or team that runs studies: a CRO, a sponsor, a university department. It is made when a person creates their first study, named as in their profile, and that person is its admin. The organisation's admin renames it and adds colleagues by the e-mail of their account (Organisation and people on the directory page). A study belongs to the organisation of the person who created it. The study team is invited in the study as before: an investigator of a hospital works in your study without joining your organisation.

A card

One card of the directory, two studies: the hospital is entered once; the number, status, principal investigator and team are each study's own.

• Institution and department: cardiology and endocrinology of one hospital are two cards, they often have different principal investigators.
• City, region, country, address.
• Tax number (ИНН) of the legal entity: the surest key against duplicates.
• Note of your organisation: equipment, contract, how to reach the site.

A card holds no people: the principal investigator and the team belong to each study. That keeps personal data out of the directory.

Against duplicates

When you add a site to a study (Sites → Add a site) or a card to the directory, the portal first compares it with the cards there:

• the same tax number and department: the same site;
• the same name and department in the same city: the same site;
• most words of the name in common, in the same city: maybe the same.

Then it asks Is it one of these?: choose the card, or “No, it is another site”. When comparing, words such as ГБУЗ, “hospital of the Ministry of Health”, quotes and “No.” are left out: “ГБУЗ ГКБ № 52 ДЗМ” and “ГКБ 52” are found to be the same. An admin of the organisation sees possible duplicates and merges two cards into one: the studies of the duplicate move to the card kept, nothing is merged by itself.

Filling the directory

The sites of the studies already on the portal became cards by themselves. A site added to a study gets its card. A whole list loads from Excel or CSV with columns Name, Department, City, Region, Country, Address, ИНН, Note (in Russian or English): a row that surely is a card already there only fills in its empty fields, a row that may be one is shown to you and not loaded, the others become new cards. Every change of a card is in the audit trail, and in each study the change of the site's name is recorded with the reason.