swap_callsWorkflows

Secure Video Capture & Scoring Data Journey

This page describes the end-to-end workflow for securely capturing a clinical video session, validating that sufficient data were collected, and completing post-visit scoring (with automated gating and notifications to ensure scoring occurs only when requirements are met), and tracking participant video data within the DCC infrastructure.

Workflow Safeguards#

  • Security: Video data is stored in and only accessible via a secure enclave.
  • Clear system separation: LassoSAFE handles secure media storage; Lasso manages workflow, status updates, and data.
  • Flexible scoring approaches: Support is provided for both software-assisted and manual scoring workflows.
  • Transparent tracking of scoring progress across all sites: All scoring actions and status changes (across sites, scorers, and instruments) are centrally tracked.
  • Auditability & traceability: Auditable trail linking is produced for video capture, metadata validation, notification timestamps, and scoring completion. This supports protocol compliance, monitoring, and remediation when re-capture is required.

Roles & Responsibilities#

Site Staff
  • Capture participant video according to protocol
  • Upload video to the secure enclave
  • Receive notifications when videos are ready for scoring
Secure Enclave (ETL+LassoSAFE)
  • Stores raw video data in a restricted environment
  • Prevents direct download or uncontrolled access
  • Transmits non-identifying metadata to the Lasso Platform
  • Hosts approved scoring tools (e.g., ELAN)
 Lasso Platform
  • Manages scoring assignments and task lists
  • Tracks scoring status at the instrument/visit level
  • Provides dashboards and query interfaces
  • Handles scored data ingestion and persistence
Clinicians / Scorers
  • Access videos only through the secure enclave
  • Perform scoring using approved methods
  • Submit scores back to the Lasso Platform

Systems & Data Handoffs#

  • LassoSAFE: Secure capture and storage of raw video recordings
  • Lasso Data Share: Receives non-identifying video metadata only
  • Lasso Launchpad: Enforces completion status and workflow gating; Drives automated notifications to scoring staff

Secure Enclave (ETL + LassoSAFE)

  • Data uploaded to LassoSAFE
  • Non-identifying metadata sent to Lasso

Lasso: Assignment

  • Clinicians notified of new data ready to score
  • Log into Lasso & view assignments

LassoSAFE: View & Score Videos

  • Open video in LassoSAFE viewer
  • Enter scores (ELAN or Lasso)
  • Submit scores to Lasso

Lasso: Status & Data

  • Mark scoring complete
  • Dashboard updated
  • Data available for query in Data Wrangler

call_splitLasso: Monitoring

  • Complete → workflow ends
  • Not yet → sends reminders/escalates, then rechecks

Workflow Details#

STEP 1 - Video Capture and Upload#

Site staff collect video data from participants following study protocols. The acquisition form is opened in Lasso, and the Zoom session is hosted and recorded within LassoSAFE, a secure enclave environment. The recording is automatically saved to LassoSAFE upon the end of the call; raw video never enters the Lasso Platform directly.

STEP 2 - Secure Enclave Intake and Metadata Extraction#

This step decouples video storage from workflow orchestration. Once the video is received by LassoSAFE, non-identifying metadata, including file size, duration, and timestamps, are extracted and transmitted to the Lasso Data Share via API.

STEP 3 - Completion Gate#

The LassoSAFE platform evaluates whether the recording meets predefined thresholds for size and duration to indicate sufficient capture. This gate prevents incomplete or unusable recordings from entering the scoring pipeline. Notifications are generated automatically by Launchpad based on gate outcomes.

  • If threshold is met: The measure is marked COMPLETE in Launchpad and a notification is sent to the Clinical Scoring Core to indicate that new videos are available for scoring.
  • If threshold is NOT met: The measure is flagged as INCOMPLETE / needs re-capture and the Clinical Scoring Core is notified that the file is insufficient (e.g., “file too small”). No scoring can proceed until re-capture occurs.
Gating & Notification Logic
  • Video sufficiency (size/duration): Enforced by the Platform; enables or blocks scoring.
  • Access to raw video: Enforced by LassoSAFE RBAC; limits access to authorized scorers.
  • Post-visit completion: Enforced by Launchpad; requires scoring submission.

STEP 4 - Clinical Scoring#

Clinicians log into the Lasso Platform to view videos with complete data that are pending scoring. Videos are opened in the secure enclave viewer (LassoSAFE) for scoring. Lasso manages scoring tasks and status, but does not host the videos. Two scoring paths are supported:

  • Tool-Based Scoring: Use ELAN, installed in LassoSAFE, and submits scores to Lasso through the secure Data API.
  • Manual Scoring: View videos in LassoSAFE and either enter scores into a Lasso form or upload a .txt file.

STEP 5 - Post-Visit Scoring Completion & Status Update#

Submission of the scoring form for a given participant visit marks Post-Visit Scoring as COMPLETE in Lasso Launchpad. This updates the Dashboard status and scored data becomes available via the Data Wrangler Query Tool for downstream QC, analysis, and release workflows.

STEP 6 - Monitoring and Notifications#

Lasso continuously evaluates scoring status via automated processes. The workflow ends once scoring is complete. If not complete, automated email reminders are sent every 7 days (for a configurable numbers of weeks). Study supervisors are notified if scoring remains incomplete.