Note: If you have any questions, please contact our Live Chat using the Help tab on the bottom right side of the screen in Smart Submit.
BEFORE YOU BEGIN
- We recommend saving your images on your computer's Desktop before attempting to upload. If your images are on CD/DVDs, network shared drives or external drives, use these video instructions to move them to your Desktop.
- Once your images are on the desktop, they need to be zipped. To learn how to zip, watch this video. After upload is complete, if you want to clean your desktop/computer of the image zip file, please refer to your local institution's data destruction policy for how to proceed.
THE UPLOAD PROCESS
1. Click Upload Images
While in the dashboard view, select the Upload Images button.
2. Select your zip folder containing the images
Click the Select File button. Navigate to the folder that contains the DICOM (or Non-DICOM files (e.g. DXA files, GI videos, etc.) case or cases you wish to upload. Double-click on the folder to select it.
3. Complete the Image Transmittal Form
The “De-Identify and Upload” screen shows summaries of all the cases in the folder you selected. You will see a list of cases that the application found in the folder you scanned. You may see an image preview on the right side, but not all procedures create these previews so do not be concerned if it does not appear.
The first step is to enter the primary identifiers for the trial: Subject ID, Trial ID, and Exam/Procedure. Check the patient name and date of imaging very carefully. If the date of imaging (aka "Study Date") does not match your records, you may have the wrong patient or incorrect timepoint/visit's images. If you are uploading an ultrasound, the date of imaging is also sometimes shown on the preview image.
After completing those fields, enter the Reason for Upload. Your choices are: "New Case", "Replacement Case" or "Safety Team Request". A replacement case is one in which you previously uploaded a case and now want to withdraw the original case and use a different data set in its place.
4. Enter Custom Fields(if present)
Some trials and procedures require additional information to be gathered for each case. The fields below the "Reason For Upload" are used to collect that information. Required fields are highlighted in red.
5. Enter the timepoint/visit information
The visit table will appear above the image preview window. Previous images that were uploaded for this trial, subject and procedure are shown in the table along with their study date. Hovering over the previous upload data will show you that case's current status.
If you select an unused visit, the box will turn purple and label the box as "Selected for Upload"
You can Replace a Case by clicking on the visit that was previously used. If you did not select Reason for Upload as Replacement Case you will be shown a warning with some options to resolve the discrepancy.
6. Warnings
The application screens your case for a number of possible issues such as duplicate images being submitted, or suspicious mismatches on the patient's identity.
7. Save
When done with the entire process, click the submit button on the bottom of the page and enter your e-signature information. The e-signature pop-up will appear:
8. Progress table and Confirmation
You will be shown the upload progress with a progress percentage. The average case takes 5-10 minutes depending on the size of the case and your bandwidth.
When you are done, you will be shown a confirmation screen with a list of cases you uploaded. The Clario ID serves as your primary ID for tracking the case.
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