EHR Recruitment Process and Methods Workgroup. John Buse, UNC-CH On behalf of Marie Rape, Chunhua Weng and Peter Embi

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1 EHR Recruitment Process and Methods Workgroup John Buse, UNC-CH On behalf of Marie Rape, Chunhua Weng and Peter Embi

2 REDCap Survey INTRODUCTION The Methods and Process Domain Task Force has established a workgroup to examine best practices in leveraging the power of Electronic Health Records (EHR) to facilitate investigators' identifying and contacting potential participants for consenting and enrollment in clinical research. The objective is to identify and disseminate such practices through publications and the development of materials to support such efforts across the CTSA consortium. This survey is being conducted as a quality improvement initiative and has been reviewed by the UNC-CH IRB and determined to be Not Human Subjects Research. No individuals or institutions will be identified in reports without the expressed interest and engagement of investigators from the CTSA's involved. You are strongly encouraged to engage others at your CTSA (recruitment, informatics and regulatory staff) or institution (clinical trials office, data warehouse) in responding to the survey. Please coordinate internally when completing the survey to ensure that only one survey per CTSA institution is submitted.

3 Survey Institution specific question (institution, people completing survey, EHR vendor) Scenario MD/researcher wants to use EHR or data warehouse to identify patients with DM and treated with metformin in order to invite to participate in research project. Has long list of I/E criterial. 2 questions on 7 different informatics tools in use and demand for at institution 2 questions on other informatics tools / practices being used at the institution Regulatory and workflow 5 questions including one on recruitment practices 1 question on whether processes differ for studies of rare diseases, cancer or pediatric conditions Contact information for the willing

4 Use the scale provided to identify the extent to which the informatics practices or tools have been implemented at your institution:

5 Annotated bibliography of best practices in using EHR s for recruitment 0riCrXcA/edit?pref=2&pli=1 26 references Themes: process optimization workflow support (e.g., recruitment alerts for researchers vs. clinicians) EHR data analytics for phenotyping or cohort identification evaluation methodology and issues socio-technical issues IT infrastructure (e.g., data warehousing, registry, data mart, etc.) applications in various disease domains (e.g., internal medicine, mental health, cancer, etc.) methods for specific steps in the recruitment process: e.g., feasibility assessment impact or outcome of EHR-based recruitment interventions review eligibility criteria processing permission to contact via EHR

6 Audience Polling Question 1. Which statement best describes implementation at your institution of use of the EHR patient portal (e.g., Epic MyChart) to notify patients of a research opportunity. a. No plans to implement b. Starting to implement c. Fully implemented d. Don t know

7 Audience Polling Question 2. Which statement best describes implementation at your institution of electronic alerts to research teams of a patient in clinic meeting study eligibility. a. No plans to implement b. Starting to implement c. Fully implemented d. Don t know

8 Audience Polling Question 3. How often do investigators at your institution request from your Data Warehouse a list of potential subjects that meet study eligibility criteria? a. Never b. Rarely c. Occasionally d. Frequently e. Not sure

9 Audience Polling Question 4. How often do investigators at your institution access self-service tools (e.g., i2b2) to run de-identified queries (counts of potential subjects)? a. Never b. Rarely c. Occasionally d. Frequently e. Not sure

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