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- To link an email to your Way to Health site, go to Manage Study
- Under Settings, click the pencil icon
- You will find a field for email address, you can enter your study’s email to this address
- It is important to link an email to your site because all messages that go out through email will contain that email in the footer
- If there isn’t a study email, we recommend linking the site with a research coordinator/project manager’s email
- To manually edit data, first verify the device/data source has been configured to allow manual data entry:
- Go to Manage Study
- Under Data Sources, go to the Devices tab
- Look for the device that you want to manually edit data for
- Click the pencil icon
- There will be a dropdown field for Allow manual data entry by project staff
- This should be marked as Yes
- If No was selected, you can click the dropdown and choose Yes
- Once you have verified the device was configured to allow manual data entry, go to Manage Data
- From the dropdown , select the device (Ex: Fitbit)
- A list of results will appear for data from the device you selected
- On the far right, you can select the pencil icon to edit data
- For most devices, Way to Health pulls data in on an hourly basis
- Therefore, for each participant, a single day will have several results
- For these devices, make sure to edit the result that was attached to an event
- To do so:
- Under Manage Data, select the device (Ex: Fitbit)
- On the left, filter for Study user and Timestamp (from and to will be the same date)
- Look under the Attached to Event column and identify which result is attached
- Once identified, click the pencil icon for that result to manually edit data attached to an event
- Then, you can Re-apply Logic in the Events page to run logic on the manually edited data
- The Triage page is a new feature
- Under Manage Participants, the Triage page shows a list of most recent incidents
- The incidents in Bold are ones that have not been read
- This list shows Participant ID/Name, Date of Incident, Brief Description
- When clicking into each incident, a detailed view of that participant’s incidents will appear
- You can view their Incidents, Profile, Events, Notifications, and Transactions
- From the Incidents tab, you can select the incident and either Make a Comment, Add a Tag, or Resolve the incident
- If you want to get a list of all incidents for all participants, you can go to Manage Participants and choose Incidents
- If you want to get a list of all incidents for a specific participant, you can either:
- Filter for Study user under Incidents page or
- Go to Manage Participants, filter for Study user and there will be an Incidents tab under the participant’s profile
How do I complete a survey on the backend?
- Study staff are capable of completing a survey for participants on the backend (www.my.waytohealth.upenn.edu/waytohealth-backend/)
- Uses: if participant did not complete a survey on time or the survey is Staff Only survey
- To complete a survey, go to Manage Participants and select the Participants page
- Filter for that Study user and go to their Events tab
- Find the survey you want to complete and on the far-right, select Complete
- The survey should open up and you can then complete it and hit Complete
How can I re-complete/edit a survey once it's already been completed?
- Once a survey is completed, there is no back button to allow you to change an answer if it was mis-entered
- To edit a survey response:
- Go to Manage Data, select the Survey you want to edit
- Filter for participant under Study user
- Once you find the survey result for the participant you are looking for, click the pencil icon on the far-right
- A form will pop-up to allow you to change any answers and once you are done, click Save
- To reopen a survey so you can re-complete it:
- Go to Manage Participants and choose the Events page
- Filter for participant under Study user and the survey under Event
- Check the survey you want to open and Choose an action to Reopen
- Once reopened, you can re-complete the survey:
- Go to Manage Participants and select the Participants page
- Filter for that Study user and go to their Events tab
- Find the survey you want to complete and on the far-right, select Complete
- The survey should open up and you can then complete it and hit Complete
What is an Account Recovery Link?
- The account recovery link is a link generated by Way to Health to view the participant interface
- This is a useful tool for several reasons:
- If you are locked out while enrolling, you can go to the account recovery link to direct back to the participant enrollment roadmap
- If you want to view the participant dashboard on the frontend, this link will direct you there
- To access this link, go to Manage Participants and choose the Participants page
- Filter for Study user and go to their Profile tab
- Next to Account recovery link, there will either be a link in red or hit Create new recovery link to generate a new link
- This link can be copied and pasted to view the participant interface
What are logic preferences?
- You can edit the logic preferences for participants for instances when a participant is on vacation and does not want to receive messages or you want to pause logic
- There are 4 options for logic preferences:
- Active: logic and conditional actions will run as scheduled.
- Paused: Defined event logic and conditional actions (e.g. messaging, points accrual) are temporarily paused and queued. Once logic is re-activated the participant will receive all logic and conditional actions that have been queued.
- Disabled: Defined event logic and conditional actions (e.g. messaging, points accrual) are being skipped. Event logic and conditional actions will not queue; when re-activated, the participant will receive logic and conditional actions from that point forward.
- Silence Messages: Logic will run as scheduled, but participants will not receive any conditional message actions defined, even after logic is re-activated. Participants can still receive batch notifications sent from the Manage Participants page.
- To edit the logic preference, go to Manage Participants and choose the Participants page
- Filter for Study user and go to their General Info tab
- Next to Logic preference, choose Edit
- Select the logic preference and hit Submit
- To import a Qualtrics survey, you will first need to get a Qualtrics token
- Login to Qualtrics and go to Account Settings
- In the Qualtrics IDs tab, there is a User section where you can get a token by Generate Token button
- Then login to Way to Health and go to Manage Study and choose the Data Sources page
- Go to the Qualtrics Surveys tab and choose the Configure Qualtrics Account button
- Enter in your Qualtrics Username and the Qualtrics Token you just generated and hit Update
- Then hit the Import Survey button and enter in a Name and choose the Qualtrics Survey from the dropdown and hit Add
- Verify the survey is in the list of Qualtrics Surveys and choose Preview
- Make sure all of the Export tag(s) and all of the Question text and Option texts are there
- Sometimes, Qualtrics surveys can import incorrectly
- If any of these pieces are missing, you need to re-import the survey
- Originally, Way to Health studies primarily used Qualtrics to administer surveys
- We have since moved to a new internal survey system that can be found in Data Sources in the Surveys/Forms tab
- We recommend using this over Qualtrics because it is more reliable
- Way to Health has a new feature that allows study staff to invite new users/research members to their site
- Now you do not need to make a JIRA ticket to ask a Way to Health team member to create a new user account for new staff
- To invite new users, go to Manage Study and navigate to the Personnel page
- Under Manage Personnel, choose the Invite Users button
- Type in their Name, Email, Username (you will create their unique username), Role and check-off All users receiving this invitation have been IRB approved or are exempt for clinical pilots
- Remember, all users have to be IRB-approved before they can get access to Way to Health
- After all the fields are completed, click Invite
- If this user has access to Way to Health already (from a previous study), once you enter their name, it will appear under that field
- Once you select their name, their email and username will auto-populate
How do I setup the Fitbit device to get MVPA data?
- We have recently developed a setting to collect time series data from Fitbit
- The time series data is used to calculate MVPA (medium-to-vigorous-physical-activity) in minutes
- If your study is using Fitbit device, you can configure it to receive MVPA data
- If you want to set it up, go to Manage Study and choose Data Sources
- Under Data Sources, look under the Devices tab
- For Fitbit Pedometer, click the pencil icon
- Go to Advanced Settings and select Yes under the dropdown for Collect time series data
- Notification groups are a new feature developed to allow project managers control on their study staff receiving incident notifications
- Users can no longer go into their Profile to edit their Alert Preferences
- The Notification Groups can be found under Manage Study in the Personnel page
- There are 5 default groups:
- Project Manager Default, Research Coordinator Default, Provider Default, and Site Coordinator Default, No Notifications
- Staff will automatically be assigned a notification group based on their role
- Project Managers are able to:
- Edit each default group
- Create a new notification group
- Assign study staff to a notification group
When should logic be Events (excluding events still open) vs. Events (including events still open)?
- To determine if you want logic to include open events or exclude open events, relies on the type of event logic is looking at
- If the logic is looking at a Collect Data event, you want the system to exclude events still open
- This is because you do not want logic to run on a collect data event for the day that is currently open
- Otherwise, it will read that day as non-compliant instead of realizing it is in-progress
- If the logic is looking at an Administer a Survey event, you want the system to include events still open
- This is because surveys can be completed before their event window is closed
- Therefore, if the system excluded events still open, it would wait until the survey window was over instead of as soon as the participant had completed the survey
What should I do when a check isn't being processed or was returned?
- When a transaction has been approved but it is taking longer than 48 hours to be approved, you should:
- Go to Manage Participants and then to the Transactions page
- Find the transaction that isn’t processing and click View Details
- Under Event Details, click Log Error
- Under Error Message, write a comment and click Log Error
- Once you have logged the error, you can Approve the transaction again
- When a participant contacts you about the status of their check, you can:
- Go to www.support.waytohealth.org and choose Wells Fargo Checking
- Input the Participant ID, Check amount, Check number, Original Date of Check
- A Way to Health team member will check on the status of the check
- If a check has not been received by the participant within 2-3 weeks of being processed, you can request the check to be stopped by a Way to Health team member:
- Go to www.support.waytohealth.org and choose Wells Fargo Checking
- Input the Participant ID, Check amount, Check number, Original Date of Check
- In the Additional info section, comment that you would like the check to be stopped
- A Way to Health team member will stop the payment
- Go to Manage Participants and in the Participants page, filter for Study user
- Under their profile, choose Add Transaction to manually create a new transaction
- This transaction will then appear on the Transactions page as a manual entry
- Click this transaction and choose Approve