Transfer a subject

When a subject is transferred, the subject number doesn't change. The site that the subject is transferred to can view and edit all subject data, including data that the subject's previous site entered. The site that the subject is transferred from can no longer edit any data for the subject. This procedure also applies to rollover studies.

Are the subject's kits transferred to the new site? No. The kits either need to be reconciled at the subject's original site, or a clinical supply manager has to transfer the kits to the new site so that the receiving site can reconcile them.

Are queries associated with a subject transferred to the new site, as well? Yes, but only the open queries. If the subject you want to transfer has any open queries associated with it, these will also move to the new site along with the subject. Moreover, the open queries will show up in the reports you run for that new site.

What happens to uploaded documents when a subject is transferred? When transferring a subject to a new site, their uploaded documents are preserved and associated with the new site. The original site loses access to these documents, while users with access to the new site can view them. Documents are not transferred when a subject is enrolled in a rollover study.

Show me how!

  1. On the Home page, determine where to work:
    • To work with real data in Production mode, click the title of the study.
    • To work with mock data in Training mode, click the Training Mode button (graduation cap button) on the study.
  2. Along the top, make sure Subjects is selected.
  3. From the Site drop-down, select a site.
  4. Find the subject. To filter your view of subjects, enter some or part of the subject number in the Search field in the upper right above the table of subjects, and press Enter.
  5. In the table, select the checkbox to the left of the subject you want to transfer.
  6. Above the table of subjects, from the Manage Subjects drop-down, select Transfer.
  7. Fill in the fields and click Transfer. To view tips for completing a field, click into the field or choose an option.

    Tip:

    Before transferring a subject, clear out all data inputs that connect to the subject's former site. (Subject data or event-related reports are examples that would bound the subject to the former site). If you make edits after transferring the subject to a new site, the edits will show in the new site.

    Note:

    After transferring a subject, allow the system a 15-minute buffer time to load existing commands before making any other changes to subject data or related reports.
  8. Click Done.

Parent topic: Monitor subjects and sites