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SPARCRequest and Epic Interface Information


A fully integrated interface between SPARCRequest and Epic has been developed under the promotion of the Medical University of South Carolina. Rollout with Epic enterprise

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went live in July 2014.

The purpose of SPARCRequest having an Electronic Health Record (EHR) Interface with Epic (as shown in Figure 1):

  • Easier creation of research protocol and billing calendar outside Epic

  • Uniform research pricing and improved billing compliance

  • Reduce manual and duplicative data entry

  • Improve data consistency across systems

  • Comprehensive reporting

  • Enhance communication across providers

  • User/research provider management

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Functionality Figure 1 Functionality and Overlap between SPARCRequest and Epic:

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Information pushed from SPARCRequest to Epic mainly comes from the

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Study Information and Authorized Users sections (see

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Figure 2) and the study calendar section (see

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Figure 3) of SPARCRequest, which helps build the following pieces in Epic:      

  • Research study administrative (RSH) record

  • Study timeline

  • Study staff

  • Funding source identification

  • Participant Privacy Protections

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2

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Figure

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3


Specific terms in SPARCRequest that match with the ones in Epic are listed below.

SPARCRequest Terms

Epic Terms

Protocol Information

General Information

Protocol Title

Study Name (I RSH .2)

PRO # (IRB #)

IRB # (I RSH 105)

NCT#

NCT # (I RSH 181)

Protocol ID

Study Code(I RSH 100)

Reporting Groupers

Funding Source

Report Grouper - Category List 1 (I RSH 3001)

Study Type generated from SPARC Epic box

IDE, HUD, and HDE# (under Investigational Products)

Research Master ID (RMID)

Report Grouper - Category List 3 (I RSH 3011)

Report Grouper - Free-Text 2 (I RSH 3002)

Report Grouper -Free-Text 3 (I RSH 3003)

Role

Study Users (role_code) 

Primary PI

Principal Investigator (I RSH 130) (SER needed)

PI/PD; Co-Investigator; Staff Scientist; Postdoctoral scholar, Fellow, or other Postdoctoral Position; Technician

Other providers (I RSH 140) (SER needed)

Research Nurse

Nurses (I RSH 150) (SER needed)

Graduate Research Assistant; Undergraduate Research Assistant; Research Assistant/Coordinator; Billing/Business Manager

Study Coordinators (I RSH 110) (no SER needed; EMP only)

Faculty Collaborator; Consultant; Mentor; General Access User; Other

Research Contacts (I RSH 120) (no SER needed; EMP only)

Visit Calendar (Billing Information)

Study Calendar

ARM

Protocol (I PRL .2)

Visit

Visit (CYCLE) (I PRL 200)

Day

Day (CTTEVENT) (I PRL 400)

Window

Research tolerance (I PRL 470 [minus], I PRL 480 [plus])

Service

Component (I PRL 41005)

Research/Third Party Payer (R/T)

Modifier (I PRL 41007)

Epic Questions

STUDYTYPE

Answers to Epic Questions 1 to 5, Logic-driven

Study Type (I RSH115)

*Principal investigator, Other providers, and Nurses need to have the corresponding “provider’s record” if he/she has been selected to have EMR access.

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  • In SPARCDashboard, authorized service providers are able to see the “Epic Queue” button, which will allow them to check what studies are in the process of being pushed to Epic.

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Figure 3

Epic Queue

  • Here is the view once “Epic Queue” is selected.” There is a current, past, and protocol update tab view found within the “Epic Queue.”

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Figure 4

Epic User Inteface



Technical Specs.

  • Format: Health Level Seven (HL7) messaging, based on an XML encoding syntax
  • Protocol: Simple Object Access Protocol (SOAP)
  • The API can be used for other Electronic Health Record (EHR) Systems as a template
  • For more details, please check the links below to the GitHub codes and the screenshot:

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https://github.com/sparc-request/sparc-request/blob/master/lib/epic_interface.rb

Copyright

2011-2018 MUSC Foundation for Research Development

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