Draft Workflow

Incoming Communication

Site Initiation Visit Confirmation — Site 01 Brussels

Received: 18 Apr 2025 09:00 UTC

Site: 01 — University Hospital Brussels

From: Sofie Claes (Study Coordinator)

Classification

Logistics / Admin

Confidence: 95%

RULE-BASED vrules-v1.0

Classification Reasoning

Primary keyword match in subject: 'site setup'

Channel: email | Direction: in

Text Block Suggestions

1st — Device Supply Confirmation

Dear {{CONTACT_NAME}}, This letter confirms that a shipment of VascuPath 3F Interventional Catheter units has been disp...

Score: 1.60 | Category match: CAT-LOG; Phase match: any; Language match: en

formality=formal (+0.15); detail_level=thorough (+0.10)

2nd — Device Return Instructions

Dear {{CONTACT_NAME}}, As {{SITE_NAME}} (Site {{SITE_NUMBER}}) approaches the close-out phase of study PMCF-2024-CAT-00...

Score: 1.40 | Category match: CAT-LOG; Language match: en

formality=formal (+0.15); detail_level=thorough (+0.10)

Draft Response

Dear Sofie Claes,

This letter confirms that a shipment of VascuPath 3F Interventional Catheter units has been dispatched to University Hospital Brussels (Site 01) for use in study PMCF-2024-CAT-001.

Shipment Details:
- Shipment Reference: {{SHIPMENT_ID}}
- Dispatch Date: {{DISPATCH_DATE}}
- Expected Delivery Date: {{DELIVERY_DATE}}
- Carrier: {{CARRIER_NAME}}
- Tracking Number: {{TRACKING_NUMBER}}
- Quantity: {{DEVICE_QUANTITY}} units
- Lot Number(s): {{LOT_NUMBERS}}
- Storage Conditions: {{STORAGE_CONDITIONS}}

Upon receipt of the shipment, please complete the following:

1. Verify that the shipment contents match the enclosed packing list
2. Inspect all devices for damage during transit — do not use any device that shows signs of compromised packaging
3. Record receipt in your device accountability log, including lot numbers, quantities, and date of receipt
4. Store devices according to the conditions specified above and in the Instructions for Use
5. Return the signed Device Receipt Acknowledgment Form (enclosed) to MedCore Clinical Research within three business days

If the shipment arrives damaged, incomplete, or outside the specified storage conditions, please contact me immediately. Do not use any potentially compromised devices in study procedures.

Kind regards,
Sarah Mitchell
Clinical Research Associate
MedCore Clinical Research

Resolved 5 placeholder(s)

Unresolved: DISPATCH_DATE, LOT_NUMBERS, SHIPMENT_ID, STORAGE_CONDITIONS, DEVICE_QUANTITY, DELIVERY_DATE, CARRIER_NAME, TRACKING_NUMBER