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Database FAQ

Find answers to frequently asked questions on this page.

Use the links below to jump to the answer you're looking for.


Q1: I've forgotten my database username or password - what should I do?

If you've forgotten your password, you can use the Forgotten Password page on our database. Enter your username and a new password will be emailed to you. If the email doesn't arrive within a couple of minutes, please check your spam/junk folder.

  • Passwords must include a number and a special character (such as !"£$%^&*()_+) - please copy and paste the new password from the email to ensure it is entered correctly.

If you've forgotten your username, and you've tried using your email address, please get in touch. If you provide us with your email address we will be able to find your account and tell you your username. Once you know your username, follow the process above if you have also forgotten your password.

Q2: My database account has been locked - what should I do?

For security purposes, we automatically lock all database accounts that have not been used within the last six months. If you need your account to be unlocked, please contact us via email.

Q3: What do I do if a patient did not attend (DNA) their follow-up visit, or if they have been discharged?

If a patient does not attend their appointment for a follow-up visit, you may not have any data to enter onto the BSRBR-RA database. In this case, it's best to let us know using the Feedback section so we can update the follow-up status to Missed / Data cannot be recorded. This helps to keep the database tidy, as it is clear when the patient has not attended, and the follow up will be removed from your list of overdue follow-ups.

Of course, if there is information from the notes applicable to the time period covered by the follow-up, please enter this onto the database. Remember to leave a note in the Feedback section to say that the patient did not attend, so we will not raise queries for the other missing data.

For patients who do not attend over a longer period or have been discharged, our standard practice is to liaise with you about changing the patient status to Not Attending or Discharged.

Q4: What is the 14-day edit window and how do I close it?

The 14-day edit window is the period of time that you are allowed to add and change data within a follow-up. Once this period ends, you will be able to view the data that has been entered, but you will not be able to change it. If you have noticed a mistake and the edit window is closed, please contact us and we will be able to help.

The 14-day edit window begins when you click Select to open a follow-up for the first time, and ends after 14 days unless it is manually closed. Once closed, it is transferred to an inbox monitored daily by the BSRBR-RA admin staff, who will check the information entered in the follow-up and raise any data queries if necessary. See our Avoiding Data Queries page for more information on how to make sure you incur as few queries as possible!

Manually closing the edit window means the follow-up will be checked sooner, usually within one working day of closing it. This might mean the patient notes are still available by the time any queries are raised, which could save time in solving the queries.

Close edit window screengrab



Q5: How do I enter drug doses?

For the following drugs, we need all dose dates:

  • MabThera (Rituximab), Rixathon (Rituximab biosimilar), Truxima (Rituximab biosimilar)
  • Remicade (Infliximab), Remsima (Infliximab biosimilar) and Inflectra (Infliximab biosimilar)
  • IV RoActemra (Tocilizumab)
  • IV Orencia (Abatacept)

To enter these dates, on the Biologic Targeted Therapy section, click the edit button -

 Dose image a


Add each dose date, dose and batch (if known) and click save -

 Dose image example b


When you have entered all dose dates for the follow up, click on Save Page -

 Dose image example c


Drug doses are commonly missed and queried – if this information is not available, please let us know by leaving a note in the Feedback/comments section to avoid a query being raised.

Q6: How do I switch a current participant to a new cohort?

If a patient is already registered with us and has started a new therapy, they may be eligible to be re-registered.  We need the following:

  • Start date/dose/frequency of the new therapy  (NB The therapy must be on the current eligibility checker).
  • A DAS28 from around the time the patient started the new therapy (or an indication of Low Disease Activity if the change is from an originator to biosimilar).
  • A new consent form.

If all this information is available, search under the current ID and when you are on the Patient Summary page, click on Switch Cohort

 Switch Cohort Image


You will be asked to complete the new therapy information. To complete the cohort switch request, click on -

 Request Cohort Switch Image ‌

We will then contact you about completing the process.

For more information on re-registering a patient, visit the Registration section of the website.

Q7: How do I indicate a dose/frequency change for a biologic or conventional therapy?

To represent a dose/frequency change on the BSRBR-RA database, please enter a stop date for the current course and enter a new course.  The stop reason for the original course can be set as Other, with the text "Dose change" or “Frequency change” entered in the details box, as shown below:

 Dose change image


Once you have entered the stop details, save the page, click the Add New button and enter the details of the new dosage/frequency. Save this page and you should see something similar to the image below: 

New dose frequency image

Q8: How do I report an Adverse Event (AE), or a Serious Adverse Event (SAE) such as death? / How do I add an Event of Special Interest form to the database?

For all of our information on Adverse Events and Serious Adverse Events, please see the following document on our database tutorials page: