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Patient Recruitment

The Medical Informatics divsion 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 researcher's 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?

See Requesting Data Instructions

Medical Informatics Support

REDCap Training Videos are a great starting point.

Introduction to REDCap and HERON: Beginner Training Clinics
This is an introduction for new users or users needing a refresher.

For questions or help with projects: REDCap & HERON Office Hours
15-20 minute appointment to assist with specific questions (this is not a beginner course).

For support by email: Contact MI Support at misupport@kumc.edu

For project development MI: Contact MI Support at misupport@kumc.edu. Funding is required.

Internal Medicine

University of Kansas Medical Center
Internal Medicine
Medical Informatics Division
Mailstop 3065
Student Center, 3001C
3901 Rainbow Boulevard
Kansas City KS 66160
913-588-7251
misupport@kumc.edu