ASPIRE Off-Site Visits. Rationale Why make an allowance for off-site visits in the protocol? Adherence & Retention Off-site visits Improving Clinic Flow.

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Presentation transcript:

ASPIRE Off-Site Visits

Rationale Why make an allowance for off-site visits in the protocol? Adherence & Retention Off-site visits Improving Clinic Flow Outreach Tracking Tools Counseling Extended Clinic Hours

Off-Site Visit vs. Outreach Off Site Visit Conduct Study Procedures Requires Signed IC Outreach Purposes of Tracing Does not require IC*

When to Utilize? Generally expected that scheduled study visits will be conducted at the study clinic Off-site visits are a tool to be used when needed, should not be the standard IoR/designee discretion What situations do you think would warrant?

Potential Situations Participant does not have time or is not willing to come to the clinic for the visit Follow-up on an adverse event/ serious adverse event Collect samples that were inadequately collected or inadvertently missed at scheduled visits or compromised in transit to or at laboratory Collect confirmatory HIV samples Provide study product (for example, in the event the participant has had the ring in for 35 days, has removed it and does not have an extra; the ring fell out somewhere dirty and cannot be reinserted; or the participant had to leave the clinic without receiving study product) Follow-up on a participant who: – is unable to come to the clinic and may potentially fall outside of the visit window for the current visit – has voluntarily withdrawn from the study, but is willing to have a final HIV test /pregnancy test/ safety bloods drawn off-site

Permitted Locations & Visit Types Participant Home or other venues – Participant and staff both comfortable – Safety and confidentiality can be maintained All follow-up Visit Types – Monthly, Quarterly, Semi-Annual, PUEV/Term – Interim Visits

Study Procedures Visit procedures should remain largely the same as they would for an in-clinic visit Some procedures may need to be modified or omitted due to limited capacity to conduct them off-site – ACASI – Physical/Pelvic Exams Missed procedures made up same as in-clinic

Minimum Procedures for VR dispensation: AE assessment and reporting (verbal report of symptoms is acceptable; if symptoms indicate that further evaluation is necessary, this must be conducted prior to dispensing study product) HIV testing and counseling (including RR counseling) and pregnancy testing are required for product dispensation if this has not been done at the research clinic within the past 60 days (i.e. within last 2 scheduled visits) Collection of Used Ring (and unused, if applicable), if available Adherence Counseling/Product Use Instructions, as needed

General Considerations Verifying Consent Safety/Confidentiality Staffing Managing symptoms/conditions requiring medical attention Materials/Supplies Required

Lab Considerations Chain of custody for specimen transport Specimen handling/transport Safety (biological specimens, bio-waste) Testing timeframes Equipment and supplies Staffing Source Documentation

Study Product Considerations Requests for VR in advance Chain of custody Transport conditions/temperature Procedures in the event study product is not delivered Collection and transport of used/unused VR Documentation

Source Documentation Considerations No completed CRFs or other source documents should leave clinic Blank CRFs and staff notes summarizing source documents may be taken

Preparing for an Off-Site Visit

Scenario One week after her M4 visit, a participants VR came out accidentally and fell into the toilet. It is still 3 weeks until her next scheduled visit. The IoR/designee decides to deliver a new VR as part of an interim visit in order to ensure ring coverage until her next scheduled study visit. -What do you need to check/review before going? -What materials do you need? -Who is going? -Where will the visit be? -What are the minimum procedures required to dispense study product? How will these procedures be accomplished off-site?