CiviCRM

Technical deployment tasks for CiviCRM

Use case description for Genvasc

Currently this page is a record of our deployment of CiviCRM - initially as a recruitment process manager for the GENVASC project.

The intention is to use drupal modules to deliver the 'LCBRU' version of civicrm. First, install civicrm. Then install the 'lcbru' module, which will create option group entries, custom fields, contact sub-types, potentially even contacts for GP surgeries, etc., in a consistent way. Then install the ice_messaging module.

briccsapp04.xuhl-tr.nhs.uk - test system
briccsapp05.xuhl-tr.nhs.uk - live system

Settings - display preferences Untick 'editing contacts' for: instant messenger, open id and website

CiviCRM Object Model

Contact Types

We can create sub-types which allow for specific custom fields and relationships to be built. This is most important to differentiate between staff (either LCBRU staff or external staff) and those who might be study subjects, who we will call 'contacts'.

Records can belong to more than one sub-type, but sub-types cannot be nested.

• Individual - Contact
• Individual - LCBRU staff
• Individual - Health worker (includes GPs, practice nurses, and LCBRU staff)

• Organisation - GP Surgery - each surgery can have multiple addresses for branch surgeries. Set branch surgery entries to 'other' location type, and the primary surgery as 'main'.

Custom fields for addresses

• ICE code - one per address of the surgery (branch surgeries have separate ICE codes)

Contacts

Contact entries for LCBRU staff are created automatically from the relevant drupal account. And the drupal account is created automatically at first log-in using LDAP. Smooth.

• Address - address doesn't automatically create via API when a contact is created.
  • State / Province - is replaced by 'county' during localization to UK
  • County - do not use (this is a different division than UK County

Custom fields for Contacts of sub-type 'contact'

• NHS number
• UHL S number

Custom fields for Contacts of sub-type 'health worker'

• GMC number (optional, only applies to GP)
• Practitioner code (optional, only applies to GP)
• ICE code (optional, only applies to GP or practice nurse)
• GCP training date - to help track renewals, this might be better being an activity

Custom fields for Contacts of sub-type 'GP Surgery'

• Practice code

Groups

• LCBRU staff (ACL group, to allow for ACL role of 'LCBRU staff' to have edit permissions on contacts etc) - could this be a 'SMART GROUP' based on the drupal account being in the associated drupal role 'LCBRU staff'? Needs to interact with the designated contact type.

Relationships

Contact A -> "GP is" -> GP B GP B -> "GP of" -> Contact A

Contact A -> "GP Surgery is" -> GP Surgery B GP Surgery B -> "GP Surgery of" -> Contact A

Use 'employer/employee' relationships to model GPs and practice staff to their respective GP Practices

Tags

How are we going to use 'tags'? For the time being delete all tags.

Option Groups

Option Groups provide extensible lists of available options for particular fields.

Gender is pre-set with 'Female', 'Male' and 'Transgender'. Added 'Not Specified' and 'Not Known' to match the NHS national codes.

Individual contact prefixes is pre-set with 'Dr', 'Mr', 'Mrs', 'Ms'. Added 'Professor'

Case type

Represents the study.

Needs custom fields to represent the study ID number? Since 4.2.0 custom fields can be attached to a specific case type. This works quite nicely but will need validating that it is unique before entry into the database.

Disable the sample case types. Create a new case type for 'GENVASC'.

Each case type requires an xml configuration file in /sites/all/civicrm_templates/CRM/Case/xml/configuration/
That directory needs creating, and then /sites/all/civicrm_templates directory needs to be specified in admin->system settings->directories

Cases

Represents the recruitment of a participant against a specific study.
Might need a revised webform template (profile) as some fields are not really relevant.

• Encounter Medium (represents the recruitment method) - needs an additional option for GP surgery.
• Location - not relevant, can be dropped.
• Details - not relevant, can be dropped.
• Subject - not relevant, can be dropped.
• Case type - drop down selection of study names (currently only GENVASC)
• Case status - defined six so far: pending(opened), recruited (opened), available (opened), declined (closed), withdrawn (closed), excluded (closed).
• Duration - not relevant, can be dropped.

Case roles

Currently the following defined for GENVASC: recruiter, venepuncturist, study administrator, study manager, lab processor, principal investigator.

• Case roles are a sub-set of available relationships, as follows:
  • Recruiter - B is 'Study Recruiter' of A. A is 'Recruited By' B.
  • Venepuncturist - B is 'Venepuncturist' of A. A is 'Blood Samples Taken By' B.
  • Study administrator - B is 'Study Administrator' of A. A is 'Study Subject' B.
  • Study manager - B is 'Study Manager' of A. A is 'In study managed by' B.
  • Lab processor - B is 'Laboratory Processor' of A. A is 'samples processed by' B.
  • Principal Investigator - B is 'Principal Investigator' of A. A is 'In study for P.I.' B.

Note: When the case is displayed, each role which is vacant is labelled with the 'B' relationship label, e.g. "Study Manager". This label stays in place even if the role is filled. However when the case is reloaded later, the label is changed to be the 'A' label, e.g. "In study managed by". This is OK but very confusing.

Activities

The standard GENVASC timeline consists of:

1. Recruit (in practice, recorded on civicrm retrospectively
2. Draw bloods (in practice, recorded on civicrm retrospectively
3. Register on civiCRM (from ICE messaging system) - record activities 1,2,3 at this point.
4. Fetch samples from pathology department
5. Check consent form details
6. Process bloods in LCB
7. 30 day status change to 'available'

-. Withdraw from study