Epic Information Session. Members of the Epic Clinical Research Team

Transcription

1 Epic Information Session Members of the Epic Clinical Research Team

2 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.

3 What is Epic and Why Do I Care?

4 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

5 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

6 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

7 Benefits of Epic for Research 1. Research Indicator 6. Research registries APRIL Flagging orders & encounters 3. Research reports 4. Streamlined scheduling 5. Preference lists for ordering 7. MyChart for PROs 8. Temp logins for study monitors 9. Auto notifications for events 10. Recruitment alerts THE FUTURE

8 My Life on Epic

9 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

10 MAJOR IMPROVEMENT View Schedules Across Depts.

11 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

12 Is this study active or IRB approved

13 The Research Header

14 The Research Header

15 Study Details and Drilldown

16 Associate orders with a study

17 Flagged Orders in Chart Review

18 Flagged Encounters in Chart Review

19 Reporting on Study Subjects

20 Appointments at a Glance

21 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

22 Ordering: Preference Lists

23 Visit Documentation Signoff of completed orders Flowsheets allow for electronic documentation of research visits Standardized documentation of vitals, etc. No documentation requirements

24 Rollout: What Happens When?

25 The Thing to Remember Scheduling and Registration is SEPARATE from Ordering and Documentation for Rollout

26 Scheduling and Registration April 4, 2013 (Wave 1) FOR EVERYONE

27 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.

28 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)

29 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

30 The OTHER Thing to Remember For the foreseeable future, special research requisitions (e.g., Pathology, Radiology) will remain PAPER BASED

31 Additional Information: Rollout ut/index.html

32 Preparing For Epic: CRMS

33 CRMS and Epic: Short Title Short Title Auto-populated based on first 100 characters of the Study Title

34 CRMS and Epic: Short Title What the Study Team Needs To Do: 1) Edit the Short Title so that it makes sense when in Epic!

35 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

36 CRMS and Epic: NCT Category What the Study Team Needs to Do: Complete this information on the General Tab

37 CRMS and Epic: Admin Section Admin 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

38 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.

39 CRMS and EPIC: Follow Up and Off Study Statuses What the Study Team Needs to Do: Update Study Participants to the Correct Enrollment Status

40 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.

41 CRMS and Epic: Lay Abstract What the Study Team Needs To Do Complete the Information in the Purpose Section of the Lay Abstract (other sections can be left blank)

42 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

43 Never Used CRMS? Questions? Contact the CRMS Team at There may be ways to import your subjects!

44 Epic Training

45 Getting access to Epic 2012 Register for an Epic Role in the Epic Access Request Manager (ARM) 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 Register for classes in the Learning Management System (LMS) at

46 Access Request Manager (ARM)

47 Fields in ARM Role Type Wave Epic Template Epic Subtemplate Comments

48 Role Type Physician or Nurse: Ambulatory Clinical Other Study Team Members: Research

49 Wave If you need to schedule appointments Wave 1 If not Use the rollout wave for your location Use Wave 4 for the CRUs

50 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)

51 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

52 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

53 If you re a clinician, your primary role in Epic is NOT research-related. A clinician s research role is a subtemplate. INCOMPLETE! Don t believe. If you need additional subtemplates, enter them in the comments.

54 Non-clinical personnel choose Research and their primary template is researchrelated. Still could be wrong! If you re not scheduling, no subtemplate is needed.

55 Next.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

56 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!

57 Other Training: If you are a Physician Researcher Physician 100 Physician 200 Research 200 Research Nurse Nurse 100 Nurse 200 Research 200

58 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

59 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

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61 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. learning@jhu.edu and ask to be given the ability to enroll yourself in classes. epictraining@jhmi.edu to ask for help.

62 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

63 THANK YOU Slide set will be on the ICTR website and Epic Training website by Friday Questions?