tools offered by partners ecare research core (perc) - harvard catalyst · 2018. 3. 2. ·...
TRANSCRIPT
Tools Offered by
Partners eCare Research Core
(PeRC)
Presented by:
Adrian Zai, MD, PhD, MPH
Holly Barr-Vermilya, MHA
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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
Confidential – do not copy or distribute 5
Demystifying Epic jargon Around data
Confidential – do not copy or distribute 6
Demystifying Epic jargon Around data
Confidential – do not copy or distribute 7
Demystifying Epic jargon around data
Confidential – do not copy or distribute 8
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
Confidential – do not copy or distribute 9
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.
Confidential – do not copy or distribute 1010
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.
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Patient recruitment for research via Epic
Confidential – do not copy or distribute 12
PeRC Patient Recruitment Services
• Customized Screening Reports
• Prospective Patient Identification (Registry)
• Real-Time Notification of Eligible Subjects
• Patient Recruitment thru Partners Patient Gateway
Confidential – do not copy or distribute 13
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.
Confidential – do not copy or distribute 14
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.”
Confidential – do not copy or distribute 15
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.
Confidential – do not copy or distribute 16
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.
Confidential – do not copy or distribute 17
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
Confidential – do not copy or distribute 19
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
Confidential – do not copy or distribute 20
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