Medical Director Portal Guide

Process Overview

Step	Action
1	Your Clinic Administrator adds you to the system.
2	You receive an email notification with account details and a secure setup link.
3	You click the link, set your password, and activate your account.

Email Contents

The notification email includes:

Field	Description
Clinic Name	Name of the clinic you are associated with
Clinic Code	Unique identifier for the clinic
Username	Your login username (usually your email)
Email	Your registered email address
Role	Physician
Setup Link	Secure link to create your password and activate your account

What to Do After Receiving the Email

1. Open the email titled "Welcome to Clinical Study Research – Physician Account Access."
2. Click the Set Up Your Password link inside the email
3. Create a secure password (follow the on-screen requirements)
4. After successful password creation, your account becomes active
5. You can now log in to the Doctor Portal using your email and the password you created

How to Log In

1. Go to the login page provided in your welcome email or navigate to https://clinicalstudyresearch.com/login
2. Enter your Email and Password
3. Click Login

Dashboard Overview

Overview: After logging in, you are redirected to the Dashboard. This is your main control panel.

Metric	Description
Total Patients	Number of patients assigned to you
Active Cases	Currently active patient cases under your care
Today's Follow-ups	Scheduled follow-ups due today
Recent Patients	Most recently added or updated patients

👉 The dashboard gives you a quick snapshot of your clinical activity.

Navigation Sidebar

The left sidebar contains the following sections:

• Dashboard – Main summary view
• Patients – Manage all assigned patients
• Documents – Access clinic documents

What you CANNOT see:

• Patients assigned to other doctors
• Data from other clinics
• Administrative settings

👉 If your clinic adds you as a doctor → you only see that clinic's patients and data.

4.1 How to View the Patients' List

Overview: The Patients page displays a table of all patients assigned to you.

Steps:

1. From the left sidebar, click Patients
2. The Patients Management page opens, showing a table of your assigned patients

What the Patients Table Displays:

Column	Description
#	Row number
PATIENT NAME	Patient's full name
EMAIL	Patient's email address
PHONE	Patient's contact phone number
AGE	Patient's age (calculated from Date of Birth)
GENDER	Patient's gender (Male/Female/Other)
STATUS	Active or Discharged/Inactive
ADMISSION DATE	Date the patient was added to the system
ACTION	View button (👁️) and Edit button (✏️)

Table Features:

Feature	Description
Search patients	Search bar to filter patients by name, email
Showing entries	Displays "Showing 1 to X of Y patients."
Previous/Next	Pagination buttons to navigate between pages

4.2 How to Add a New Patient

Overview: Add a new patient to your clinic. The system automatically sends a welcome email with a password setup link.

Steps:

1. From the left sidebar, click Patients
2. Click the Add Patient button (above the table)
3. Fill in the patient details:

Patient Demographics Form Fields:

Field	Description	Required
First Name	Patient's first name	✅ Yes
Last Name	Patient's last name	✅ Yes
Email Address	Patient's email address	✅ Yes
Confirm Email Address	Re-enter email to confirm	✅ Yes
Phone Number	Patient's contact number	✅ Yes
Date of Birth	Patient's date of birth (age auto-calculates)	✅ Yes
Sex	Male, Female, or Other	✅ Yes
Race / Ethnicity	Patient's race/ethnicity (e.g., White, Black, Asian, Hispanic)	Optional

4. Click Save Patient Demographics

4.3 Patient Email Notification Workflow (Automatic)

Overview: When you add a patient, the system automatically sends an email to that patient.

The email includes:

• Password setup link (secure link to create account password)

Account Setup Flow for Patients:

Step	Action
1	The patient receives the email with the secure setup link.
2	They click the link and create their account password.
3	After setup, the patient can log in to the Patient Portal.
4	Patients can submit follow-up questionnaires and track their progress.

4.4 How to Edit a Patient (Update Demographics)

Overview: You can edit patient information at any time. Note that email cannot be changed for existing patients.

Steps:

1. In the Patients table, locate the patient
2. In the ACTION column, click the Edit button (✏️ pencil icon)
3. The Patient Demographics form opens with all current information pre-filled
4. Update the necessary fields
5. Click Update Patient Demographics

What you can edit:

Field	Editable?	Notes
First Name	✅ Yes
Last Name	✅ Yes
Email Address	❌ No	"Email cannot be changed for existing patients."
Phone Number	✅ Yes
Date of Birth	✅ Yes	Age will recalculate automatically
Sex	✅ Yes
Race / Ethnicity	✅ Yes

After Editing:

4.5 How to Search for Patients

Overview: Use the search bar to find specific patients by name or email quickly.

Steps:

1. Locate the Search patients bar at the top of the Patients table
2. Type any keyword (e.g., patient name or email)
3. The table automatically filters to show only matching results

Search Examples:

• "John" – finds all patients with "John" in the first or last name
• "john@email.com" – finds a patient by email address

14.6 How to Delete an Entire Patient Record

Overview: You can delete the entire patient record. A confirmation modal appears to prevent accidental deletion.

Steps to Delete a Patient:

Step	Action
1	From the left sidebar, click Patients.
2	Locate the patient in the Patients table.
3	Click the Delete button (trash icon) in the Actions section.
4	A confirmation modal appears.
5	Click Yes, Delete to confirm deletion.
6	Click Cancel to abort and keep the patient.

Overview: From a patient's record, you can view, add, and manage clinical cases.

Features:

Feature	Description
View all cases of a patient	See complete case history.
Add new case	Create a new case for an existing patient.
Edit existing case	Modify case details as needed.
Track case progress	Monitor patient through treatment workflow.

How to Access Patient Cases:

1. From the Patients table, click the View button (👁️) next to a patient
2. You will see the Patient case page with all existing cases
3. From here, you can view existing cases or add a new one

Overview: Create a new clinical case for an existing patient. When you add a case with a Treatment Start Date and Follow-up Interval, the system automatically creates follow-ups and sends email notifications to the patient.

Steps to Add a Case

Step	Action
1	From the Patients table, click View Patient (👁️)
2	Click Add New Case
3	Fill in the required fields (see table below)
4	Click Save

Case Creation Form Fields

Field	Options / Description	Required
Case Title	Enter a descriptive title	✅ Yes
Study Focus	Wound Healing / Pain / Orthopedic	✅ Yes
Body Area	Enter area (e.g., Knee, Spine)	✅ Yes
Diagnosis Date	Select date	✅ Yes
Treatment Start Date	Select date (triggers follow-ups)	✅ Yes
Follow-up Interval	Weekly / Biweekly / Monthly	Optional (defaults to Weekly)
Description	Optional notes	Optional

Study Focus Options

Study Focus	Used For
Wound Healing	Chronic wounds, surgical wounds
Pain	Chronic or acute pain management
Orthopedic	Bones, joints, ligaments

Follow-up Interval Options

Interval	Schedule
Weekly	Every 7 days (default)
Biweekly	Every 14 days
Monthly	Every 30 days

Note: If no interval is selected, Weekly is the default.

Schedule Date & Due Date

Term	Meaning
Schedule Date	The day follow-up is created.
Due Date	Schedule Date + 3 days (patient has 3 days to complete)

Example:

Schedule Date	Due Date
April 23, 2026	April 26, 2026

Automatic Workflow (After Saving)

Step	Action
1	The system creates the first follow-up.
2	System sets Due Date = Schedule Date + 3 days
3	Email sent to patient with Due Date.
4	Patient completes questionnaire
5	Email & notification sent to you (the doctor)
6	Next follow-up is created automatically.
7	Process repeats automatically

Important Rules

Rule	Description
Treatment Start Date	Required for follow-ups to auto-create
Due Date	Always 3 days after the Schedule Date
Repeat	Follow-ups continue automatically
Next Follow-up	Created only after the patient completes the current one

Overview: After creating a case, click View Case. The system guides you through 9 sections in order. Each section must be completed before the next becomes available.

Case Workflow Tabs (All 9 Tabs)

The following tabs appear at the top of the case page:

Tab	Section
1	Consent
2	Baseline
3	Diagnosis & Condition
4	Treatment Details
5	Imaging Information
6	Adverse Events
7	Outcomes
8	Provider & Facility
9	Follow-Up

Important Follow-up Logic

Scenario	When Follow-up Creates
Treatment Start Date entered during case creation	Follow-up is created immediately
Treatment Start Date not entered during case creation	Follow-up is created when the Treatment Details page is saved

7.1 Tab 1: Patient Consent Document

Overview: Upload the patient's signed consent form. This is mandatory and must be completed before proceeding to other tabs.

Steps:

1. Click Upload or Choose File
2. Select the signed consent PDF file from your computer
3. Click Save

Supported file formats: PDF, DOC, DOCX, JPG, PNG

7.2 Tab 2: Baseline Information

Overview: Enter the patient's baseline clinical data.

Sections and Fields:

Section	Information Collected
Physical Measurements	Height (Feet/Inches), Weight (lbs.), BMI (auto-calculated)
Medical History	Comorbidities, Allergies, Prior Surgical Treatments, Smoking Status, Additional Notes
Medication History	Current Medications, Prior Medical Treatments

Steps:

1. Fill in all baseline fields
2. Click Save Baseline

7.3 Tab 3: Diagnosis & Condition

Overview: Add diagnosis details. Available fields depend on the Study Focus (Pain / Orthopedic / Wound Healing) selected during case creation.

Fields:

Field	Description
Condition Type	Primary diagnosis
ICD-10 Diagnosis Codes	Standard diagnosis codes
Infection Status	Present or Absent
Pain Type	Select from options (for Pain study focus)
Baseline Pain Score	VAS or NRS score 0-10 (for Pain study focus)
Notes / Comments	Additional diagnostic notes

Steps:

1. Fill in all diagnosis fields
2. Click Save Diagnosis & Condition

7.4 Tab 4: Treatment Details

Overview: Enter treatment information. This section triggers follow-up creation.

Fields:

Field	Description
Treatment Start Date	Date treatment began (critical for follow-ups)
Procedure Code(s)	Medical procedure codes
Product Type	e.g., Stem Cells, Exosomes
Product Source	e.g., Autologous, Allogeneic
Batch/Lot Number	Product identifier
Dose	Amount administered
Volume	Volume of product
Administration Method	e.g., Injection, Topical
Application Frequency	How often is treatment applied?
Treatment Notes / Comments	Additional notes

Steps:

1. Fill in all treatment fields
2. Click Save Treatment Details

7.5 Tab 5: Imaging Information

Overview: Upload imaging files and add findings.

Sections and Fields:

Section	Information
Type of Imaging	Select imaging modality (e.g., MRI, CT, X-ray, Ultrasound)
Timing	Baseline, Week 4, Week 8, or Week 12
Upload Imaging Files	Upload imaging files (PDF, DICOM, JPG, PNG)
Findings	Enter text OR upload findings document
Standardized Scoring	Enter text OR upload scoring document
Additional Notes	Optional clinical comments

Steps:

1. Select Type of Imaging and Timing
2. Upload imaging files (multiple files may be allowed)
3. Enter findings as text OR upload a document
4. Enter scoring as text OR upload a document (optional)
5. Click Save Imaging Information

7.6 Tab 6: Adverse Events

Overview: Record any adverse events. The risk categories shown are based on the study's focus.

Fields:

Field	Description
Adverse Event Description	Describe the event, symptoms, onset, and progression
Severity	Select severity level (Mild / Moderate / Severe)
Timing	e.g., within 24h, 7 days post-treatment
Causality	Relationship to treatment (e.g., Related, Unrelated, Unknown)
Outcomes	Describe resolution and interventions
Specific Risk Category	Select relevant risk categories from the dropdown
Additional Custom Risk	Enter any risk not listed

Steps:

1. Fill in all adverse event fields
2. Click Save Adverse Events

7.7 Tab 7: Outcomes

Overview: Enter treatment outcomes. Outcome measures are based on the study focus.

Fields:

Field	Description
Pain Reduction	Percentage of pain reduction (e.g., 0%, 25%, 50%, 75%, 100%)
Quality of Life	Patient-reported quality of life change (e.g., Much Worse to Much Better)
Functional Improvement	Describe improvements in function (free text)
Follow-Up Intervals	Select applicable intervals (4, 8, 12, 24, 52 weeks)

Steps:

1. Select Pain Reduction percentage
2. Select Quality of Life change
3. Enter Functional Improvement description
4. Select Follow Up Intervals that apply
5. Click Save Outcomes

7.8 Tab 8: Provider & Facility

Overview: Enter treatment facility and physician training information.

Sections and Fields:

Section	Information Collected
Treatment Facility	Clinic, City, State, Country, ZIP, FDA information, cGMP Certification, Consent Document, Additional Notes
Physician Training Documentation	Upload training documents (PDF, DOCX)

Buttons:

Button	Action
Reset	Clear unsaved changes
Save Provider & Facility Information	Save all data

Steps:

1. Fill in all facility fields (some may be auto-filled from your clinic profile)
2. Upload training documentation
3. Click Save Provider & Facility Information

7.9 Tab 9: Follow-Up

Overview: View follow-up schedules, track patient progress, and manually create or modify follow-up dates. This tab is where you manage all follow-up activities after treatment has started.

Follow-Up Table Displays:

Column	Description
#	Follow-up number
SCHEDULED DATE	Date follow-up was created (original or manually set)
DUE DATE	Scheduled Date + 3 days
STUDY FOCUS	Pain / Orthopedic / Wound Healing
STATUS	Scheduled / Completed / Late / Missed
COMPLETED AT	Date and time of submission (if completed)
ACTION	View Questionnaire button (when completed)

Available Actions:

Action	Description
Create Schedule	Manually create a new follow-up (overrides automatic schedule)
View Questionnaire	View patient responses (for completed follow-ups only)

How to Manually Create a Follow-Up (Override Automatic Schedule)

Steps:

Step	Action
1	Click the Create Schedule button
2	Enter the new Follow-Up Date
3	Add clinical notes (optional)
4	Click Save

Manually update the follow up:

System Behavior When You Manually Create a Follow-Up:

Step	Action
1	System checks for any existing automatic schedule.
2	The system creates your new manual follow-up with your selected date.
3	The system removes or replaces the original automatic schedule.
4	System sends Email to patient: "New follow-up scheduled."
5	System updates the Follow-Up table to show only your manual schedule.

How to View Completed Questionnaires

Steps:

1. Find the completed follow-up in the table (STATUS = "Completed")
2. Click the View Questionnaire button
3. Review all patient responses

Submitted Questionnaire:

How to View and Edit Data Across All Tabs

To view data:

• Click any tab (1-9) to see saved information

To edit data:

1. Click the tab you want to edit
2. Update the fields
3. Click Save at the bottom of the page

Quick Troubleshooting for Case Workflow

Issue	Solution
Cannot access other tabs	Complete Tab 1 (Consent) first.
Cannot view questionnaire	Patient has not completed follow-up yet.
Follow-ups not creating	Verify Treatment Start Date is entered in Tab 4
Need to change follow-up date	Go to Tab 9 (Follow-Up) and click Create Schedule.

The following emails are triggered during the case workflow. Each email template should be documented with screenshots.

Email #1: Follow-Up Ready (Sent to Patient)

Trigger: When a follow-up is created (automatically or manually)

Email #2: Questionnaire Completed (Sent to Doctor)

Trigger: When the patient submits the completed questionnaire

8.1 Overview

The Documents page allows you to access important clinic-related files.

Actions available:

Action	Description
View all available clinic documents	See the document library.
Download required files	Save documents locally
Access official clinical forms	Retrieve necessary forms

8.2 Document Visibility Rules

This means:

• Each clinic has its own document library
• Doctors from other clinics cannot access these documents
• If a distributor uploads documents, they appear in your Documents section

8.3 Types of Documents Available

Document Type	Format
Patient Consent Forms	PDF
Study Protocol Documents	DOCX / PDF
Distributor-uploaded files	Various formats
Other official clinic documents	PDF, DOCX

8.4 How to Access Documents

Steps:

1. From the left sidebar, click Documents
2. Browse the list of available documents
3. Click Download (⬇️ icon) next to any document to save it to your computer