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Staff Off-Boarding Guide

Staff Off-Boarding Guide

As you transition off of your Way to Health study, it is your responsibility to make sure that any new staff members have the training needed to run your study properly.  

I. Ensure new staff has accounts for all sites necessary to managing your study

Way to Health 

  1. Contact: WTH Operations team member for account via a JIRA Help ticket

    1.   New staff can only be set up on a WTH account once they are IRB approved 

    2.   New staff can only be set up on a WTH account once they have completed CITI training

  2. Ask WTH team to add new staff to the WTH email listserv


JIRA/ Confluence 

  1. Contact: WTH Operations team member for account via a JIRA Help ticket

  2. Explain how to put in a ticket and track ticket progress

  3. Show where to find User Guides on Confluence and relevant documentation 


Study email account


Device website account 

  1. Contact: Usually the device vendor 

II. Explain study environments 

Staging

  1. Copying production to staging for testing

  2. Signing in as a participant 

Production
Shadow 
Frontend vs. backend 

III. Complete an enrollment walk through 

Show where to look for the step that the participant left off 
Show how to view survey responses 
Show where to look if a participant is marked as ineligible 

IV. Review participant management 

Review participant profile

  1. Status, arm assignment, and access group (if applicable) 

  2. Devices tab for troubleshooting 

    1. Resetting a device 

  3. Event schedule 

    1. Overview tab vs. Week tabs

    2. Types of events: device upload, surveys, office visits, etc. 

    3. Surveys

      1. Show how to complete a survey for a participant

      2. Show where to look for survey responses 

    4. Per-participant scheduling 

      1. How to customize an event schedule for a participant

      2. How to stop an event for a participant 

  4. Disabling vs. pausing feedback 

  5. The Inbox view 


Review Manage Participants

  1. Explain Adherence Snapshot view and the color coding

  2. Show how to filter for participants, statuses, enrollment steps


Review Filter Events

  1. Explain the difference between complete and compliant 

  2. Explain how to mark as an event as complete and compliant 

  3. Explain how to reapply feedback on an event


Review Transactions and Payments 

  1. Explain the difference between the 2 tabs

  2. Explain the approved and processed columns

  3. Show how to approve payments

  4. Explain process for reissuing payments 


Review Manage Data and Reports

  1. Show how to filter by survey/device and participant 

  2. Explain that Manage Data contains data in real time, while reports are generated once per day 

V. Remove your own access

Reach out to WTH Operations team with last date of work so that they can remove your access following that date

 

 Need further guidance? The User Guide should have most of what you or the new team member needs! Otherwise, put in a JIRA 'Help' ticket and the Operations Team will be happy to help you out!