Viewing Participants

Onyx stores information about participants in its database on a server computer located in the assessment centre. All Onyx workstations can access the database. The Participants page allows you to view a list of the participants in the database and to find individual participants so that you can view or edit their registration information, and work on their interviews.

This chapter includes these topics related to viewing participants in the Participants page:

• The Participants page\ and its important features
• Key concepts\ related to viewing participants
• Procedures related to viewing participants
  • Displaying a list of all participants\
  • Viewing appointments for the day\
  • Viewing all interviews in progress\
  • Finding a participant\
  • Viewing a participant's registration information\
  • Determining who has a lock on a participant\

The Participants Page

When you select the Participants tab, the Participants page is displayed. This page gives you access to all the participants in the Onyx database. The Home page gives you one way of finding a participant. The Participants page lets you find a participant in a number of ways. this figure\ shows the Participants page and points out some of its more important features.

• The Participants Search panel — includes three buttons that give you easy access to participants that you often need to view:
  • the All Participants button - displays a list of all the participants in the Onyx database
  • the Appointments of the day button - displays a list of all the participants who have appointments on today's date
  • the Interview in progress button - displays a list of all the participants whose interviews have the status In progress\
• The Participant Search field and button - allow you to to search for a particular patient by name or ID
• The Participants list occupies the lower part of the page. Initially, it is empty, but after you do a search, it is filled with a list of participants.
• The Actions column contains one or more action links beside each participant. These are the actions you can do for the participant---for example: View their registration information and Interview them.
• The Page selection links ( ). If the Participants list contains many participants, they are displayed on several pages. These links allow you to view the different pages.
• A Locked interview (indicated by a small icon) means that some user is interviewing the participant. See Locked\ status.

Key Concepts

This section contains key concepts related to viewing participants.

Participants List

A list of participants stored in the Onyx database.

When you are in the Participants page, you can choose to see some or all of the participants in the Onyx database by filtering the participants list in various ways: by name, enrollment ID, or participant ID. You can view all participants with appointments today or those currently being interviewed.

Appointment List

A list of appointments stored in a file or created in a programme other than Onyx.

Since Onyx does not allow you to schedule appointments for participants, it imports an appointment list from a file or another programme. Onyx users of the type participant manager\ can update the appointment list\.

As a minimum, the appointment list contains the following information for each participant:

• participant name
• apointment date and time
• enrollment ID\

The appointment list may contain other information depending on how Onyx was configured for your study.

Enrollment ID

A unique identifier for a participant that is imported into Onyx from the appointment list.

Enrollment IDs are either assigned automatically by the programme that schedules appointments, or they are defined in the file containing the appointment list. After the participant has been received, the Enrollment ID is not used very much in Onyx. Instead, the Participant ID\ is used to identify the participant during the interview. However, you can search for a participant by their Enrollment ID.

You may notice that some participants do not have an Enrollment ID. This is probably because your study accepts Volunteer Participants\. Volunteers do not have an enrollment ID since they were never on an appointment list.

Participant ID

A unique identifier for a participant that must be entered in Onyx when the participant arrives at the assessment centre and at various times during the interview.

Each study or assessment centre decides how it will assign Participant IDs and the format of its Participant IDs (the pattern of numbers and letters in the ID). Some studies use barcodes that can be scanned and displayed automatically in Onyx. Other studies will require you to enter the Participant ID manually.

Participant Barcode

A barcode that is used for the Participant ID\.

Some studies use a barcode as the source of Participant IDs. The barcodes may be on a blood collection tube, an ID bracelet, or a label of some sort. If your study uses barcodes, a barcode scanner will be connected to your Onyx workstation so that you can easily obtain the Participant ID.

Interview Status

The current state of a participant's interview. See also Stage Status\.

The status of a participant's interview appears in the Status column of the Participants list. Before a participant has been received, nothing appears in the status column for that participant. After a participant has been received, their interview can have one of these statuses:

• In Progress — This status means that the participant has been received and that their interview has been started. Even if the participant leaves the room for some reason (and a stage of their interview has been paused), the status of their interview remains In Progress. See Displaying a list of In Progress interviews\.
• Locked — The lock icon means another staff member is interviewing the participant. If you suspect that there is a problem or if you need to work on the interview, contact your participant manager who can remove the lock, if necessary. See Unlocking an Interview\.
• Completed — This status means that the interview was completed and that all stages were completed successfully and the interview was concluded correctly by a staff member.
• Closed — This status means that the interview was closed without all the stages being completed. An interview can be closed at any stage, if necessary. A closed interview cannot be restarted. The data collected cannot be changed in any way. Depending on how your study configured Onyx, it may or may not be possible to export the data. See Closing an Interview\.
• Cancelled — This status means that the participant was withdrawn from the study. A staff member cancelled the interview. A cancelled interview cannot be restarted. See Cancelling an Interview\.

Your study customized what Onyx does when an interview is cancelled or closed. It may delete the participant or may keep some or all of the data so it can be exported.

Procedures

This section contains procedures related to viewing participants, their registration information, and their interviews.

Displaying a List of All Participants

You can view a list of all the participants in the Onyx database: past and future participants, as well as those whose interviews are scheduled for the current date---today. The list does not include participants that have been purged from the Onyx database. See Data Purge\.

Procedure

1. If the Participants page is not displayed, click the Participants tab.
2. Click the All Participants button. The Participants page is updated to show all participants in the Onyx database.
   The Participants page

   

Displaying a List of Today's Interviews

You can view a list of all the participants whose interviews are scheduled for the current date---today.

Procedure

1. If the Participants page is not displayed, click the Participants tab.
2. Click the Appointments of the day button. The Participants list is updated to show all participants who have interviews today.
   The Participants page

   

Displaying a List of Participants Currently Being Interviewed

You can view a list of all the participants whose interviews have the status In Progress\. This status does not necessarily mean that the participant is seated with a staff member and that data is being collected from the participant. In Progress simply means that the particicipant's interview was started and that it is not finished yet.

Procedure

1. If the Participants page is not displayed, click the Participants tab.# Click the Interviews in progress button. The Participants list is updated to show all participants whose interviews have the status In Progress.
   The Participants page

   

If you see a icon at the end of the row for the participant, this indicates that an Onyx user has a lock on the interview. See Determining who has a lock on a participant\.

Finding a Participant

Onyx gives you several ways to find participants. this figure\ summarizes the techniques you can use to search for participants.

Technique	Result
Scan participant's barcode (or enter participant ID manually) in the Home page and click Go to interview	The participant's Interview page opens.
Scan participant barcode (or enter participant ID in the search field) in the Participants page and click	The Participants list is updated and will include only one participant---the one with the scanned barcode
Enter participant ID or enrollment ID in search field on Participants page and click	The Participants list will be updated and will include only one participant---the one with the ID that you entered.
Enter all or part of participant's name in search field in the Participants page and click	The Participants list is updated---it contains one or more participants, depending on what you entered and the names of the participants in the database.
Sort the Participants list by clicking on the heading of a column. You can sort on: Enrollment ID Participant ID Last Name First Name Appointment	The Participants list will be reordered according to the column you selected. Examples: If you click on First Name, the list will be displayed in alphabetical order by participants' first names. If you click on Enrollment ID, the list will be displayed in numerical order of enrollment IDs.

If you cannot find a particular person who has arrived for an interview, a couple of explanations are possible:

• The appointment list may not be up-to-date.
• The person does not actually have an interview.

In either case, contact your participant manager who can update the appointment list or enroll a volunteer if your study accepts them.

Viewing a Participant's Registration Information

After a participant has been added to the Onyx database (either through an update of the appointment list\ or when they were enrolled as a volunteer\), you can view their registraton information.

Procedure

1. If the Participants page is not displayed, click the Participants tab.
2. Find the participant whose information you want to view. If you need help finding the participant, see Finding a Participant\. When the Participants list is displayed, a View link appears (in the Actions column) for the participant. See this figure\.
   To view a participant's registration information, click their View link.

   

3. Select the View link for the participant. The Participant dialog is displayed. See this figure\.

   Each study defines the information that is stored for its participants. You may not see the same fields as those shown in this figure\.

   Example: Participant dialog—each study defines the information that is stored for participants

   

4. When you have finished viewing the information, select the Close button. The Participant dialog closes.

Determining Who Has a Lock on an Interview

If a lock icon ( ) is displayed at the right end of the row for a participant in the Participants list, an Onyx user has a lock on the interview, they are probably in the middle of an interview stage. You might even have a lock on the interview yourself, if you logged in on another workstation and worked on the interview from there. You can find out who has a lock on the interview as follows:

1. Move the mouse until the arrow cursor is on the lock icon and do not move the mouse for a few seconds. A small popup message will show the name of the person who has the lock on the interview. See this figure\.
   To see who has a lock on an interview, position the mouse cursor on the lock icon and do not move the mouse.

   

If necessary, your participant manager can unlock the interview. See Unlocking an interview\.

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