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Data entry is the process of capturing participant information into structured questionnaires. This guide covers the mechanics of entering data in Carelane.

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Accessing Questionnaires

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From Participant Record

1

Open Participant

Navigate to the participant record.
2

View Pathway

See available questionnaires in the pathway view.
3

Select Questionnaire

Click on the questionnaire to open it.

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From Site Dashboard

View pending data entry tasks across all participants:
  • Filter by status (not started, in progress)
  • Filter by due date
  • Sort by priority

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Entering Data

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Basic Entry

1

Open Form

Open the questionnaire in edit mode.
2

Navigate Sections

Use the navigation to move between sections.
3

Fill Fields

Enter data into each field.
4

Save Progress

Click Save to preserve your work.

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Field Types and Entry

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Required Fields

Required fields are marked with an indicator:
  • Cannot complete the form until all required fields are filled
  • Validation shows which fields need attention
  • Optional fields can be left blank

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Saving and Status

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Save vs. Complete

Save frequently during data entry. You can return to complete the form later.

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Auto-Save

Forms may auto-save periodically. Look for the save indicator showing when data was last saved.

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Validation

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During Entry

Real-time validation shows:
  • Format errors (e.g., invalid date format)
  • Range violations (value outside min/max)
  • Required field indicators

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On Completion

When marking complete:
  • All required fields must be filled
  • All validation rules must pass
  • Warnings may allow override with confirmation

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Conditional Logic

Some fields appear based on conditions:
  • Answering “Yes” may reveal follow-up questions
  • Selecting certain options may show additional fields
  • Conditions are defined in the questionnaire design
Fields with conditions are hidden until their conditions are met. If you change an answer that triggers a condition, related fields appear or disappear accordingly.

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Calculated Fields

Some fields are auto-calculated:
  • Computed from other entered values
  • Cannot be manually edited
  • Update automatically when source values change
Examples: BMI from height/weight, total scores from subscales.

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Editing After Completion

Once completed, editing may be restricted:

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Before Verification

  • Site team can usually edit
  • Changes are tracked in audit trail
  • May require reason for change

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After Verification

  • Editing may require query resolution
  • Changes reset verification status
  • Study team approval may be needed
All changes to completed records are tracked in the audit trail. Always provide accurate reasons for corrections.

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Handling Missing Data

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Unknown Values

If data cannot be obtained:
  • Use designated “Unknown” options if available
  • Document why data is missing
  • Required fields cannot be left blank without explanation

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Not Applicable

If a field doesn’t apply:
  • Use “Not Applicable” option if available
  • Skip optional fields as appropriate
  • Conditional logic may hide irrelevant fields

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Keyboard Navigation

Efficient data entry using keyboard:

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Best Practices

Always verify data against source documents before entering.
Review entries before saving, especially numeric values.
If source data is unclear, add a note and raise a query if needed.
Enter data promptly after collection while information is fresh.

Questionnaires

Questionnaire structure and design.

Submission

Submitting completed data.