Batch Correspondence

 

Batch Correspondence allows the IRB Administrator to send notices to the Researcher regarding pending or upcoming actions on a protocol.  One or more notices can be sent prior to automatically perform an action against the protocol.  The batch correspondence action, once configured in this maintenance document, will be manually executed from within the Committee document.  The Batch Correspondence screen allows you to select a Correspondence Type, specify when the correspondence will occur, and select the type of notification action that will occur.  Multiple notification actions can be added for each correspondence type.  Additionally the Batch Correspondence screen allows you to close or suspend previously-scheduled correspondence actions.

caution.png

Existing Value Modification:  Existing values may be edited as long as the description is synonymous with the original term.  New values can be added.  You should not delete existing values.

Figure 1302 Batch Correspondence Screen – Batch Correspondence Section Example (Protocol Renewal Reminders)

The Batch Correspondence maintenance document is actually a maintenance screen that consists of a single tabbed section.  The Batch Correspondence section is comprised of a Correspondence Type selection area with a button that refreshes the area below it to include entry and selection fields with add and delete buttons.

 

Table 765 Batch Correspondence Screen – Batch Correspondence Section Field Descriptions

Field

Description

Correspondence Type

Select an option from the list as desired (for example, Protocol Renewal Reminders or Reminder to IRB Notifications).  Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.

Click the refresh button after you have made your selection in the Correspondence Type field to customize the table below with the appropriate corresponding Days entry and Action selection fields.

Days (prior Protocol Expiration)

for renewal reminders

Enter the number of days prior to the Protocol’s expiration date for which a reminder should be sent (for example, if 60 is entered, then all protocols scheduled to expire in the next 60 days will receive a reminder).  One or more reminder dates can be specified.

Days (since Committee Action)

for IRB notifications

Enter the number of days since the last Committee action for which a reminder should be sent (for example, if 30 is entered, then all protocols that were returned to the Researcher for revisions in the last 30 days will receive a reminder).  One or more reminder dates can be specified.

Take this Action

Select a notification action option from the list, as appropriate.  Refer to the Take this Action list examples below this table for examples of available letters, reports, and notices.  The options available are configurable by implementing institution.  Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.

To close or suspend the batch correspondence, in the second dropdown menu, select either Closed (Administratively closed) or Suspended as appropriate, then click the save button.

Actions

Click the add  button to add your entry/selection as a row in the table below.  Click the delete button to remove a previously-added line item row from the table.

link.png  For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.

Correspondence Action Examples

Correspondence actions are managed in a separate maintenance document.

 

Figure 1303 Batch Correspondence - Take this Action List Option Examples

Common Feature

The Batch Correspondence screen includes the following feature that is common to most KC maintenance documents:

Table 766 Batch Correspondence Screen - Link to Common Component Instructions

Common Maintenance E-Doc Component

Cross-Reference Links To Usage Instructions

Action Buttons

link.png  For more information, see  “Action Buttons” on page 71 in Selection, Entry and Action Tools.

Process

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For information about reloading, submitting, saving, closing, and/or canceling, see “Common Maintenance E-Doc Operations” in the Overview section.

 

Figure 1304 Batch Correspondence Screen – Batch Correspondence Section Example (Reminder to IRB Notifications)