Clinical Research Tools and Workflow in EPIC

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Explore the workflow and tools available in EPIC for clinical research, including requesting study builds, associating patients with studies, viewing study associations, and utilizing the Reporting Workbench for customized reports. Learn how to manage research records, link patients to studies, and access data efficiently within the EPIC system.

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Uploaded on Oct 08, 2024 | 0 Views

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EPIC Tools for Clinical Research Shara Power, RN, BSN, OCN Application Developer, EPIC Beacon Oncology UIHC Healthcare Information Systems

Request Your Study to be Built in EPIC To be able to associate patients to research studies in EPIC, you must first have a study specific research record created. Please submit your request via the I-CART system managed by ICTS https://i-cart.icts.uiowa.edu

Research Studies Activity: Associate Patients to Your Study Once a research record has been created, you can associate your patient You must be listed as part of the study team to complete this action (i.e. PI, Coordinator, Research Nurse etc) Patients can be associated via the Research Studies Activity. o Search for your study by IRB #

Research Studies Activity: Associate Patients to Your Study Complete Appropriate Fields 1. Coordinator 2. Status (required) 3. Active Start Date (required) 4. Comments

Research Studies Activity: View Study Associations Utilize the Research Studies Activity to view current study association details 1. View Study Description and Enrollment Comments 2. See past changes

Research Studies Activity: View Study Associations Utilize the Research Studies Activity to view past study association details o By default, the Research Studies Activity only displays Active associations. Utilize the Show boxes to see other associations.

Clinical Tools for Research: Reporting Workbench Utilize Reporting Workbench reports customized to your study to find patient visits or monitor all enrolled patients For assistance in creating a Reporting Workbench report for patients enrolled in your clinical trial, please submit an ESC request. https://service.healthcare.uiowa.edu/CherwellPortal/UIHCPortal RWB reports are not appropriate for extracting large amounts of de- identified clinical data on study patients from EPIC. Those requests still need to be routed through ICTS workflows.

Clinical Tools for Research: Event Notifications Develop study specific event notifications. For example, be notified by an InBasket message when a patient on your study is admitted to the ED. To develop event notifications for a trial you manage, please contact Shara Power (shara-power@uiowa.edu). Please note this will require someone from the study team to be identify as a point of contact for development and maintenance.

Clinical Tools for Research: Recruitment Options Not every trial will qualify or benefit from EPIC recruitment development. Best Practice Advisories (BPA) o Your study must have approval for this type of recruitment from the IRB o Enrollment criteria must exists as discrete data fields in EPIC o Requires someone from the study team to be a point of contact for development and maintenance o Contact Shara Power (shara-power@uiowa.edu) to start the process MyChart Questionnaires o Opportunities exist for MyChart to be utilized for patient entered questionnaires for data and potentially recruitment o Your study must have approval for this type of recruitment from the IRB o Enrollment criteria must exists as discrete data fields in EPIC o Requires someone from the study team to be a point of contact for development and maintenance o Contact Shara Power (shara-power@uiowa.edu) to start the process