tools offered by partners ecare research core (perc) - harvard catalyst · 2018. 3. 2. ·...

Tools Offered by

Partners eCare Research Core

(PeRC)

Presented by:

Adrian Zai, MD, PhD, MPH

Holly Barr-Vermilya, MHA

2

AGENDA

Who are we

Services offered

1. Epic data extracts

2. Patient recruitment

3. Optimizing data collection in Epic

Use case examples

Confidential – do not copy or distribute 33

PeRC = Epic EHR + Research

The Partners eCare Research Core (PeRC) is a

core service offered by Partners eCare to support

the Partners research community.

The Epic EHR can be used to assist you in

identifying, recruiting patients, and collecting

data for your research studies conducted at

Partners HealthCare.

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1. Epic data extracts for research


Demystifying Epic jargon Around data


Demystifying Epic jargon around data


Epic data vs. other sources of research data at Partners

Epic Data

From

Clarity

RPDR (Partners

Research)

EDW (Partners

Population Health)

D4Q (MGH Quality and

Safety)

Many other Operational

Clinical Databases

self-service


2 Key reports from Epic

1. Epic Reporting Workbench Reports: This service enables researchers to pull data from Epic (shadow database) via a customized report as frequently as needed. These reports will identify patients (in Epic within the past 30 days) based on your pre-established criteria. This type of report is more conducive to researchers who need to intervene on patients in real-time. Estimated hours: 10 -20.

2. Epic Clarity Reports and Data Extracts: This service enables researchers to receive a file containing large amounts of Epic data (from the clarity database) that can be a one-time extract or scheduled to be automatically uploaded every week or month to a study Secured File Area. In comparison to a Reporting Workbench report, this type of extract is geared towards large volume of analytical data. Additionally, a file containing study MRNs can be imported into Clarity and data for study participants can be extracted through Clarity. Estimated hours: 20-80.


PeRC = Epic EHR + Research

In order to obtain any research data from Epic,

researchers must go through PeRC.

Visit http://perc.partners.org to start the process.

You must receive IRB approval prior to

requesting Epic data for research.

http://perc.partners.org/

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Patient recruitment for research via Epic


PeRC Patient Recruitment Services

• Customized Screening Reports

• Prospective Patient Identification (Registry)

• Real-Time Notification of Eligible Subjects

• Patient Recruitment thru Partners Patient Gateway


Customized Screening Reports

• PI and study teams receive a customized Epic report (Reporting

Workbench) that will identify patients who are potentially eligible for the

study.

• Epic production database is searched for eligibility. Patients returned

on report can be accessed via the Epic EHR.

• Report can be run for a 30 days at a time and as frequently as the

study team decides.


Customized Screening Reports Example

Title: Pragmatic Collaborative Care for Cardiac Inpatients with

Depression or Anxiety

PI: Christopher Celano, M.D. (MGH)

• Use case: Identify patients who are not on cardiac units who have

been admitted for an exacerbation of heart failure

• Feedback: “…the customized report has been working well. In the

past, we were unable to identify these people because it would have

taken too much effort for our staff members to go through every unit’s

census. So, it has streamlined that process significantly.”


Prospective Patient Identification

• A registry of potentially eligible patients can be created in

Epic and used to track a cohort of patients for up to 3

years. (Most expensive in terms of resources)

• Depending on the size of the registry and amount of data

requested, either an Epic Reporting Workbench Report

(RWB) or a Clarity report is created.


Real-Time Notification of Eligible Subjects

• Study teams can receive real-time Epic Inbasket messages, page and/or email tickler

notifying them when a potentially eligible patient has met their study criteria.

• This method leverages data/patients from the Epic production system and should be

used when you are trying to quickly identify eligible patients based on age, gender,

diagnosis, appointment, etc.


Patient Recruitment thru Partners Patient Gateway

• Study team can send patients, identified through Epic or the RPDR,

recruitment messages through Partners Patient Gateway.

• Study teams can send targeted research announcements through Partners Patient

Gateway to patients who have agreed to direct contact from researchers (RODY).

• Study teams can send a personalized electronic letter through Partners Patient

Gateway to patients who have not yet agreed to direct researcher contact after

provider permission has been obtained.

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Optimizing Data Collection in Epic


Optimizing Data Collection in Epic

Best Practice Alerts, Order Sets/Smart Sets, Flowsheets, and

Questionnaires are just a few tools that can be built within Epic and

leveraged to collect and integrate data for the Research Study into the

clinical workflow.

For example:

• BPA - Alerts can be built to incorporate scores from scoring tools or

other logic and then suggest to a provider that they need to order

something different

• Order Sets/Smart Sets - Groupings of orders can be built for each

study to ensure protocol adherence

• Flowsheets can be built to capture new values/content specific to the

study

• Questionnaires can be incorporated into epic or links to external

questionnaires can be embedded


Optimizing Data Collection in Epic Example

Title: Screening for Atrial Fibrillation in an Ambulatory Clinic

Population: The VITAL AF Trial

PI: Steven A. Lubitz, MD, MPH

• Use case: Implement a flow sheet approach in Epic through which medical assistants

can document whether a screening handheld ECG was performed or not, and whether

the result was normal or abnormal

• Components of the project:

• Eligibility Report built to capture Eligible Patients

• Rule built to automatically enroll patients to study who meet eligibility requirements

• Alert embedded within Health Maintenance to remind providers that an assessment

needs to be done

• De-identified barcode label to be scanned in by 3rd party device application

• New Flowsheet created to capture results from screening device

• Effectiveness Report created to capture the results of the study

Confidential – do not copy or distribute

Remember…

• Visit http://perc.partners.org for details and to connect with

the Partners eCare Research Core

http://perc.partners.org/

tools offered by partners ecare research core (perc) - harvard catalyst · 2018. 3. 2. ·...

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