11  Screening & Scheduling SOP

This SOP outlines how to contact eligible screened-in participants and schedule them for the consent/intake visit.

11.1 Direct phone screening

If you have a voicemail about screening, you can call them back and use the Screening Survey as your SOP script.

11.2 Check screening surveys

First Step: 1. Open the check_screening.qmd script in scripts_staff. 2. Be sure you have the STAR calendar open in Outlook.

11.2.1 Call scheduling

  1. Run the CALLS section to loop through unscheduled eligible screenings who wanted to be called.
  2. The qmd will open the Qualtrics script survey showing the uncontacted persons’ name and number, as well as their state.
  3. Make sure you’re calling between 9-5 in their state’s time zone!
  4. Call the participant using the Qualtrics script.

11.2.2 Email scheduling

  1. Run the EMAILS section to loop through unscheduled eligible screenings who wanted to be emailed
  2. Select an upcoming 1 hour calendar slot in an AVAILABLE block. Schedule a 1 hour event titled “Hold for Scheduling” and paste their screen_id from R into the event body. DO NOT include name/email or any other PII.
  3. Compose your email:

Subject: Scheduling research study visit
Body:

Hello, this is <YOUR NAME> from the University of Wisconsin. You recently filled out a survey saying you'd like to participant in our research study about a mobile phone recovery support system. 

This first visit will be a video call lasting about an hour. We can also do a non-video call if that works better. We have an opening on **<First available date/time>** If this doesn't work, can you let me know what days of the week work best for you, and what time of day is best?

I look forward to hearing back from you! Please feel free to give us a call at 608-262-1362 if you'd prefer to chat in person.

Best,  
<YOUR NAME>, Star Study

When they reply:

  1. If the selected time works, update the “Hold for Scheduling” event in the calendar:
    • Enter the event title as “screen_id Consent/Intake”. Copy from R to be sure it is correct.
    • Invite the staff member who will run the visit so it is added to their calendar.
    • Enter the event body as “screen_id their_timezone by Zoom/Phone” (whatever they indicated)
    • Be sure to hit save!
  2. If it does not work:
    • Remove the original “Hold for Scheduling” event to free up that time.
    • Select two dates/times that would work for them from the calendar. If they offer multiple possible days, make sure to select one from each day
    • In both, add a 1 hour event titled “Hold for Scheduling” with their screen_id in the body.
  3. Respond to their email:
Hello, thank you for letting us know! 

Would either of these dates work for you?

[DATE/TIME1]  
[DATE/TIME2]  

I look forward to hearing back from you!  
Best,  
NAME, Star Study

Repeat until they are scheduled.

11.3 Post scheduling

  1. After each person is scheduled, answer the prompt about if they were scheduled in the qmd file. This will update which screening surveys are changed to SCHEDULED