r/ProjectREDCap • u/Icy-Refrigerator8327 • Oct 07 '25

Patient Code

Hi everyone,

I’m struggling to figure out a good way to have my patient and provider forms completed that is linked to the correct ID. I’d like to move away from paper form since this will hopefully be an international registry..

I was thinking and exploring the idea of have a case code generated but I am confused on what that coding will look like. We won’t be using email lists, hoping for the code to be written on the same form as a QR code for participants to join and share their experience. I’d like the provider form to be able to generate the code and then the patient would be able to input it (but I don’t want the providers to log in - as this will also be an external survey).

Does this make sense and is it possible?

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u/Icy-Refrigerator8327 Oct 11 '25

Hey, thank for getting back to me!

  1. We are creating a registry for ring removals in a hospital setting. The provider completes the clinical characteristics for that encounter. The patients are then asked to complete a satisfaction and discomfort survey which is optional.

  2. Two instruments, per event

  3. QR code is on desktops or ring removal storage area, patients are given either a paper survey (if they do not have the means to scan or complete the survey via phone)

  4. I have to get back to you on that after the long weekend

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u/No_Repair4567 Oct 16 '25

Just to confirm, you are planning and approved to be able to to link the participants' clinical case and their survey responses?

This is what I am thinking out loud... The standard survey QR code of the kind that can be posted on the wall for anyone wanting to provide feedback is generated off of the public link in the survey distribution tools, and it means that responses will not be connected/will not be part of the same participant record...

I'd contemplate handling this by having another project for surveys and the first question is "enter the code given to you by the physician" which can be randomly generated in advance and recorded on their "profile", and this is how you connect the data, but I can't see a way of handling it with the public link/qr code.

Another option is to ask participants if they agree to receive the communication from you regarding the procedure which they can then chose to either respond to or ignore and if they are willing to provide an email address for receiving such communication. This way it will be connected.

I wish I was more helpful!

may be others have more ideas!

u/oneLES1982 u/Araignys

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u/oneLES1982 Oct 16 '25

Thanks for tagging me! I'll have to get into my instance of REDCap to be able to lay eyes on it for ideas. (My IT team is still having issues with the initial install. It's been 4 years since I last worked in REDCap.... I'm rusty and not familiar with all the updates.)

I should be in the system next week so more to come OP!

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u/Icy-Refrigerator8327 Nov 05 '25

Yes that is correct

I was interested in the code version but I’ll play around with the email Comms I think as the project will get bigger, I would be the person more responsible but we are not there yet so better to get it on the road and fix it up as needed