Research Resources

Epic Research

Epic is the electronic medical records system used at Lurie Children's. The Epic Research module allows clinicians and researchers to integrate clinical care and research to improve the patient experience, optimize patient care, and enhance operational research efficiency. 

On this page, you’ll find information about Epic Research, how to request Epic Research Records (RSH), relevant policies and more.

  • For questions related to access, troubleshooting, and/or training, please engage the Lurie Children's Service Desk and ensure you include "research" in your request.

Epic Research Resources and FAQ

A study must have an Epic Research (RSH) record and utilize Epic functionality to link participants and visit if any of the following apply:

  • The study receives an Institutional Review Board (IRB) risk determination of greater than minimal risk.
  • The study involves Manne Research Institute/Medical Center ancillary support services, including but not limited to:  Anesthesiology, Cardiopulmonary Lab, Clinical Research Unit (CRU), Emergency Medicine, Investigational Drug Service (IDS) Pharmacy, Medical Imaging, Ophthalmology, Pediatric Intensive Care Unit (PICU), or Research Laboratory.
  • The study generates research patient care costs.

See the Epic research policies for full details:

Note sure if Epic Applies?

Even if your study doesn’t meet the criteria above, it may still benefit from using Epic. Learn more: Determining if a Research Study Would Benefit From Having an RSH Record.

 

Following IRB approval, Coverage Analysis Determination/PI sign off and Award set up (for charge type studies), study teams may request an Epic RSH record.

Research Record Request Form

Checklist of Documents
These items are needed for completion of the Epic RSH request form:

  • IRB Number
  • Current Lurie Children's IRB Approval or Acknowledgement
  • ClinicalTrials.gov Identifier (NCT#)
  • Grant or Gift ID number documentation from Workday is required for charge study types. Please provide one of the following:
    • New Award Setup email from Workday or other documentation received from the Sponsored Research Finance Office OR
    • Email approval from the Division Administrator for the use of an existing fund
  • Requests are processed in 2-4 business days if complete, accurate documentation is submitted
  • Contact OCCT with questions. 

Yes, new research staff should complete the following courses.

  • Epic RES – Epic Basics for Research Professionals 
    This e-learning program is for Lurie research professionals. This is an introduction and prerequisite to the following class listed below. Please make sure to complete this e-learning program before completing other courses in the program.

    Review the class material: Epic RES - Epic Basics for Research Professionals Program - Workday

  • Epic RES – Research Professionals New Hire Training: Intro to Research E-Learning 
    This is a required class for research coordinators/nurses, research managers and users with similar responsibilities. This e-learning program provides an overview of the Epic Research module’s basic functionality. In this e-Learning program you will learn how research studies are created in Epic, how to associate participants and encounters with a research study, review participants’ charts, and release a chart to a study monitor.

    Sign up for this class: Epic RES – Research Professionals New Hire Training: Intro to Research E-Learning - Workday

  • Epic RES – Research Professionals New Hire Training: Research Ordering Basics E-Learning
    This e-Learning program covers the workflows for placing research-related orders in Epic. In this e Learning program, you will learn how to differentiate between ambulatory and inpatient ordering, how to associate orders with a research study and place ad-hoc orders, how to use the second-sign workflow, and understand the phases of care.

    Sign up for this class: Epric RES – Research Professionals New Hire Training: Research Ordering Basics E-Learning - Workday

To request changes to existing Epic Research processes or to request and orderset or billing protocol for upcoming studies place a System Change Request (SCR). Be sure to include any required attachments in your request and list Research in the description field. Additional details are available on the Study Start-Up Page for when to submit the SCR request during the start-up phase of a research study.

To request a new feature or for assistance with Epic research capabilities contact the Clinical Research Informatics team and submit a Quantitative Science service request form.

Example Clinical Research Informatics Services

  • Epic Research Functionality: Plan and build Epic research projects, such as tools to facilitate data collection (e.g., SmartForms, flowsheets) or Epic alerts and notifications (e.g., best practice alerts).
  • Facilitating Epic Data Discovery: Help identify where certain Epic data are located to ensure that your data queries are accurate and effective or help prepare the facilitation of quantitative science data extractions.
  • MyChart Recruitment: In partnership with the Office of Clinical and Community Trials and the Information Management team, the Clinical Research Informatics team can assist in identifying and recruiting your study patients utilizing MyChart.

Clinical Research Informatics services include:

  • Consultation Services: Guidance and education on clinical informatics topics in research such as Slicer Dicer, Epic functionality supporting research, and Epic Cosmos. For projects that do not have a well-defined request or build, we recommend requesting a consultation first.
  • Project Services: We can provide help with well-defined clinical research informatics projects.
    • These services are billed at our hourly rate.
  • Grant Development: We work with you during the design and development stage of your research project to create a plan for your clinical informatics needs.
    • These services are free assuming the Clinical Research Informatics team is budgeted in the final research proposal. 

  • Complete the Research Record Request Form
  • An Epic RSH record cannot be reactivated once it is closed. Please verify that all billing activity associated with the study and associated Grant or Gift ID has been reconciled. Confirm that all possible charge and late charge activity has been completed. Then proceed with submitting the RSH closure request including attaching the IRB closure letter.

Yes, information in the Electronic Health Record (EMR), Epic, can be used to identify and recruit potential participants for a research study. Refer to the Using Epic to Recruit for Research resource for details and instructions.

Before you can utilize information in the EHR for this purpose be sure you have the appropriate approvals in place.

  • IRB
  • Business Associates Agreement (if applicable)
  • Data Use Agreement (if applicable)

Oversight of Epic Research Recruitment is done by the Electronic Health Record (EHR) Research Recruitment Advisory Committee

  • In addition to reviewing recruitment requests the EHR Recruitment Committee:
    • provides study teams and PIs with research recruitment suggestions and guidance.
    • reviews and guides institutional IM/IT changes that impact research recruitment.
    • reviews, tracks, approves, and provides oversight on uses of existing EHR tools that support research.
    • facilitates and guides development of research EHR tools.
    • recommends guidelines for appropriate research uses for EHR tools. 

Please contact OCCT with questions.

The Epic Learning Home Dashboard for Research is where you will find all the most up to date training materials, tip sheets and digital content for Epic Research. Additional instructions & guidance are included here. Please note: for some of the content listed here, you will need to be on Lurie Children's VPN and/or have been granted Epic access.

Super users play a key role in the support and continued success in utilizing the Epic Research application efficiently and effectively. Super users serve as liaisons between the Epic Training Team, department leaders, Investigators, and the end users. A super user is an expert who can educate colleagues on department related Epic Research enhancements and workflow changes, participate in testing of new workflows, and can serve as a resource for new hires and staff. 

Research Billing Workflows

Epic Research Billing Review is completed centrally by the OCCT Research Billing Team. Complete the Service Request Form to report any issues or to request a Research Charge Correction. Please contact us with questions.

Research Billing Terms

Research Billing Basics and Terms

Visits including Inpatient, Surgery, or Anesthesia

The Research Notification Form must be submitted if the study participant's visit includes inpatient, observation, outpatient surgery (OPS), or anesthesia services, and includes any research-related charges. 

To ensure timely financial clearance for study participant visits, please submit the Research Notification form at the time of scheduling and at least 14 days before the scheduled visit.

Medicaid Attestation

A completed Medicaid Attestation form is required at the time of enrollment for all patients participating in a qualified clinical trial. Refer to the Medicaid Attestation Form for Qualifying Clinical Trials Policy and the Medicaid Attestation Form Standard Operating Procedure for additional details. 

Additional training materials and tip sheets for Epic Research Billing review are available in the Epic Learning Home Dashboard for Research and the Study Tracker & Epic Research Sharepoint page.