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Patient Recruitment

The Center for Medical Informatics offers several options to assist study teams with patient recruitment.

Recruitment Options

  1. HERON (Lag: 1-2 months behind)
    • Pioneers Patients
      • Pioneers are patients who have consented to be contacted for research
      • Governance: Easy, follow process to request data below
      • HERON query must be limited to patients who have said "Ok to Contact" in the Pioneers Registry
      • Cost: Free
      • Turn-around time: 2-3 weeks
    • Patients from your own department
      • Governance: Easy, follow process to request data below
      • HERON query must be limited to patients seen in your department
      • Cost: Free
    • Patients from other departments
      • Governance: Medium, requires engagement and approval from other departments your team is interested in recruiting from
      • Cost: Free
      • Turn-around time: 1+ months depending on time to engage other departments and obtain approvals
    • Complex inclusion criteria & data elements (could be 1 day behind)
      • Example: Upcoming appointments or complex temporal logic 
      • Cost: Fee for service, $500 - $3,000 (subject to change after initial review based on inclusion/exclusion criteria)
  2. EPIC (Real-time)
    • Best Practice Advisory Alert
      • Best practice advisory (BPA) alerts are built directly in EPIC/O2. These alerts are triggered based on inclusion/exclusion criteria and displayed to the treating clinician. If the clinician indicates that the patient is interested in participating a notification is sent to the research coordinator. 
      • Governance: IT Governance + DROC
      • Cost: Fee for service, $1,500 - $3,000 (subject to change after initial review based on inclusion/exclusion criteria)
    • Reporting Workbench
      • Reporting workbench is built directly in EPIC/O2. The report identifies patients who meet inclusion/exclusion criteria and can be refreshed by the study coordinator. This is not clinician facing. However, this must be limited to patients within the researchers department or obtain approval from other departments. 
      • Governance: IT Governance (less than the BPA) + DROC
      • Cost: Fee for service, $1,500 - $3,000 (subject to change after initial review based on inclusion/exclusion criteria)
  3. PCORnet Greater Plains Collaborative 
    • The Greater Plains Collaborative (GPC) is a network of 12 leading medical centers in 9 states with over 21 million patients. If you are interested in recruiting through the GPC please visit https://gpcnetwork.org/

How do study teams request this data?

  1. Obtain IRB approval
  2. Build HERON Query. For any custom work listed above, please schedule a consultation
  3. Submit HERON Data Use or Recruitment Request on https://heron.kumc.edu (accessible at KUMC or via the VPN for faculty and staff, students can only access this from KUMC campus or by contacting heron@kumc.edu to be added to the VPN group)
  4. Have all study team members sign the HERON data use agreement on https://heron.kumc.edu 
Last modified: Jun 11, 2020
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