epic information session - ictr · window for your rollout wave — bayview, wave 2 — jhh except...
TRANSCRIPT
Epic Information Session
Members of the Epic Clinical Research Team
Topics Covered Today• What is Epic, and why do I care?• My life on Epic. How clinical research
processes will change with Epic.• Rollout Schedule: What happens when,
and how it impacts you.• How to prepare. Everything you need to
know about training.
What is Epic and Why Do I Care?
What is Epic?• EMR (Electronic Medical Record) system• Also includes
— Scheduling and registration— Clinical documentation— Order entry— Pharmacy/Prescribing— Charge capture— Billing
• A one-stop shop
What is Epic Replacing? • Now (well, in April)
— Epic ’99
• By the end of 2013— EPR
• Eventually— Most clinical operations (Sunrise, ClinDoc,
ORIS, OCIS, POE, Eclipsys, etc.) and billing (KEANE) systems
How Will Epic Affect Research?• Scheduling and registration moves to Epic
2012— New role for CRMS in feeding data to Epic
• Ordering for clinical research— New processes and workflows for ordering
• Clinical documentation— Evolving requirements for documentation
Benefits of Epic for Research1. Research Indicator
2. Flagging orders & encounters
3. Research reports
4. Streamlined scheduling
5. Preference lists for ordering
6. Research registries
7. MyChart for PROs
8. Temp logins for study monitors
9. Auto notifications for events
10. Recruitment alerts
APR
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My Life on Epic
Scheduling• Will work mostly the same way it does
today— If you use a scheduler, you’ll continue to do
so.— If you schedule, you can continue to do so.— If you have to call around, you’ll continue to
do so.
• Study staff will have the ability to view clinic schedules outside their department
MAJOR IMPROVEMENTView Schedules Across Depts.
Increased Role for CRMS
• CRMS used to send information to Epic— Study information— Subjects enrolled on study
• If you’re not currently using CRMS, you’ll need to begin
Is this study active or IRB approved
The Research Header
The Research Header
Study Details and Drilldown
Associate orders with a study
Flagged Orders in Chart Review
Flagged Encounters in Chart Review
Reporting on Study Subjects
Appointments at a Glance
Ordering• Will be required for most study visits in
clinical areas, including the CRUs• Orders entered before visit is scheduled• If you are not a licensed provider
(physician/nurse), orders will have to be signed before visit is scheduled
• Shortcuts/workarounds will make order entry and signing less cumbersome
Ordering: Preference Lists
Visit Documentation
• Signoff of completed orders• Flowsheets allow for electronic
documentation of research visits• Standardized documentation of vitals, etc.• No documentation requirements
Rollout: What Happens When?
The Thing to Remember
• Scheduling and Registration is SEPARATE from Ordering and Documentation for Rollout
Scheduling and Registration
• April 4, 2013 (Wave 1)• FOR EVERYONE
Scheduling Rollout• If you know you need to schedule a visit
past April 3, DO IT NOW!• On March 17, you will no longer be able to
schedule visits past April 3.— Can still schedule visits BEFORE April 3
• After March 17, visits that need to be scheduled past April 3 will have to wait until April 4, and be scheduled in Epic 2012.
Ordering and Documentation• May 16, 2013 (Wave 2)
— Green Spring, White Marsh, Bayview
• June 1, 2013— Ambulatory (AND INPATIENT) at Howard County and
Sibley
• June 27, 2013 (Wave 3)— JHH, except Pediatrics
• August 15, 2013 (Wave 4)— JHH Pediatrics
• Sometime after August 15— Clinical Research Units (including Bayview)
Between Wave 1 and Wave 4
• After April 4, all scheduling and registration will take place in Epic 2012
• Ordering and documentation will use existing systems and processes until rollout wave for that location— Paper
The OTHER Thing to Remember
• For the foreseeable future, special research requisitions (e.g., Pathology, Radiology) will remain PAPER BASED
Additional Information: Rollout
• http://www.hopkinsmedicine.org/epic/rollout/index.html
Preparing For Epic: CRMS
CRMS and Epic: Short TitleShort Title
– Auto-populated based on first 100 characters of the Study Title
What the Study Team Needs To Do: 1) Edit the Short Title so that it makes sense when in Epic!
CRMS and Epic: Short Title
CRMS and Epic: NCT Category
NCT Category Added on General Tab– Defines what type of Study you are running – Consistent with Categories in Clinical Trials.gov
CRMS and Epic: NCT Category
• What the Study Team Needs to Do:— Complete this information on the General Tab
CRMS and Epic: Admin SectionAdmin Section Added to the Regulatory Tab
— Identifies within CRMS if the Study and its participants will be sent to Epic
— Study Teams cannot modify this information
CRMS and Epic:New Enrollment Statuses
New Enrollment Statuses on the Enrollment Tab
— Follow Up Status — Off Study Status
• In prior versions of CRMS, a participant enrolled in a study would remain in the Enrolled status. Now, the participant should be moved to the Follow Up and/or Off Study Status for accurate enrollment tracking.
CRMS and EPIC: Follow Up and Off Study Statuses
What the Study Team Needs to Do:
— Update Study Participants to the Correct Enrollment Status
CRMS and Epic: Lay Abstract
Lay Abstract on the Left Navigation Bar— Information in the “Purpose”
section of the Lay Abstract will be sent to Epic. This will be known as the Study Description in Epic.
CRMS and Epic: Lay AbstractWhat the Study Team Needs To Do
— Complete the Information in the PurposeSection of the Lay Abstract (other sections can be left blank)
Sensitive Studies/Diagnoses• Talk to the CRMS team.• Epic is an operational/audited system.
JHM monitors its use, like EPR.• There are ways to identify study subjects
in Epic, while keeping the nature of the study confidential
Never Used CRMS? Questions?
• Contact the CRMS Team at [email protected]
• There may be ways to import your subjects!
Epic Training
Getting access to Epic 2012• Register for an Epic Role in the Epic Access
Request Manager (ARM)— http://cds.johnshopkins.edu/armepic— ARM is how you request access to Epic. It does
nothing else.— The “Required Courses” that display in ARM are
usually incorrect/incomplete.
• Complete the Required Training for Your Role— Course Catalogs on the Epic Training site
http://restricted.hopkinsmedicine.org/epic/_training— Register for classes in the Learning Management
System (LMS) at http://my.johnshopkins.edu
Access Request Manager (ARM)
Fields in ARM• Role Type• Wave• Epic Template• Epic Subtemplate• Comments
Role Type
• Physician or Nurse: Ambulatory Clinical• Other Study Team Members: Research
Wave
• If you need to schedule appointments— Wave 1
• If not— Use the rollout wave for your location— Use Wave 4 for the CRUs
Rollout Waves:Ordering and Documentation
• May 16, 2013 (Wave 2)— Green Spring, White Marsh, Bayview
• June 1, 2013— Ambulatory (AND INPATIENT) at Howard County and
Sibley
• June 27, 2013 (Wave 3)— JHH, except Pediatrics
• August 15, 2013 (Wave 4)— JHH Pediatrics
• Sometime after August 15— Clinical Research Units (including Bayview)
Epic Template• If you are a physician or nurse
— T AMBULATORY PHYSICIAN— T AMBULATORY NURSE— (T AMBULATORY PHYS ASST)— (T AMBULATORY NP)
• If you are a non-clinical PI, Study Coordinator, Co-Investigator, Study Manager— T RESEARCH CRCOORD1
• Other study staff— T RESEARCH NON-CLINICAL1
Epic Subtemplate• If you are a physician or nurse and DO NOT need to
schedule— ST RESEARCH CLINICAL1
• If you are a physicians or nurse and DO need to schedule— ST RESEARCH CLINICAL1— ST CADENCE, CLIN SCHEG
• Second subtemplate entered in Comments field
• Other study team members who DO need to schedule— ST CADENCE, CLIN SCHEG
• Otherwise— Leave blank
INCOMPLETE! Don’t believe.
If you’re a clinician, your primary role
in Epic is NOT research-related.
A clinician’s research role is a subtemplate.
If you need additional subtemplates, enter
them in the comments.
Non-clinical personnel choose “Research”…
…and their primary template is research-
related.
If you’re not scheduling, no
subtemplate is needed.Still could be wrong!
Next….Training!• http://restricted.hopkinsmedicine.org/epic/_training/• If you need scheduling access, take your scheduling
classes NOW!• Take the rest of your classes during the training
window for your rollout wave— Bayview, Wave 2— JHH except Peds, Wave 3— Peds and CRUs, Wave 4
• Most classes have several e-learning prerequisites— Automatically added to your learning plan in LMS when
you register for the in-person class
Scheduling Training• No matter what research role you have
(PI, Nurse, Study Coordinator, etc.), if you need access to scheduling, take these classes— Schegistrar 100— Schegistrar 101— Referrals and Benefits Collection
• Register and take these classes NOW!
Other Training: If you are a…• Physician Researcher
— Physician 100— Physician 200— Research 200
• Research Nurse— Nurse 100— Nurse 200— Research 200
Other Training: If you are a…
• Non-clinical PI, Co-I, Study Coordinator, Research Manager— Research 100— Research 200
• Other study team members— Research 100
How to Find The Classes?
• Easiest way: Use the hyperlinks in this slide set— It’s not possible to search for most of these
classes in LMS
• TAKE YOUR CLASSES DURING THE TRAINING WINDOW FOR YOUR WAVE
Register for Training• First: Try to register yourself• Second: Ask your manager (or a friend) to
register you— Some people have the ability to enroll others in
training.
• E-Mail [email protected] and ask to be given the ability to enroll yourself in classes.
• E-Mail [email protected] to ask for help.
Final Notes, Training• There are still classes with seats available
in Baltimore, in February and March• You MAY have to travel to Keswick or
Bayview• Most roles/classes have e-learning
prerequisites, so plan ahead
THANK YOU
• Slide set will be on the ICTR website and Epic Training website by Friday
• Questions?