eRecord-Research Project Faculty Advisory CommitteeSeptember 30, 2011

Outline

I. Overview of eRecord-Research Project

I. Goal

II. Scope

III. Organization

IV. Working Groups

II. Workplan and Progress to Date

III. Discussion

Goal of this project

• Identify specific approaches to utilizing healthcare information to improve support for biomedical research at URMC

Goal of this project

• Identify specific approaches to utilizing healthcare information to improve support for biomedical research at URMC

Goal of this project

• Identify specific approaches to utilizing healthcare information to improve support for biomedical research at URMC

Goal of this project

• Identify specific approaches to utilizing healthcare information to improve support for biomedical research at URMC

Goal of this project

• Identify specific approaches to utilizing healthcare information to improve support for biomedical research at URMC

Project Scope

• Temporary effort• targeting completion by year end

• End product: •Recommendations

•To URMC leadership•Research-related

•All clinical information systems are in scope, not just Epic

Organization

Team includes about 70 participants from SMD, SON, OCPE, ISD; many on >1 working group.

Steering Committee

Working Group APopulation-Based/HSR/

CER Studies

Working Group BPrivacy and Recruitment

Issues

Working Group CResearch Logistics and

Process Issues

Executive Committee

Faculty Advisory Committee

Steering Committee

Working Group A:T. Fogg (SC Chair), W. DiGrazio, M. Casale, L. Glance

Working Group B: E. Rubinstein, D. Healy, K. Featherly, A. Dozier

Working Group C: K. Jensen, A. Tatro, L. Saubermann, B. Graves, M. Keefer

At large:A. Bagchee

Roles and Responsibilities

• CTSI Leads - Organize WG deliberations

• eRecord Leads – supply system, technology and workflow expertise

• Faculty Leads - Advocate researcher perspectives

• WG members – supply on-the-ground knowledge of needs and desires; ideas for system, policy and workflow improvements

Topics List (unrefined)

• Data access policies• Data and resources needed to support population-based

observational studies• Hardware and software resources that are necessary to support

population-based studies and supporting resources (such as the Research Data Warehouse)

• Human and organizational resources that are necessary to support population-based studies

• Capturing patient authorization to be contacted by research staff and communicating that authorization to research staff

• Access to EMR for research purposes• Managing information about research participation• Use of electronic record to provide study descriptions to

patients • Including/excluding oneself from research requests• Provider control over prompts and other information regarding

patient eligibility for participation in research• facilitating and recording referral to recruiter

Example of Issue Development

Goal/Wish List (e.g. I want to be able to…, The system needs the capability to…, I’d like a

report that looks like…, I need data to support ______ analyses) Criteria (What is necessary to support this?) Recommendation

Process to identify current/future patients with or without condition of interest (to be used for feasibility assessment as well as identification of potential participants).

Mechanism to identify patients with condition of interest. Include optional functionality to list those who are expected for a clinical visit or are current inpatients.

Develop an approach for researchers to learn about incoming or present patients with or without condition of interest

Include a process that utilizes the clinical treatment team as gatekeeper for patient access

Develop a process for coordination among studies that seek the same patient populations, possibly paired with larger efforts to coordinate, regardless of mechanism (EMR+)

Identify process that research staff can use to identify eligible participants and balance patient privacy and communication with the primary care physician community. Create a source for tech support

Workplan

What WhoRecruit additional WG members as appropriate WGs

Refine Working Group scope WGs

Describe desired endpoints WGs

Align desired endpoints across Working Groups WGs, collab.

Gap analysis WGs

Preliminary recommendations WGs

Align recommendations across Working Groups WGs, collab.

Vet recommendations with URMC leadership SC, EC

Progress to Date

• ~70 team members from across the Medical Center• SharePoint site is live; accessible to all URMC personnel; used to store

background and working docs, agendas, minutes, schedules• Working Groups

• meeting weekly or bi-weekly• have refined their scope and list of issues• Group A is developing preliminary recommendations• Groups B and C have merged and are close to finalizing preliminary

recommendations• Steering Committee meets monthly• Executive Committee has met• Mini-seminar series to present information across all groups

• Data and workflows• i2b2 and research data warehouse• Best Practice Alerts and Viewing Information in the Clinical Chart• MyChart (forthcoming)

• Faculty Advisory Group is formed

Project Communications

• Listserv – anyone can subscribe• SharePoint – accessible to all URMC personnel• Seminar series

• advertised in CTSI Weekly Update• video-recorded and available on web

• Featured news items on CTSI website• Monthly feature in CTSI Stories newsletter

Where to get more information

Listserv:

eRecord_Research@lists.rochester.eduSign up here:

https://lists.rochester.edu/

click on “e-mail lists”, find eRecord_Research, and click “subscribe”

SharePointhttp://inside.mc.rochester.edu/sites/eRecordResearch/default.aspx