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

2. 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

3. 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.
Search for your study by IRB #

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

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

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

7. Clinical Tools for Research: Epic Orders
Definitions
Medication Order
During Visit: Given during a visit at UIHC; will show on MAR for Nurses
After Visit: Prescriptions; will show on medication list for Patient
Procedure Order
UIHC Procedure Order: task completed at UIHC
Research Procedure order: task completed at study specific location
Smart Set/Order Set
Grouping of medication and procedure orders
Can be created specifically for your study or can use the generic RSH: Research Standard Orders
Treatment Plan/Infusion Plan
Created specifically for your trial and can only be used in CRU visits

8. Clinical Tools for Research: Epic Orders
Medication Orders
Study supplied medications will have an investigational (INV) medication record created in EPIC
Request is generated by Investigational Drug Services (IDS) Pharmacy and sent to the EPIC Pharmacy team for development
Once the record is approved by IDS, the INV medication record is available to be used in EPIC as well as placed in Smart Sets and Infusion Plans

9. Clinical Tools for Research: Epic Orders
Procedure Orders
Research specific procedure orders should be utilized when UIHC services are NOT involved in obtaining results.
Research specific procedure orders can only be found in Smart Set RSH: Research Standard Orders
Current Orders in the System:
Research Vital Signs
Research Non-Blood Collection
Research Weight
Research Body Measurement
Research Sample Processing only
Research POC Pregnancy
Research Bio-Nutrition-Dietary
Research Urine Collection
Research IV Placement
Research EKG
Research Blood Draw
Research PFT

10. Clinical Tools for Research: Epic Orders
Smart Sets/Order Sets
Best for studies that do not have frequently re-occurring visits. Can be used for any visit at UIHC.
Easily place multiple orders in the system in a “Future” status to be used when the patient checks into their research appointment
Can customize current Smart Sets on the fly with “Ad-hoc Orders”
Custom Smart Sets can be created for your study. Typically there is a 2-3 month turn around time.
Submit an ESC request under “Epic Assistance” then “Orders”. Be detailed in exactly what you need in your Smart Set for quicker turnaround.

11. Clinical Tools for Research: Epic Orders
Treatment Plans/Infusion Plans
Best for studies that have sequential visits to the CRU for treatment that are time dependent.
Allows you to set up an entire “plan” of therapy at one time. Can customize per patient need by adding and deleting orders.
Must be custom created for each trial. Turnaround time is about 1 month.
Submit an ESC request under “Epic Assistance” then “Orders”. Please specify “Treatment Plan” in request.
Copy of the protocol will need to be sent to Shara Power
Requires that a study team member communicate any order changes through an established workflow.

12. 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 under “Epic Assistance” then “I Need A Report”.
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.

13. 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 submit an ESC request under “Epic Assistance” then “Other Clinical Systems Functionality”. Please note this will require someone from the study team to be identify as a point of contact for development and maintenance.

14. Clinical Tools for Research: Recruitment Options
Not every trial will qualify or benefit from EPIC recruitment development.
Best Practice Advisories (BPA)
Your study must have approval for this type of recruitment from the IRB
Enrollment criteria must exists as discrete data fields in EPIC
Requires someone from the study team to be a point of contact for development and maintenance
Submit an ESC request under “Epic Assistance” then “Other Clinical Systems Functionality”.
MyChart Questionnaires
Opportunities exist for MyChart to be utilized for patient entered questionnaires for data and potentially recruitment

15. Additional Resources
EPIC Education A-Z site for Research

16. Additional Resources
Enterprise Service Center (ESC)