There are three ways that you can enroll a patient into IBD Qorus, in all cases, patients are responsible for completing electronic consent to participate as a consented patient

1. Patient self-registration
   • A coordinator can send a patient a link to complete registration themselves
   • Following completion of a non-consented pre-appointment survey, a patient will receive a link and invitation to enroll and consent to begin self-registration
2. Registration by the site (a site receives permission to enter patient medical information (PMI) and a coordinator can complete the registration process on the patient’s behalf)
3. Enroll a patient already participating in a different study at your site

Only ‘Invited’ patients can be resent their Invitation to participate. Select the check box to the left of the patient’s name and click the Send button. A pop-up will appear. Select Resend Invitation and click Send.

If a patient has selected to withdraw their consent from the study, go to the IBD Qorus tab on the Individual Patient Record, and under the section IBD Enrollment, click the small gray and white arrow icon and select withdraw consent. You will have to confirm the reason and the date.

Patient consent can be updated in several ways

• If a patient has been invited, but chooses not to consent, you can click the Dissent button from that patient's Individual Patient Record
• If a patient is consented and would like to withdraw consent, you can go to the IBD Qorus tab on the Individual Patient Record, and under the section IBD Enrollment, click the small gray and white arrow icon and select withdraw consent. You will have to confirm the reason and the date
• If you are verifying a patient’s consent to update from Invited to Consented, you will go to the demographics section of the Individual Patient Record and make sure the patient’s First Name, Last Name, and the Medical Record Number (MRN) are identical to what is listed in the EMR. Entering the MRN will automatically change a patient’s status from Invited to Consented.

Across all studies, there are certain pieces of information that must be an exact match between the MyIBD Platform and your site’s EMR system to successfully complete patient enrollment. You will find these fields within the Patient Information Tab. To prevent an error or duplication in the system the patient’s First Name, Last Name, and the Medical Record Number (MRN) must be identical to what is listed in the EMR. Once you have entered in the MRN, the patient is automatically verified within the MyIBD Platform.

Site Coordinators will receive an email if a patient has completed their electronic consent. Coordinators and providers can check a patient’s consent status any time by looking at the IBD Qorus tab within the patient’s Individual Patient Record or checking the Consent column on the Home Page.

Go to the patient’s Individual Patient Record and expand the Patient Survey section to see all prior completed surveys and any outstanding surveys. You can send additional survey reminders to consented patients. Select the checkbox next to the patient’s name on the Home Page and click Send Survey. There will be a circular green arrow icon if a survey was sent in the last 14 days. To resend the survey, select Send Pre-Appointment Survey, choose a provider, and click send.

From the home page, hover over the Qorus "+" icon and select Pending Provider Surveys. This will bring you to a page which has two sections: Pending Provider Surveys and Completed Provider Surveys. Under the Pending Provider Surveys, a user can select the "X" icon to the far left. This will open a pop-up asking for confirmation that you would like to cancel the pending provider survey.

Scroll down on the IBD Qorus tab to find the Risk Evaluation section. Click the small gray pencil icon to edit the section and select High-Risk for that patient. You can also click the yellow arrow clock icon to see a history of when the patient was put on and taken off the high-risk list.

A patient will have a small orange warning triangle next to their name if they are missing required information. You can filter to see all patients who are missing required information by clicking on the gray warning triangle icon at the top of the patient list.

Go to the Individual Patient Record to see which fields are not filled in. You can view a full list of required fields by study in the MyIBD Reference Guides found here.

There are two ways to add a provider to a patient’s care team.

1. You can select a different provider from the Send Survey dropdown. That new provider will receive the email and will automatically be added to that patient’s care team in the system. Being on the care team gives access to that patient’s survey responses and enables them to complete the provider survey.

2. You can also go to the Individual Patient Record and scroll down to Site information which includes Care Team. This is a list of all providers currently part of that patient’s care team. To add a new provider, click New to bring up a pop-up asking for the Care Team Member’s Role Type, then select the specific Provider and choose which studies that provider is associated with. They are then added to that patient's care team.

Providers only have access to the studies that they are participating in and for patients who have been assigned as part of a patient’s care team. If you need to be added to a patient’s care team, please contact your site’s coordinator.

If you forgot your password, click on the Forgot Password link on the platform log-in page to reset it. An email message will be sent to the account associated with your MyIBD user profile.

The Foundation has implemented multi-factor authentication (MFA) which means that you will only need to reset your MyIBD Platform password once a year. When it’s time to update your password, you will automatically get a prompt when you log into the MyIBD Platform.

You can either use the Salesforce Authenticator app or a third-party authenticator, like Microsoft Authenticator

Contact your Study Admin emails

• IBD Qorus:  [email protected]
• SPARC IBD: m[email protected]

To change your email as a coordinator or provider, click on your name in the upper right corner of the MyIBD home page. This will open a dropdown. Select My Profile to edit your information. You can edit: First Name, Last Name, Email, and add or edit a profile picture.

Please note, that as a coordinator, you cannot change the email for a provider’s account. They would need to log-in and follow these same steps.

To customize the home screen, click the small gray gear to the right of the patient list and select which columns you’d like to add, remove, or switch the order of. Watch the full video for how to customize your home screen here [LINK].

A patient will have a small orange triangle icon next to their name if they are missing required information. You can filter to see all patient’s missing required information by clicking on the gray warning triangle icon at the top of the patient list.

In the patient information section of the Individual Patient Record, click the pencil icon on the right of the section header to edit any of the fields where there is an error.

If there are any current records in the clinical data section that need to be fixed, a user can click on the downwards carrot icon in the last column of each table. This will give you the option to select View Details or Edit. If there is an error that needs to be changed, select "Edit" in the dropdown and make sure to save any changes that are made. This will look a little different for the Medications section. Instead of Edit, you will have additional options to: Correct Entry Error, Stop Medication, and Update Medication.

Click on the patient’s name to go to the Individual Patient Record. The first tab is Patient Information, scroll down to Demographics and click the small gray pencil icon to edit. You can now enter a new email address for the patient.

Yes! The MyIBD Platform now has the ability for patients to be enrolled in multiple studies

There are several ways to see which studies a patient is enrolled in

• A patient will have an individual line for each study they are in, filter the patient list by a patient’s name to see all the studies they are enrolled in
• Click the double square icon at the top of the patient list to see all patients participating in multiple studies
• On the Individual Patient Record a patient will have tabs across the top for all the studies they are enrolled in

A patient enrolled in multiple studies will have one line per study they are enrolled in

For additional questions, please check out the MyIBD Platform learning videos, the Tip Sheets or FAQs for the individual studies. All these resources can be found on the MyIBD Learning Hub page. You can also contact your Study Admin at the emails below.

• IBD Qorus:  [email protected]
• SPARC IBD: m[email protected]