HERON (lags 1-2 months behind) 

• O2 Research Participants:  
  • O2 Research Participants 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 O2 Research Participants
  • 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
• Patients from any departments
  • Governance: Medium, requires partial HIPAA waiver
  • Cost: Free
  • Turn-around time: 2-3 weeks
• Complex inclusion criteria & data elements (could be 1 day behind) 
  • Example: Upcoming appointments or complex temporal logic 
  • Cost: Services are based on a case-by-case basis. Our team will meet with you to review the details of your request.

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: Services are based on a case-by-case basis. Our team will meet with you to review the details of your request.
• 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 researcher’s department or obtain approval from other departments. 
• Governance: IT Governance (less than the BPA) + DROC 
• Cost: Services are based on a case-by-case basis. Our team will meet with you to review the details of your request.
• PCORnet Greater Plains Collaborative 
• The Greater Plains Collaborative (GPC) is a network of 12 leading medical centers in nine states with over 21 million patients. If you are interested in recruiting through the GPC, please visit Greater Plains Collaborative. 

How do study teams request this data? Learn about our Data Request Process.