Effective Strategies for Research Study Management in Epic
Explore essential guidelines for managing research study enrollment records, linking encounters to timelines, associating orders, and utilizing upcoming appointment reports in Epic efficiently. Learn how to ensure compliance, prevent billing issues, and streamline research activities within the platform.
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Presentation Transcript
TheEpicBigPicture OnCore 1
ResearchStudyEnrollmentRecords A patient MUST have an Enrollment record before you can: Create a patient timeline Link encounters to the study Link orders to the study Enrollment status must be Active Encounter date must fall within the enrollment start and end date 2
LinkEncountersto Timelines inEpic Link to the appropriate timepoint when using timelines Link all research-related encounters Ensures appropriate and compliant research billing Ensures appropriate charge routing when utilizing calendars and timelines 3
Linking Appointments/Encounters in Epic Using the Upcoming Appointments report Using the Appointments activity 4
Upcoming Appt Report Report Description Explanation of Use UF Research Appt Search for Coordinators Lists appointments for patients who have been enrolled (i.e., attached with an active status) to any study in Epic that has the logged-in user listed as a Study Coordinator Research coordinators can use the Appt Search for Research Coordinators Report to monitor appointment activity for patients enrolled in their research studies. They can also use it to prevent billing issues by making sure appointments are linked correctly to research studies and by correcting any incorrect links 5
Linking/Associating Orders in Epic All research orders should be entered in Epic and MUST be associated to the study Order linking is necessary to account for release restrictions (single blinded, double blinded or sensitive studies) Answer the Research Specific order questions to help direct charges 7
EpicOrder Entry Tools Orders Only encounter is used for outpatient ordering Manage Orders activity is used for inpatient ordering Epic order entry can be done by: Principal Investigator (PI) enters and signs order Study Coordinator enters order but pends/saves work for PI/doctor to sign 8
Tip Sheets Associate an Inpatient Admission to a Study: https://sharepoint.ahc.ufl.edu/epictraining/documentation/Research/Associate_a_UF_H ealth_Inpatient_Admission_Encounter_to_a_Study.pdf Associate an Outpatient Appointment/Encounter to a Study: https://sharepoint.ahc.ufl.edu/epictraining/documentation/Research/Associate_a_UF_H ealth_Outpatient_Encounter_to_a_Study.pdf Ped Orders Outpatient/Ambulatory https://sharepoint.ahc.ufl.edu/epictraining/documentation/Research/Pend_Orders_- _Outpatient_and_Ambulatory.pdf Pend Orders Inpatient & Hospital Outpatient Departments https://sharepoint.ahc.ufl.edu/epictraining/documentation/Research/Pend%20Orders% 20-%20Inpatient%20%26%20Hospital%20Outpatient%20Departments%20(HOD).pdf 10
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