Epic Interface User Guide (SPARCRequest v3.7.0)

Brigette White 19 (69 days ago), Wenjun He 5 (1746 days ago), Kyle Hutson (Unlicensed) 4 (1095 days ago), Prathik Harikrishnan 2 (1746 days ago)

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 enterprise Epic went live in July 2014.

The purpose of having an Electronic Health Record (EHR) Interface with Epic:

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

Functionality and Overlap between SPARCRequest and Epic:

Information pushed from SPARCRequest to Epic mainly comes from the protocol information section (see figure 1) and the study calendar section (see figure 2) 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

Figure 1

Figure 2

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.

Protocols (records) that are “Submitted” in SPARCRequest by users are sent to an Epic Queue in SPARCRequest; from there they are interfaced to Epic in a batch mode on daily basis. Authorized users can view, send or delete the protocols in the SPARC/Epic queue with the functions described below.

Epic Queue Function (from SPARCDashboard)

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.

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.”

Figure 4

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:

https://github.com/sparc-request/sparc-request/blob/master/spec/extensions/epic_interface_spec.rb

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