Measured automatically — no staff effort
| KPI | How it is measured | Target |
|---|---|---|
| Enrollment data-entry timeWebsite form, gate-open to submit | Captured by the form itself and stored with each enrollment (DataEntrySeconds)Source: ClinicalEnrollments sheet | < 5 min |
| Retina IQ conversion% of research enrollments also requesting Retina IQ | RetinaIQRequested ÷ enrollments, straight from the database — no extra capture neededSource: SpectocularPatients sheet | track, no target yet |
| Consent-to-scan turnaroundDays from enrollment to signed packet upload | Enrollment SubmittedAt vs Documents UploadedAt timestampsSource: Documents register | same day |
| Imaging upload turnaroundDays from visit to DICOM/ZIP upload | Study-visit date vs imaging upload timestampSource: Documents register | ≤ 2 business days |
Captured on the daily paper sheet — the numbers the system cannot see
| KPI | Why paper | Target |
|---|---|---|
| Research conversionEnrolled ÷ patients approached | Patients who decline never enter the system, so the denominator only exists as a tally at the desk. This is the only way to measure conversion. | track, no target yet |
| Retinal imaging timeMinutes per patient on the camera/OCT | Happens on the device, off the website — start/stop times on the sheet | < 10 min |
| DICOM export + upload timeMinutes from export start to upload done | Export happens on the imaging workstation; only the upload end is visible to the system | < 10 min |
| ReworkEnrollments needing correction after submit | Corrections are conversations, not database events | 0 |
SpectOcular Daily Pilot Log
IRB #16201 · one sheet per clinic day
Patients approached about the study today (tick one mark per patient asked, whether or not they said yes):
Per-patient timings
| Subject ID | Imaging start | Imaging end | Export start | Upload done | Retina IQ? (Y/N) | Notes / rework needed |
|---|---|---|---|---|---|---|
End of day
| Approached (tally total) | Consented / enrolled | Declined | Retina IQ requested | Enrollments needing correction |
|---|---|---|---|---|
Data entry time is captured automatically by the enrollment form — do not time it by hand.File in the site research binder weekly.