New API Capabilities

1. Expanded Patient Data Capture & Data Validation: We have significantly expanded the createPatient and updatePatient endpoints to accept a wider range of patient data, allowing you to send richer, more complete referral profiles. The API now supports enhanced field validation to improve data integrity and reduce errors, ensuring your data adheres to predefined standards upon submission. This change enables you to send higher-quality data with fewer downstream issues.
2. Programmatic Document Attachment with Download Control: You can now programmatically attach critical files (like medical records) to your patient referrals, ensuring sites receive all necessary documents at the time of referral. Crucially, this feature gives you granular, sponsor-compliant control by allowing you to set a downloadable: true/false property for each document, which determines if the site user can download it.
3. New "Get Referral Trials" Endpoint We have released a new Get Referral Trials endpoint, which functions as a single source of truth for trial and site availability. This endpoint returns a complete list of all trials and their associated sites that a partner is configured to see. This enhancement is designed to eliminate the need for manual site trackers, saving your team significant time and operational overhead.
4. Structured Eligibility Summaries & Patient Status The createPatient endpoint has been enhanced to better communicate the value of your referrals. You can now send an eligibility summary that presents a concise overview about why the referral patient is a good match, linking their data directly to trial criteria.

New Documentation Structure

We have reorganized our developer documentation to make our API documentation more user-friendly. Here’s a quick summary of the changes you'll see:

• A Streamlined Left-Side Menu: We have simplified the main navigation. We removed the old "Referral Platform API" section and have focused all V2 and existing V1 endpoints into the new "Referral Endpoints" section. The main navigation now follows a more logical order:
  1. Authentication
  2. Referral Endpoints
  3. Site Lists Endpoints
  4. Reporting Endpoints
• Logical Endpoint Order: Within the new "Referral Endpoints" section, the endpoints are now ordered to match a typical workflow: 1) Create, 2) Upload, and 3) Update
• A Cleaner "Create Referral Payload": We've reorganized the documentation for our largest endpoint, the createReferral payload. Required fields (like primaryTrial, consent, and name) are now grouped at the top.
• Authentication Clarification: We've added a note to the "Authentication" section clarifying that the auth token lasts for one hour, so you only need to authenticate once per hour at most.
• New Endpoints and Properties: All new capabilities, such as the Get Referral Trials endpoint and the downloadable property for Upload Patient Documents, have been added to their respective locations within this new structure.

You can receive additional information from sites about your referral patients via this free text field including data like more details on reasons not screened, patient preferred language, additional visit date and outcomes, etc.

Please note that the trial associated to your RPI campaign must include a patient comments field on the patient log for this event to return information to you. The OneStudyTeam Partnerships and Integrations team can coordinate with you and the Sponsor to include this standard log question during trial set-up. The event is:

patientLogCommentsUpdated: additional patient comments are added / updated / removed

More information about event types is available at this link: Event Types

You can send UTM term and UTM content as additional recruitment source objects when sending the referral patient into StudyTeam. These values, along with utm source, medium, and campaign, flow to Sponsor reporting and help Sponsors understand recruitment tactics and optimal strategies to maximize the return on investment.

These fields can be found nested under the recruitmentSource object.

For more information, see the API documentation here.

If changes are made in your vendor portal to a referral patient's status and IxRS subject ID, you can send these fields into StudyTeam for Sites to help reduce administrative burden on sites and ensure your referrals are in an accurate status for sponsors.

The two additional fields that can be sent in the body of the update referral subject endpoint request to allow you to better keep referral subjects up to date are:

• ixrsSubjectId: Allows identification of patients between StudyTeam and IRT systems by adding, updating, or removing a new field called IXRS Subject ID.
  • This field can be sent in with an explicit null to clear it.
  • Note: This fields corresponds to subjectIdUpdated in the reporting events API stream.
• status: Ensures that StudyTeam accurately represents the progression of patients through recruitment and enrollment (e.g. First Visit Scheduled, In Screening, Screen Failure, Enrolled etc.) by updating a new field called Patient Status
  • Allowed statuses are:
    • potentialCandidate
    • preScreening
    • firstVisitScheduled
    • inScreening
    • enrolled
    • preScreenFailure
    • screenFailure
    • discontinued
    • completed

Optional Body Params for Update Referral Subject Endpoint

What has changed

In this update, the following body parameters sent to the update referral subject endpoint have been changed from required to optional - which enables an update to referral patients without passing the following body parameters:

• name
• telecom
• encounter

The full details of the body parameters can be found at Update Referral Subject Endpoint

What happens if optional keys are/aren't passed.

If keys are passed

• We update the referral and app for the site users.

If keys are not passed

• No change/update happens.

1. plannedScreeningDateUpdated: when the planned screening date is updated for your referral
2. subjectIdUpdated: when the subject id is assigned, updated, or removed from your referral. This replaced the subjectIdAdded and subjectIdRemoved event types which are now deprecated
3. inclusionExclusionCriteriaUpdated: when the inclusion or exclusion criteria is updated for your referral
4. reasonsNotScreenedUpdated: when the reasons for not being screened is updated for your referral

In an effort to align with the new race and ethnicity data collection standards of the Department of Health and Human Services, the original list of race and ethnicity values have been updated to the new OMB standard. Although the previous values will continue to be accepted, the new OMB categories will be reflected in StudyTeam. The new race and ethnicity OMB categories can be found in the field descriptions in the referral object documentation.

You can now retrieve reporting events when a subject id is assigned or removed from your referral.

The consent object is now required to submit a referral to StudyTeam.

You can now retrieve reporting events when your referral is added to another trial to which you have access.