Retinal imaging equipment and staff training
Confirm image acquisition, export, and upload readiness before go-live.
Updated August 2026 to match the current pilot fleet and workflow. Supersedes the version formerly on the partner onboarding page.
- A. Image acquisition: Train key personnel to obtain a dilated color fundus photograph and structural OCT on the site's equipment. The current pilot fleet is structural-only — there is no OCT-A (per SOP-003 §3.1); OCT-A training applies only when an angio-capable device enters the study.
- B. Export and naming: Staff create the imaging ZIP per SOP-003 (OCT Export and Imaging Data Handling) — export, naming convention, and custody are all specified there, not here.
- C. Upload: The approved migration path is the document upload page — bookmark it on the imaging computer. Large DICOM/ZIP exports upload in the background in parts; files up to 512 MB are supported.
- Ask staff: "Do you anticipate any issues learning or performing dilated color fundus photography or OCT acquisition?"
- Confirm which staff members are primary and backup imaging personnel.
- Confirm images are captured consistently and pass the SOP-003 quality checks before upload.
Archived · for reference
EHR and healthcare data migration
Link longitudinal healthcare information with retinal imaging at each study visit.
SpectOcular’s core value is the ability to link retinal imaging with healthcare data over time. For the pilot, we anticipate study visits approximately every 6 months over 3 years. At each visit, staff should copy or migrate relevant healthcare information into the approved SpectOcular EHR/research record so the retinal image data can be interpreted in the correct clinical context.
What to captureActive diagnoses, medications, blood pressure, diabetes history, A1c, lipids, cardiovascular history, neurologic history, kidney disease history/labs, smoking status, and other systemic risk factors when available.
Best practicesVerify patient identity, DOB, clinic patient ID, and study subject ID before copying data. Avoid duplicate records and document the source/date of migrated information.
PrivacyUse only the approved SpectOcular workflow for PHI. Do not send PHI through non-secure consumer email or informal text messaging.
- At each visit, confirm that the correct subject ID is linked to the correct clinic patient record.
- Copy key healthcare information into the SpectOcular EHR/research record using the approved workflow.
- Document whether the information came from the patient interview, the OD chart, a PCP record, laboratory result, medication list, or another clinical source.
- Flag missing information that may need to be obtained from the patient, PCP, pharmacy, or outside records.