Schedule of Visits

Schedule of Visits is a module within the Jeeva Trials decentralized clinical trial management platform. It provides a centralized system for configuring, managing, and tracking patient visits and study events across clinical trial protocols. The module is designed for clinical research coordinators, investigators, and site staff who need to manage complex visit schedules, protocol amendments, and participant communications within a single platform.

The Jeeva visits scheduling system maps all protocol procedures to their respective ePRO, eCOA, eCRF, eConsent, eVisit, and lab procedures within a centralized schedule of visits table. This mapping allows the system to automate validations, protocol deviation tracking, reminders, notifications, form assignments, and appointment scheduling across study workflows.

Key Advantages

• Secure tracking: Provides a secure platform for managing and scheduling patient visits and tracking the status of each event.
• Flexible protocol amendments: Supports creating, modifying, and managing protocol amendments, including changes to visit dates, times, and visit types.
• Automatic notifications and reminders: Sends automated notifications to patients and staff when visits are scheduled or rescheduled.
• Centralized study schedule: Stores all study schedule data in one location with role-based access controls for staff and patient records.
• Audit records: Maintains an audit trail to track and trace all database and user changes made to patient records.
• Informative reports: Generates reports on site performance, patient visits, protocol adherence, and other study data.

Module Features

• Centralized definition of protocol visits and procedures schedule.
• Simple and intuitive user interfaces and workflows.
• All clinical trial visit records accessible in one place.
• Appointment book management and scheduling tools.
• Multi-channel communications via video, telephone, SMS, and email.
• Tools for verifying a patient's history of treatment.

Scheduling Capabilities

• Complex visit windows and protocol arms: Supports flexible visit windows, specific day offsets (such as Day 0 vs. Day 1), and multi-arm calendars to accommodate intricate study designs.
• Participant reminders: Automates SMS, email, and in-app reminders tailored to each visit schedule, with optional two-way confirmations allowing participants to confirm or reschedule visits.
• Multi-site scheduling: Provides role-based calendar views for coordinators, displaying visits by site, participant, or across an entire study, with built-in conflict detection and resource allocation tools.
• Time zone management: Automatically handles differences in participant and site time zones, localizing all scheduling logic and notifications to ensure accurate appointment times regardless of geographic location.
• Transportation and home-health logistics: Enables coordinators to manage and track transportation arrangements, home-health visits, and kit shipments directly within the scheduling workflow using customizable tasks and notes.

Integrations and Platform Context

• Fully integrated with Jeeva's CTMS and EDC modules, linking scheduled visits to protocol procedures, eSource documentation, and financial event triggers.
• Part of the Jeeva eClinical Cloud, which is described as disease-agnostic, device-agnostic, and modular, supporting decentralized and hybrid trial operations.

The Schedule of Visits module supports both decentralized and hybrid trial models. Its integration with CTMS and EDC systems connects visit scheduling directly to data collection and financial workflows, making it applicable across a range of study types and therapeutic areas.