To address this drawback, limited data sets are used.
EPIC ELECTRONIC HEALTH RECORD ZIP
For example, removing identifiers may render the remaining data less useful to research as key data elements (such as zip codes and dates) essential to study recruitment efforts and predictive modeling are destroyed. In addition, de-identified data can serve as a key resource of information for ensuring the presence of adequate number of cases/patients for potential recruitment and enrollment in future studies, thereby enhancing grant’s chances of funding and success of the research study.Īlthough appropriate in some applications - such as those mentioned above -, de-identified data are inadequate for other applications. The availability of de-identified data alleviates the need of the research team to obtain HIPAA Waivers for retrospective chart reviews, thereby reducing administrative burden and improving efficiency. Removing the eighteen (18) explicit identifiers of the individual such as name, address, and contact information renders the dataset as de-identified and exempt from HIPAA regulations ( Safe Harbor Rule of HIPAA. (1) De-identified and Limited Data Set Data Warehouse. If approved, the Cogito Team provides a list of Medical Record Numbers (MRNs) that the requestor is limited to reviewing.Ĭapabilities for Using Epic in Biomedical ResearchĮpic offers a number of capabilities to aid biomedical research. If the request is made for clinical notes or other unstructured data requiring direct access to Epic for data extraction, internal conversations among the Privacy Office, Epic Cogito Team and the requestor take place before access can be granted.Please note that the dataset is furnished to the PI as the ultimate authority responsible for safeguarding the data. Upon approval of the ADS request, the dataset is provided to the requestor.The review team might contact the requestors for questions and clarifications. The ADS request is then reviewed by the Privacy Office and the Epic Cogito Team.Refer to this guide for the most commonly data elements. Please be as specific as possible for the data you are requesting. Complete the ADS ( form | instructions) and attach the IRB approval letter or the Human Subjects Research Determination form.Submit application to the Institutional Review Board (IRB) for review and approval.A similar path may be followed for such non-research requests by calling the IT Service Desk (86). To obtain EMR data for projects considered Continuous Process and Quality Improvement, Clinical/Revenue Cycle Operations, or to request a list of patients with specific characteristics, investigators should complete the ADS ( form | instructions). The path to follow for the request depends on the intended use of the data:
The team includes representatives from the Epic Team, Clinical Research Center, Office of Healthcare Compliance and Privacy, School of Medicine Scholarship & Discovery, and IT Security.Īs an initial step, the planning team investigated, delineated, and introduced enhancements to the process for requesting and obtaining structured and unstructured data from Epic and legacy clinical systems as shown in this flow diagram.
EPIC ELECTRONIC HEALTH RECORD FULL
These systems contain a wealth of data that can be harnessed to create new lines of research, increase our knowledge of disease mechanisms, and stimulate discoveries and new therapies.ĪITS is leading a multidisciplinary team to investigate these possibilities and create a roadmap for harnessing the full potential of these systems (see Capabilities and Potential Uses below). The rollout of Epic Electronic Medical Record (EMR) system in 2018 and its continuing maturity, along with data from legacy clinical systems present an opportunity to researchers who wish to utilize health and clinical data in their research.
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