Managing Clinical Trials for an Organization

Every organization present in Beatrix has a Clinical Trials tab. But in order to make use of this feature, it must be enabled for your organization. If your organization’s Clinical Trials page looks like the following, it means it’s not enabled! Click the button or contact ysm.editor@yale.edu if you’re interested in starting to use this feature!

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Table of Contents

How it works

Clinical Trials by Organization are entirely derived from the clinical trials approved by individual members of the organization. There are two ways you can choose to manage these publications:

1. Include all trials: one option is to simply pool together ALL trials approved by any member of the organization to appear in the clinical trials list for an organization. This is the recommended solution for very large organizations that have many members, and it’s not realistic for someone to manually curate a list of clinical trials for the organization, for example: the Department of Internal Medicine, or Yale School of Medicine.
   
   

2. Manually approve trials: this is the recommended solution for smaller organizations, where it is a less time-consuming task to review trials as they are imported from Dimensions for the organization’s members and that want a more tailored list.

All Clinical Trials

If the organization decides to include all the trials accepted to its members' profiles, all of the trials will automatically be imported to the org-based clinical trials list.

You can visit the list for reporting purposes or to choose trials to feature on the website.

The interface for an organization accepting all clinical trials looks like this:

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Clinical Trials Management Interface

All of the clinical trials for an organization’s membership will be automatically imported into this table. Users have several options for managing the list, making changes, and creating reports.

1. You can filter the list of clinical trials by clicking the filter icons next to to table column headers or opening the Add Filters menu (blue above).

2. Clinical trials can be featured using the star icon to the right of each trial (yellow above). If you feature a trial, it will also appear in the Featured list.

3. You can create .csv reports of the clinical trials list by clicking Download table (red above). The table will show the list of trials appearing in the current list, and will apply the active filters as well.

Manually Approve Clinical Trials

If the organization decides to manually manage the clinical accepted to its organization list, all of the trials accepted to member profiles will be imported to a pending queue in the org-based clinical trials list.

This clinical trials list has all the features of the all clinical trials version, but it allows you to control which clinical trials display on the website listing and which do not:

All of the clinical trials for an organization’s membership will be automatically imported into the Pending queue. Users have several options for managing the list, making changes, and creating reports.

1. The tabs near the top of the page (blue above) allow users to view the different lists of clinical trials

   1. The Pending tab is a queue of imported clinical trials from members. They will not display on the site until they are processed (see #2 below).

   2. The Displayed tab shows the clinical trials that have been accepted to the organization list.

   3. The Featured tab shows clinical trials that have been accepted and featured, they will appear at the top of the organization list on the website.

   4. The Hidden tab shows the clinical trials that have been rejected from the Pending queue (see #2 below)

   5. The All Clinical Trials tab shows all the member clinical trials for the organization, not matter their status.

2. In the Pending tab, clinical trials can be either accepted (Displayed) or rejected (Hidden) on the organization list. You can do that by clicking the green check to display the publication or the red reject icon to hide the publication (yellow above).

3. You can complete this process in bulk using the check boxes next to the clinical trials or the “select all” check box at the top left of the table (green above). The select all will only select all the clinical trials shown on the current page.

   • Once you select multiple clinical trials, you can display or hide them in bulk buy choosing the option from the “status” menu that appears (shown below)

The rest of the interface is the same as the All Clinical Trials option.

Clinical Trials Resync

For both the all clinical trials option and the manual approval option, users can resync the organization list with members' clinical trials (shown below):

This list should be updated automatically but you can trigger a manual sync. It might take up to several minutes for large organizations.

Organization Clinical Trials on the Website

If you have asked the Web Services team to enable organization clinical trials, completed managing/reviewing your list, and want the list to be displayed on the website, please reach out to ysm.editor@yale.edu or reply to an existing ticket if one is open and we will provide support.

Org-based clinical trials can be added to any page, but we recommend having the list on its own page, especially for long lists of clinical trials.

If you choose the all clinical trials option, this list will automatically update on the live website when new clinical trials are added to members profiles. If you choose to manually approve the list, you will have to go into Beatrix and process the pending queue in order for new clinical trials to appear on these lists.