Potential Site Management

This feature introduces the ability to manage and track potential sites as well as active study sites, providing greater control over site statuses and ensuring accurate site data management throughout the study lifecycle.

What’s New :

• Potential Site Status Definition: The system allows users to define a site status as ‘Potential’ in Settings > Statuses > Sites and to visually identify potential site statuses within the site status list.
• Potential Site Criteria: To create a potential site, the system requires the Principal Investigator's:

• Last Name
• First Name
• Email address

• Restrictions on Potential Sites: For sites marked as potential, subject creation and importing are restricted, ensuring potential sites do not track subjects or impact subject management. The system will display clear messaging to users when attempting to create or import subjects for potential sites.
• Potential Site Dashboards and Analytics: Site visit documentation for potential sites will appear in the Site Visit Report Review Status and CRA Performance Dashboards. Potential sites will not be included by default in all CTMS or Analytics dashboards.
• Site Number Assignment: Potential sites will not be automatically assigned a site number. A site number will only be assigned once the site status is changed to a non-potential (active) status and an organization with a physical address is assigned to the site.
• Site Status Transition: The system supports the transition from a potential site status to a non-potential site status. A confirmation message will notify users of the transition, and the system will ensure all necessary information (organization, physical address) is captured before the status change.
• Bulk Status Updates: The system provides clear messaging during bulk status updates if certain sites cannot be transitioned to a non-potential site status, explaining the reasons (e.g., missing organization or address).
• Restricted Reversion to Potential Status: Sites that have transitioned to a non-potential site status cannot revert back to a potential site status without a support ticket submission.

Business Value: This enhancement enables organizations to manage potential sites as well as active sites, ensuring that data related to potential sites is properly tracked and available for future use. By restricting subject management for potential sites and ensuring accurate site information before transitioning to active site statuses, the system improves data integrity and resource planning while allowing for historical reference of sites.