NWOL IRB Participant Intake Guide

Before accessing the NWOL IRB Intake system, you must register your practice at https://portal.nwol.com/.

How to Register Your Account

1. Go to https://portal.nwol.com/
2. Click Register Your Practice (below the Sign In button)
3. Fill in all required registration fields
4. Click Register Practice
5. Wait for the confirmation message: "Account created successfully! Redirecting to the login page…"

Registration Fields

Field	Description	Required
Practice Name	Your clinic's legal name (e.g., Sunrise Family Clinic LLC)	✅ Yes
First Name	Your first name	✅ Yes
Last Name	Your last name	✅ Yes
Email Address	Valid email address (e.g., michaeljohnson@email.com)	✅ Yes
Confirm Email	Re-enter email address	✅ Yes
Practice Phone	Clinic phone number (e.g., 214-555-7890)	✅ Yes
Password	Strong password (8+ chars, uppercase, lowercase, number)	✅ Yes
Confirm Password	Re-enter password	✅ Yes
I confirm authorization	Checkbox to confirm authorization	✅ Yes
I agree to Terms & Privacy	Checkbox for Terms & Privacy	✅ Yes

What Happens After Registration

Step	Who	Action
1	System	Creates your account
2	System	Sends welcome email to your registered address
3	System	Redirects you to the login page

Overview: After registration, log in to the portal using your registered credentials.

Login Steps

1. Go to https://portal.nwol.com/
2. Enter your Email Address
3. Enter your Password
4. Click Sign In

Overview: The Dashboard is the first page you see after logging in. It provides an overview of all your practice locations.

Section	Description
Welcome Message	"Welcome back, [Your Name]."
Location Count	Total locations (e.g., "1 Location")
Practice Name	Your registered practice name
Practice Locations Card	List of all clinic locations with Manage / Edit buttons
Add New Location Button	Button to add additional practice locations

Overview: Before completing the IRB intake form, you must add your practice location.

How to Add a New Location

1. From the Dashboard, click Add New Location
2. Fill in all required location fields
3. Click Add Location

Add New Location Fields

Field	Required	Description	Example
Location Name/Nickname	✅ Yes	Name to identify this location	Main Clinic
Street Address	✅ Yes	Full street address	1234 Elm Street North
Address Line 2	Optional	Suite, unit, building	Suite 205
State, City, ZIP	✅ Yes	Select state → city → ZIP	Texas → DALLAS → 75201
Number of Providers	Optional	Total providers at this location	2

Overview: You can edit location details at any time from the Dashboard.

Steps:

1. From the Dashboard, click Edit on the location card
2. Update any fields as needed
3. Click Update Location

Editable Fields:

Field	Description
Location Name/Nickname	Name to identify this location
Street Address	Full street address
Address Line 2	Suite, unit, building, floor
State, City, ZIP	Select state, city, and ZIP code
Number of Providers	Total providers at this location
Set as Primary Location	Checkbox to designate as the primary location

Overview: After adding a location, you can start the IRB Participant Intake form. This form defines your treatment programs and marketing strategy.

How to Access the IRB Intake Form

1. From the Dashboard, click Manage on the location card
2. Under Intake Forms, find IRB Participant
3. Click Start Intake

Form Details:

Detail	Value
Total Sections	7 Sections
Indications	Pain, Orthopedic, Wound Healing
Estimated Time	15–20 minutes

Important Rules

Rule	Description
All sections mandatory	You must complete ALL 7 sections
No skipping required fields	All required fields must be filled before proceeding
Dynamic fields	Additional fields appear based on your selections
Save & Continue	Each section has a Save & Continue button
Back button	Each section has a ← Back button to return to previous section
Must save to proceed	You cannot move forward without saving the current section

Overview: The first section of the IRB intake form collects basic practice information. IRB Step 1 of 7.

Practice Information Fields:

Field	Required	Example
Practice Name	✅ Yes	Sunrise Family Clinic
Website URL	Optional	https://SunriseFamilyClinicTest.com
First Name	✅ Yes	Michael
Last Name	✅ Yes	John
Email	✅ Yes	michaeljohnson@email.com
Phone	✅ Yes	United States (+1) 214-555-7890

Practice Type (Check All That Apply)

• Orthopedic
• Sports Medicine
• Pain
• Physical Medicine & Rehab
• Primary Care / Family Practice
• Chiropractic
• Podiatry
• Wound Care Center
• Multi-specialty Group
• Other (specify)

How Did You Hear About the IRB Program?

• Direct Outreach
• Colleague Referral
• Website / Social Media
• Conference / Tradeshow (specify)
• Other (specify)

Overview: This is the most critical section. It defines your treatment focus, patient populations, and services. Your selections drive all downstream marketing strategy. IRB Step 2 of 7.

Study Focus Options:

Focus	Coverage
🔵 Orthopedic	Joint conditions, body parts treated, patient activities, targeted marketing campaigns
🔴 Pain	Chronic pain conditions, demographics, pain etiology, treatments, outcome metrics
🟢 Wound Healing	Wound types, chronicity, average size, patient populations, treatments offered

🔵 Orthopedic Details (if selected)

1. Body Parts Treated

• Shoulder
• Elbow
• Wrist / Hand / Fingers
• Hip
• Knee
• Ankle / Foot / Toes
• Spine (cervical/thoracic/lumbar)
• Other (specify)

Shoulder Conditions

• Rotator cuff tendinopathy/tear
• Frozen shoulder (adhesive capsulitis)
• AC joint arthritis
• Shoulder instability
• Impingement syndrome
• Bicipital tendinopathy
• Glenohumeral osteoarthritis
• Other (specify)

Hip Conditions

• Hip osteoarthritis
• Gluteal tendinopathy
• Labral tear
• Trochanteric bursitis
• Femoroacetabular impingement (FAI)
• Piriformis syndrome

Knee Conditions

• Knee osteoarthritis
• Patellofemoral pain syndrome
• Patellar tendinopathy (Jumper's knee)
• Baker's cyst
• Meniscal tear
• MCL/LCL sprain
• Quadriceps tendinopathy
• Iliotibial band syndrome

Spine Conditions

• Cervical radiculopathy
• Spinal stenosis
• Degenerative disc disease
• Sacroiliac joint dysfunction
• Lumbar radiculopathy/sciatica
• Herniated disc
• Facet joint syndrome
• Scoliosis

2. Top 3 Orthopedic Patient Indications

Rank	Description	Example
1st (Most common)	Primary indication	Knee pain with limited mobility
2nd	Secondary indication	Lower back pain (lumbar strain)
3rd	Tertiary presentation	Shoulder rotator cuff injury

3. Patient Activities / Lifestyles

• Golfers, Runners, Swimmers
• CrossFit athletes, Skiers/snowboarders
• Desk workers, Tennis players
• Cyclists, Weightlifters, Pickleball players
• Construction/labor workers
• Retired/aging population
• Other (specify)

4. Targeted Marketing Campaigns (Select Up to Three)

Priority	Example
1st target group	Desk workers
2nd target group	Construction workers
3rd target group	Runners

🔴 Pain Details (if selected)

1. Pain Conditions

• Chronic back pain
• Neck pain
• Neuropathic pain
• Fibromyalgia
• Complex Regional Pain Syndrome (CRPS)
• Migraines / Headaches
• Pelvic pain
• Post-surgical pain
• Cancer-related pain
• Other (specify)

2. Top 3 Pain Patient Presentations

Rank	Example
#1 Most common	Joint pain (knee/shoulder)
#2 Second most common	Post-surgical pain
#3 Third most common	Chronic lower back pain

3. Typical Age Demographic

• Under 30
• 30–45
• 46–60
• 61–75
• 75+

4. Pain Etiology

• Sports-related pain
• Occupational injuries
• Age-related degeneration
• Post-traumatic pain
• Auto accident injuries
• Other (specify)

5. Treatments Offered for Pain

• Medications (NSAIDs, opioids, etc.)
• Physical therapy
• Chiropractic care
• Acupuncture
• Nerve blocks
• Epidural steroid injections
• Radiofrequency ablation
• Spinal cord stimulation
• Regenerative medicine (exosomes, PRP, etc.)
• Other (specify)

6. Most Requested Pain Treatment

7. Pain Outcome Metrics Tracked

🟢 Wound Healing Details (if selected)

1. Wound Types

• Diabetic ulcers
• Venous stasis ulcers
• Arterial ulcers
• Pressure ulcers (bedsores)
• Surgical wounds (non-healing)
• Traumatic wounds
• Burns
• Radiation wounds
• Other (specify)

2. Wound Chronicity

• Acute (less than 4 weeks)
• Subacute (4–12 weeks)
• Chronic (more than 12 weeks)
• Mixed

3. Average Wound Size

• Small (less than 2 cm²)
• Medium (2–10 cm²)
• Large (10–50 cm²)
• Very large (more than 50 cm²)

4. Patient Populations

• Diabetics
• Elderly
• Immobile / bedridden
• Post-surgical patients
• Trauma patients
• Vascular disease patients
• Other (specify)

5. Treatments for Wound Healing

• Standard wound care (cleaning, debridement, dressing)
• Negative pressure wound therapy
• Hyperbaric oxygen therapy
• Growth factor therapies
• Skin grafts / substitutes
• Regenerative medicine (exosomes, etc.)
• Other (specify)

6. Biggest Challenges in Wound Healing

🔢 Final Fields — Mandatory for All Focuses

Field	Description	Example
Monthly Patient Volume — Pain	Pain patients per month	80
Monthly Patient Volume — Orthopedic	Orthopedic patients per month	20
Monthly Patient Volume — Wound Healing	Wound patients per month	40
% Candidates for Regenerative Medicine	Percentage of patients eligible	26–50%

Overview: Define your service area, target radius, and local competitors. IRB Step 3 of 7.

Geographic Targeting Fields:

Field	Required	Example
Primary Service Area	✅ Yes	DALLAS
Secondary Service Areas	Optional	ARLINGTON, IRVING, PLANO
What radius to target?	✅ Yes	10 MILES
Prioritize cities, zip codes, or both?	✅ Yes	Both
Select cities/suburbs to prioritize	If applicable	ARLINGTON, DALLAS, PLANO
Local competitors	Optional	Baylor Scott & White, Texas Health Resources

Overview: Define your typical patient demographics, gender mix, insurance types, and acquisition metrics. IRB Step 4 of 7.

Patient Demographics Fields:

Field	Options	Example
Primary Patient Age Demographic	Under 18, 18–30, 31–45, 46–60, 61–75, 75+	31–45, 46–60, 61–75
Patient Gender Mix	Mostly Male, Mostly Female, Even Mix	Even Mix
Primary Insurance/Payment Types	Medicare, Medicaid, Private Insurance, Self-pay/Cash, Mix	Medicare, Private Insurance, Self-pay/Cash
Average New Patient Acquisition Cost	Dollar amount	$150
Current Patient Lifetime Value	Dollar amount	$2,000

Overview: Define your marketing history, channels, online presence, and budget. IRB Step 5 of 7.

Marketing Channels

Field	Example
What marketing channels have you used?	Google Ads, Facebook/Instagram Ads
What has worked best?	Google Ads and Facebook campaigns
What has not worked well?	Print advertising and billboards

Online Presence

Field	Example
Existing Google Business Profile?	No
Active social media accounts?	None
Send patient newsletters?	No

Goals & Budget

Field	Example
Primary goal for marketing program	Increase new patient volume
Monthly marketing budget	$2,500 – $5,000

Current Online Presence

Field	Example
Website platform	WordPress
Previous or current SEO provider	None
Existing directory profiles	None

Overview: Define your practice personality, brand guidelines, logo, and messaging preferences. IRB Step 6 of 7.

Branding Fields:

Field	Options	Example
6.1 Practice personality	Professional/Clinical, Warm/Compassionate, Cutting-Edge/Innovative, Authoritative/Expert, Friendly/Accessible, Holistic/Natural, High-End/Premium, Other	Warm/Compassionate
6.2 Brand guidelines or colors/fonts?	Yes, No, Not sure	No
6.3 Have logo files?	Yes, No	Yes
Upload logo files	File upload	.pdf, .png, .jpg accepted
6.4 Existing marketing materials?	Yes, No	No
6.5 Messaging to avoid	Free text	Avoid unrealistic claims, guaranteed results
6.6 Patient testimonials or before/after photos?	Yes (upload), No	No

Overview: This is the final section before submission. Review all information carefully before submitting. Final IRB Step (7 of 7).

Final Review Fields:

Field	Example
7.1 Staff to feature	Dr. Michael Johnson (Medical Director), Primary Care Team
7.2 Upcoming events	Community health awareness events, free consultation days
7.3 Current promotions	New patient consultation discount, seasonal wellness offers

7.4 Questions Patients Ask Before Scheduling

• Insurance coverage / cost
• Recovery time / downtime
• Success rates / outcomes
• Alternative treatment options
• Pain level / discomfort
• Other (specify)

7.5 Common Objections from Patients

• Cost / Insurance coverage
• Time commitment / recovery
• Fear / anxiety about procedure
• Unsure if treatment will work
• Need to research / trust issues
• Other (specify)

7.6 Approval Process

• Single person (you or one designee)
• Multiple people
• Committee / Board review
• Not sure yet

7.7 Approval Turnaround Time

• 24–48 HOURS
• 3–5 BUSINESS DAYS
• 1 WEEK
• MORE THAN 1 WEEK

7.8 Additional Notes

Signature Fields

Field	Required	Example
Completed By (Name)	✅ Yes	Michael John
Date	✅ Yes	30/04/2026
Signature (Type full name)	✅ Yes	Michael Johnson

Overview: Once you submit, the system processes your IRB intake information.

What Happens Next:

Step	Action
1	IRB form status changes to SUBMITTED
2	Data saved securely
3	Redirected to the Dashboard
4	Location card shows "SUBMITTED"

Overview: You can review your submitted IRB intake form at any time.

Steps:

1. From the Dashboard, click Manage on the location card
2. Under IRB Participant, click View Submitted
3. Review all 7 sections with your submitted data

Overview: You can edit and resubmit your IRB intake form after initial submission.

Steps:

1. From the Dashboard, click Manage on the location card
2. Under IRB Participant, click View Submitted
3. Navigate to any section you want to update
4. Make your changes
5. Click Save & Continue through each section
6. Go to Section 7 (Review & Submit)
7. Click RESUBMIT

Overview: You can add multiple practice locations, each with its own IRB intake form.

Steps:

1. From the Dashboard, click Add New Location
2. Fill in all required location details
3. Click Add Location
4. New location appears on your Dashboard
5. Click Manage on the new location card
6. Click Start Intake under IRB Participant
7. Complete all 7 sections for the new location
8. Click SUBMIT FINAL

Overview: A quick recap of the key rules and best practices for the NWOL IRB Participant Intake.

Completion Checklist:

#	Checklist Item
1	✅ 7 Sections mandatory — all must be completed
2	✅ No field should be skipped
3	✅ Dynamic fields appear based on selection
4	✅ You can edit anytime after submission
5	✅ Save & Continue on each section
6	✅ Back button available on each section
7	✅ Cannot proceed without saving current section
8	✅ Data helps create a better marketing strategy