CRSO Winter

Epic Research

OnCore Service Now Support

Epic Research Access

In order to request epic access the following steps need to be taken first:

  1. Supervisors must request an Epic account for employees from Hospital IT using the following link: ttps://hd.med.utah.edu/accounts/#/
  2. Employees who need the research coordinator template make sure to make note of that in the above request.
  3. Once that request is submitted, there will be a trigger to provide the employee with access to LMS so that they can complete the required training.

Epic Research Training

  • Research Coordinators Training - An eLearning is available in the LMS. Go to the LMS and search for Epic: Research Coordinator.
    • Once this training is completed a training ticket will get submitted within 24 hours for Epic access.
  • Principal Investigators - An eLearning is available in the LMS. Search for Epic: Principal Investigator
  • Research Study and Charge Review - An eLearning is available in the LMS. Search for Epic: Research Study and Charge Review

NOTE: For general information on how to register for a class, review this Tip Sheet.  Make sure you search for the classroom training or eLearning based upon name(s) above that match your role.

For Epic Training related questions please contact itstraining-dist@lists.hsc.utah.edu or call 801-587-6000 opt. 7

Epic Research Tip Sheets

Epic Research Tip Sheets
Epic Research Tips Demo Video

Epic Research | OnCore FAQs

The following covers many FAQs pertaining to OnCore and Epic. This information can also be found on Pulse in the Epic Research document Research - Epic FAQs for OnCore and Epic

    • Patients cannot be added to the study in Epic.
    • They must be added in OnCore first under the CRA Console > Register Subject.
    • A subject can be added in OnCore and still not appear in Epic until the subject has a Consent signed date.
    • Once this is added, OnCore will send the subject to Epic automatically

  • Charges are to be reviewed in Epic only, no charges will be sent to OnCore (this is not like uTRAC).

    • No, but the Consent Signed date begins to route charges for review until the Off Study Date is entered in OnCore. These two timepoints act as the start and stop date in Epic.
    • These timepoints will include study and non-study related visits.
    • Patient Billing End Date is another stop date in OnCore that will stop charges in Epic from being routed as part of the study. This will not change the subject status as would the Consent Signe date and Off Study date.
    • Any changes to a subject status must be done in OnCore.
    • Review the Subject console > Follow-Up tab > Off Study Reason > Select Screen Fail.
    • Make sure to add a date under the Off-Study Date.
    • Register a new subject – no push to Epic until Consent Date is entered.
    • Consent > Signed Date entered – must be after the trial is Open to accrual & current Informed Consent is available.
    • Eligibility > Status Date entered – must be after the Consent date.
    • On Study > Date entered – must be after the Consent date.
    • Treatment > On Arm & On Treatment Date – must be after the Consent date.
    • Follow-up > Off Treatment or Follow-up Date - must be after Consent date.
    • Follow-up > Off Study Date – must be the final date subject will no longer have study visit or treatment. This will place a stop in Epic.
    • Follow-up > Patient Billing Complete Date – enter the date the subject completes all Epic Billable procedures. This will create a stop date in Epic, but subject will still be on the study record.
    • Re-Enrollment can only be done in OnCore and if the PC Console > Main > Management > Allow Duplicate Enrollment is selected.
    • Have you completed the Epic: Research Study and Charge Review training?
    • If so, submit a Service Now ticket for Epic to verify training is completed and request for an Epic account has been submitted.
    • If you have access to Epic but unsure to access the dashboard, please see tip sheet https://pulse.utah.edu/site/ITT/epic-specialties/research
    • Have you completed the Epic: Research Coordinator training?
    • If so, submit a Service Now ticket for Epic to verify training is completed and request for an Epic account has been submitted.
    • If you have access to Epic but unsure to access the dashboard, please see tip sheet https://pulse.utah.edu/site/ITT/epic-specialties/research
    • Coordinators cannot sign off as the Study Team and Biller Review for a charge on the same study.
    • Coordinators by default are listed on the study maintenance record in Epic and will be the Study Team Review.
    • See FAQ: The following OnCore Roles DO NOT Push to Epic
    • Affiliate Coordinator
    • Affiliate Lead Coordinator
    • Affiliate Lead Investigator
    • Affiliate Sub-Investigator
    • Clinical Site Monitor
    • Enrolling Coordinator
    • Enrolling Physician
    • Financial Analyst
    • Program Manager
    • Project Administrator
    • Protocol Creator
    • Registry Creator
    • Regulatory Coordinator
    • Regulatory Start-Up
    • Satellite Site Coordinator
    • Sponsor Site Monitor
    • Study Site Contact
    • Study Staff
    • Treating Physician
    • Clinical Pharmacist
    • Clinical Research Associate
    • Clinical Research Nurse
    • Clinical Trial Coordinator
    • Data Manager
    • Primary Clinical Pharmacist
    • Primary Clinical Research Associate*
      • Each study needs a PCRA to populate contact information in Epic
    • Primary Compliance Officer
    • Principal Investigator
    • Research Assistant
    • Lab Specialist (Primary)
    • Lab Specialist (Secondary)
    • Other Staff
    • Physicist
    • Post Award Billing Specialist
    • Research Data Coordinator (Primary)
    • Research Data Coordinator (Secondary)
    • Secondary Compliance Officer
    • Study Coordinator
    • Sub-Investigator
    • Staff who work for the department but are not listed on the study record in Epic.
    • See FAQ: The following OnCore Roles DO NOT Push to Epic
    • You may be listed on the study record and this will override the previous staff who completed the Study Team Review
    • Check OnCore to see if you’re in a role that does not push to Epic, see “FAQ: The following OnCore Roles DO NOT Push to Epic” for a list.
    • Make the necessary changes to staff role in OnCore and the study record will be updated in Epic the following day.
    • Check OnCore to see if you’re listed as a coordinator or in a role that pulls over to Epic
    • Still unable to see “My Active Studies” - Submit a Service Now ticket for Epic IT team to check Epic issues via: https://uofu.service-now.com/it?id=account_management
    • Select Report an Issue
    • Make sure to select “Show Inactive Studies”
    • Make sure that you click on the magnifying glass to search all trials.
    • Select correct study • Complete Bill To: Study or Patient/insurance
    • Patient/Insurance make sure to select either Routine (Q1) or Investigational/Device (Q0)
    • See Epic Tip sheet for “Research - Review Charges with the Research Study or Billing Review Activity"
    • For duplicate charges, please submit an InBasket email in Epic to Lisa Stock
    • Review OnCore to ensure subject is registered to study, once registered and consent date entered, subject will appear on study record in Epic
    • See OnCore Tip sheet on Subject Management – Register a Subject”: https://ctsi.utah.edu/crso/oncore/tip-sheets-sops
    • If subject was enrolled to study and still billed incorrectly, review Epic Tip sheet Scheduling – Linking an Appointment to a Study to ensure subject visit is linked to study
    • Submit an InBasket email in Epic to Lisa Stock to correct charge
    • See tip sheet for Research - Review Charges with the Research Study or Billing Review Activity
    • Charges that have been reviewed by both the Study Team and Biller Review and still need to be corrected, must be sent through InBasket Epic email system to CRSO.
    • Charges that do not have a checkbox to make correction, submit an InBasket Epic email to CRSO to correct.
    • Charge will re-appear for review and signoff
    • Protocol updates are sent over on a daily basis.
    • CRSO Finance team receives a list of HSC trials that need to be sent over.
    • HCI team receives a list of HCI trials that need to be sent over.
    • Subject updates are sent over automatically to Epic
    • Subjects enrolled in a study will have both the study related and non-study related charges drop on their account.
    • Both have to be reviewed.
    • Charges are dropped by the billing department on a daily basis.
    • Charges must be reviewed weekly to ensure no outstanding balances are pending.
    • Charges that have been reviewed by both the Study Team and Biller will have a checkmark to indicate charges are complete
    • New charges drop into Epic for the date of service sporadically (all dependent on Utah Medical Billing and Revenue Cycle Support Services workflow to get charges posted to Epic)
    • The financial chart field does need to be valid in OnCore to ensure Epic charges are billed to the account.
    • If there is a calendar but not released, charges still need to be reviewed in Epic.
    • Once calendar in OnCore has been completed and released to Epic, this will help with routing charges to the Study Related or Non-Study Related buckets.
    • Charges still need to be reviewed in Epic