Vault Coder Navigation Basics


The Vault Coder application consists of two main pages: the Summary page and the Listing page.

  • The Summary page lists all of the forms that are assigned to you for coding.
  • The Listing page lists the Code Requests for an individual coding Form. You perform coding in the Listing page.

Accessing Coder

To open Vault Coder, click the Coder tab in the top navigation bar. Depending on your permissions, Vault may open to this tab by default after you log in.

Vault Coder tab

About the Summary Page

Coder opens automatically to the Summary page. The Summary page lists the Forms requiring coding, including the Sponsor and Study for each Form, the form’s Status, the Dictionary and Synonym List assigned to a Form, and other high-level metrics.

Summary page listing AE, Medical History, and ConMed forms

Coding Forms:

  • WHODrug: Form for concomitant medications (medications that a patient is taking concurrently with the trial drug, while participating in the clinical study). Vault Coder uses the WHODrug dictionary with this type of form.
  • MedDRA: Form for the adverse events that subjects experience while taking the trial drug. Vault Coder uses the MedDRA dictionary with this type of form.
  • Medical History: General patient Medical History form.
  • Custom Forms: Any type of Form configured for coding.

Open a Form for Coding

To open a Form for coding:

  1. Click to open the Coder tab in the top navigation bar. Vault Coder tab

  2. In the Summary page, click a Form to open it. Select Form

  3. Vault Coder opens the Listing page. This page contains all the terms that require coding for the selected form.

Columns in the Form List

The Summary page’s Form list includes the following columns:

Column Description
Sponsor The name of the study’s Sponsor
Study This is the name of the Study that the Form belongs to
Form The type of form (WHODrug, MedDRA, Medical History, or a custom form)
Status The form’s Status (either Active or Inactive)
Dictionary The WHODrug or MedDRA dictionary release assigned to the Study
Synonym List The Synonym List assigned to the Form
Pending Coding Number of Code Requests in the Open, Uncoded, Noncurrent, and Updated statuses
Pending Review Number of Code Requests in the Autocoded status. Note that Vault Coder only fills the Pending Review column if the Review Autocoded Code Requests feature is enabled for your Study. Contact your coding administrator for details about this setting.
Open Queries Number of Code Requests that have an open Query
Approved Number of Code Requests in the Coded status. Note that if the Review Autocoded Code Requests feature is disabled for your Study, Vautl Coder fills this column with the number of Code Requests in the Autocoded status instead. Contact your coding administrator for details about this setting.

About the Listing Page

The Listing page is divided into three areas: the Code Request Listing, the Coding panel, and the Code Request Properties panel.

Code Request Listing

Each row in the Code Request listing represents a Code Request. By default, Code Requests are sorted in alphabetical order. From the Code Request Listing, you can search for Code Requests and select them for coding. You can also view details for each Code Request, including its coding status, assigned code, coding suggestions, query status, and note status. You can learn more about viewing Code Requests in this area here.

WHODrug Code Request Listing Columns

For WHODrug Forms, the Code Request Listing displays the following columns:

Code Request Listing for a WHODrug form
Code Request Listing for a WHODrug form
Column Description
Verbatim The exact term entered in a form used to describe a concomitant medication.
Indication A valid reason to use a medication.
Route The path by which a drug is taken into the body. Routes can include oral, injection, IV, sublingual, and topical.
Status The Code Request’s Status: Open, Uncoded, Noncurrent, Updated, Coded, or Autocoded.
Assigned Code This area contains the WHODrug code, once the term has been coded.
Suggestions Displays coding suggestions generated by Coder.
Queries Indicates if there is a Query for an individual Code Request, gives the status of the query, and shows the age of the query in days.
Notes Indicates if there is a Note for a Code Request.
Age (D) Age of the Code Request in days.

MedDRA Code Request Listing Columns

For MedDRA Forms, each Code Request in the Code Request Listing displays the following columns:

Code Request Listing for a MedDRA form
Code Request Listing for a MedDRA form
Column Description
Verbatim The exact term entered in a form used to describe an adverse event
Seriousness Indicates if the adverse event is serious or not
Status The Code Request’s status (Open, Uncoded, Noncurrent, Updated, Coded, or Autocoded)
Assigned Code After the term is coded, this column displays the code.
Suggestions Displays coding suggestions generated from the form’s assigned Synonym List
Queries Indicates if there is a Query for the Code Request. If there is a query, the query status icon indicates the query status and shows the number of days the query has been in that status.
Notes Indicates if there is a Note for a Code Request
Age (D) Age of the Code Request in days

For instructions on using the table see Using the Code Request Listing Table

Coding Panel

The Coding panel is located in the bottom portion of the Listing page. It contains the Suggestions and the Dictionary subtabs.

Suggestions Subtab

Once you select a Code Request in the Code Request Listing, Vault compares the properties of the selected Code Request) to records in the assigned dictionary. If Vault Coder finds relevant codes, it offers them as coding _Suggestions in the Coding panel’s Suggestions subtab.

Suggestions subtab for a WHODrug form
Suggestions subtab for a WHODrug form
Suggestions subtab for a MedDRA form
Suggestions subtab for a MedDRA form

Dictionary Subtab

After you select a Code Request in the Code Request Listing, Coder performs a search for the Verbatim of the selected Code Request in the appropriate dictionary and displays a list of the entries found, including codes for each entry, in the Dictionary subtab. The Dictionary subtab displays matching records from the appropriate dictionary release (WHODrug or MedDRA).

Dictionary subtab for a WHODrug form
Dictionary subtab for a WHODrug form
Dictionary subtab for a MedDRA form
Dictionary subtab for a MedDRA form

For further instructions on using the Coding Panel see Using the Coding Panel

Code Request Properties Panel

The Code Request Properties displays full details for the assigned code in the Assigned Code area. The panel also has three cards for Properties, Queries and Notes.

Code Request Properties panel for a WHODrug form with the Properties card selected
Code Request Properties panel for a WHODrug form with the Properties card selected
Code Request Properties panel for a MedDRA form with the Properties card selected
Code Request Properties panel for a MedDRA form with the Properties card selected