Patients and Groups Process

Purpose: This document is intended to provide an overview of how recruiters use the PRM Patients page to search the patient database, apply filters, save groups, import patients, and perform bulk actions.

Process

The Patients page is used to find individual patients, identify cohorts, and complete bulk workflow actions. Recruiters should confirm that the correct filters are applied before saving groups or performing any bulk action.

Searching and Filtering

1. Open the Patients page.

2. Use the search bar to search by patient name, email, phone, date of birth, or year of birth.

3. Use the filter bar to narrow the patient list by study, site, source, consent, status, or other available criteria.

4. To search in plain language, switch the search bar from Search to AI, type a request such as "women over 45 in Texas", and press Enter. Delfa turns it into filters you can review.

5. Confirm the result count before moving forward with exports, saved groups, or bulk actions.

Static Groups

- Static Groups are saved from selected patients.

- Select one or more patients, open Groups, choose Save current view as group…, and select Static.

- Use static groups when you want to preserve a fixed set of patients even if filter results change later.

Live Groups

- Live Groups are saved from the current filter criteria.

- After applying filters, open Groups, choose Save current view as group…, and select Live.

- Use live groups when you want the list to update automatically as patients begin or stop matching the saved criteria.

Managing Groups

- Open Groups to review saved static and live groups.

- Select a group to apply it to the current patient list.

- Recruiters can rename, update, and delete saved groups from Manage groups. A group used by an active scheduled enrolment cannot be deleted until the schedule is canceled.

- Use Add to Group and Remove from Group in Bulk Actions to change the patients in a static group.

Patient Review

- Select a patient row to open the patient profile.

- Use the patient profile when a full review is needed before making changes.

- Use the row actions menu to Go to Inbox, Assign to study, Find and merge duplicates, or Add Cadence without leaving the patient list.

Reviewing Duplicates

1. On the Patients page, select Review duplicates. This button is available to Lead Recruiters and Admins.

2. Choose a Match level, such as Name + email, DOB + phone, or Any exact match.

3. Select a cluster to review and merge it, or select Merge all to merge every exact cluster at that match level.

4. Patients with conflicting identifiers, study statuses, site IDs, or open appointments are skipped so you can review them by hand.

- Turn on Show inexact matches to see looser matches. Inexact matches are review-only and are never merged automatically.

Importing Patients

Import Patients

- Use Import Patients to bring patients into the PRM.

- If CTMS integration is enabled for your organization, Single CTMS Import and Bulk CTMS Import are also available.

- Use Bulk Patient Data Import to upload a file with patient data.

- Confirm that imported patients are reviewed for duplicates and correct study or site placement after import.

Creating a Patient

- Use Create Patient to create a patient manually in the PRM.

- Review contact details carefully before saving so future communication and cadence actions work correctly.

Bulk Actions

Bulk Actions becomes available after patients are selected. It shows how many patients are selected.

Manage Study Assignments

- Use the Assign, Update Status, or Remove tab to add the selected patients to a study, change their study status, or remove them from a study.

- A source is required when assigning, to document how the patients were sourced for that study assignment.

Manage Site Assignments

- Use the Assign or Remove tab to add the selected patients to a site or remove them from it.

Add Call Tasks

- Use to create call follow-up tasks for the selected patients.

Enroll in Cadence

- Use when the selected patients should begin the same cadence workflow.

- If the cadence creates new study assignments, provide the study assignment source before starting.

Export to CSV

- Use to download the selected patients’ demographics and contact data.

- Confirm the selected patients before exporting.

Delete Patients

- Only Admins can use Delete Patients.

- Only use when permanent removal has been approved.

Best Practices

- Always confirm the current filter set before selecting all filtered patients.

- Use static groups for one-time cohorts and live groups for reusable saved searches.

- Review duplicates and core contact information after import.

- Add clear sources for study assignment actions so downstream users understand how the patient entered that workflow.