University of Utah Research Recruitment

Epic MyChart Recruitment

Overview

Study teams can utilize Epic MyChart to recruit patients for their applicable study.  This recruitment method will allow study teams to perform the following:

1. Review a list of identified patients within Epic.

2. Send a recruitment invitation individually or in batches to the list of identified patients. 

3. Track patients via an Epic dashboard based on patient response status:

  • Identified – Invitation sent and no response.   
  • Interested – Invitation sent and patient responded that they’re interested.
  • Not Interested – Invitation sent and patient responded that they’re not interested. 

4. Receive Epic InBasket alerts when a patient has responded with “Interested” or “Not Interested”. 

5. Continue to message and communicate via MyChart with patients that have responded with “Interested”. 

Requirements

For recruiting via Epic MyChart are as follows:

Study is configured in OnCore and interfaced to Epic. 

Preferred Languages: English and Spanish 

Understand that the Data Sciences Team will perform the patient identification and data extract process as outlined by the study IRB.  This data will be placed within Epic for the study team to begin initiating study invitations. 

Epic MyChart is an approved recruitment mechanism for the study as outlined in the study IRB.

Study must be willing to utilize the required recruitment template and make it available in English and Spanish. No Exceptions

For additional information regarding this template, please visit: MyChart Recruitment Template

The following populations are ineligible for recruitment through MyChart: 

  • Patient/Proxy without active MyChart Account
  • Patients: inactive on MyChart for over 1 year, or has not been seen at Uhealth within 5 years.
  • Patients requesting no contact for research studies
  • Patients: currently enrolled in a study, or recruited previously within the last 90 days
  • Patients between 12-17
  • Prisoners or VIPs
  • Vulnerable groups outline by IRB

MyChart Step by Step Guide

Study Team

  1. Submit Service Now Epic Study Activation Request
  2. Fill out recruitment information in the IRB application
  3. Submit Service Now MyChart Recruitment 

CRSO

  1. Review and Approve IRB Language

Study Team

  1. Submit information to IRB to approve.
  2. Attach approval letter to Service Now Ticket

CRSO

 

  1. Copy/Paste to Service Now Ticket
  2. Mark as Approved

Data Service Sciences

  1. Begin collaboration with Study Team
  2. Complete data extract
  3. DSS Cost Guide

Epic MyChart

  1. Study Configured and training available

Additional Help

Download full Step by Step Guide

Submit Service Now Ticket

Contact the Clinical Research Support Office (CRSO) crso@hsc.utah.edu

Data Science Services Costs Guide