MyChart for Recruitment Offering the capability to send patients - - PowerPoint PPT Presentation

Advancing Today’s Discoveries to Improve Health

MyChart for Recruitment

Offering the capability to send patients recruitment messages within MyChart

Advancing Today’s Discoveries to Improve Health Mary Becker Program Coordinator Recruitment & Retention Tiffany Bernard, MBA Associate Director Recruitment & Retention Nicole Rutledge

• Sr. Clinical Applications

Analyst – Research College of Medicine

Is there somebody else we should have present? Lakshmi? Somebody from HBOC?

Picture needed Picture needed

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MyChart Overview

This new tools leverages the structured demographic and medical history information obtained in the Electronic Medical Records enabling a targeted recruitment strategy.

• The tool is to be used for recruitment only
• It does NOT allow for sending out mass reminders, repeat messaging,

to those identified.

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MyChart for Recruitment

“Contact Me”.

• 1. Potentially eligible volunteers are

identified via a query using Research Informatics Services.

• 2. The list of the identified individuals is

sent to an Honest Broker.

• 3. The Honest Broker sends the

“Recruitment Request”. This pushes the study description and recruitment boiler plate language out to the potential volunteer.

• 4. The message will not be sent if the

patient is NOT MyChart Active or has refused to receive MyChart Recruitment messages

MyChart for Recruitment sends patients messages within the MyChart application

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Requesting

• 1. To begin the process of requesting use of MyChart Research

Recruitment go to myccts.osu.edu to create your project.

• 2. The Recruitment and Retention office will then ask for you

complete a Redcap survey that will help them determine if your study is suitable for MyChart for Recruitment. go.osu.edu/mychartrequest

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Requesting

The survey will ask for the following:

• Your protocol and consent.
• Does the team have access to IHIS?
• Recruiting healthy volunteers?
• Inclusion and Exclusion criteria that are readily available in

EMR.

• Describe and attach evidence of support of population

availability and accessibility

• You may use i2b2, slicer/dicer etc. to gather this information

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Details for Inclusion and Exclusion criteria

Be as specific as possible and indicate any/all of the following information as applicable:

• Demographics (MRN, Name, address, age range, gender, race,

ethnicity)

• Date ranges
• Diagnoses (specify ICD9/ICD10 codes as possible)
• Procedures (specify ICD and/or CPT codes as possible)
• Medications (indicate both trade and generic names)
• Laboratory results (specify test codes, test names and/or battery

name)

This information can be used later when working with IW.

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Considerations

• Is this study recruiting rare diseases?
• Is disease associated with sensitivity/stigma?
• Economic and age related considerations?
• Inclusion/Exclusion criteria are readily available in

EMR?

• Number of potentially eligible MyChart Users?
• Is this study sending to the same pool of individuals

who have already received a message recently?

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Next Step

Once you project is evaluated and recommended for use of MyChart, The Recruitment and Retention Office will DRAFT a brief description

• f your study in

plain language.

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Next Step

They will send you the DRAFT message along with instructions for next steps.

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To obtain IRB approval to use MyChart for recruitment

• Complete the IRB application (initial review or

amendment/changes)

• Follow the submission instructions
• Attach the document entitled, “Guidance and Message

Template for IRB Submission for Use of MyChart for Research Participant Recruitment” to your application.

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To obtain IRB approval to use MyChart for recruitment

• This document will contain the information needed by the IRB:
• The description of MyChart for Recruitment,
• And, the study message that the researcher will be using to

contact MyChart users.

• Additional language that must be attached to each message

You should discuss this research opportunity with your health care provider(s). If you would like to know more about this study, please indicate your interest by clicking “Contact Me”. If you no longer wish to receive any MyChart research opportunities, please click on this link below to unsubscribe. http://go.osu.edu/MyChartUnsubscribe

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IRB Approval (continued)

• Include the use of MyChart for Recruitment in your IRB

application as a recruitment strategy.

• Specify the required information detailed in the

document sent to you by the Recruitment and Retention Program

• Include MyChart for Recruitment as part of your HIPPA

Waiver.

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Once IRB approval obtained for use of MyChart

• Make sure that the study is listed as active in IHIS.
• If you know it is not listed or if you are unsure. Contact

research.billing@osumc.edu to have you study set up or to verify.

• Messages cannot be sent without study being listed in

IHIS

• You will need to submit an Honest Broker Data

Request Form.

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Honest Broker Data Request Form

• The completed Honest Broker Data Request Form will

go to HBOC for approval

• Once approved BMI will create reports and can

automate the report with the desired frequency (monthly, weekly etc.).

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Research IHIS Team

• This automated report will be sent directly to

Research IHIS team. Who acts as an Honest Broker.

• Research IHIS team will use reports to send MyChart

Research Recruitment messages to patients on behalf of the research team

• The message will not be sent to those who have
• pted out or who are not active MyChart users

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Connecting with the patient

• Only after a patient agrees to be contacted will a

Researcher be able to communicate with them

• Once Patients agrees to be contacted, Research

team should initiate contact with patient through MyChart using the IRB approved script

• The requestor is eligible to receive the PHI data of all

patients who agrees to be contacted.

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MyChart Views

Example of how this appears in MyChart

Advancing Today’s Discoveries to Improve Health _______________________ ____________________________________________________________________________________ _

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Potential Volu lunteers Email Noti tification

If patients elect to receive email notifications for Research Study Invitations, they will receive this notification in their email if they are found to be potentially eligible:

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MyChart Home Page

How to locate Communication Preferences

• Preferences Notifications

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MyChart Notifications Preferences

1. Users have the option to receive an email notification of a some messages 2. The research invitation notification can be turned off so that users do not receive email notification.

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Potential Eligible Volunteers Home Screen

Whether an eligible patient elects to receive an email notification or not, the next time they sign into MyChart, the home screen will show they have a new research invitation.

View new research studies for which you may be a good candidate.

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Potential Volunteers Views (continued)

Once the patient clicks the “View new research studies…” message on the home screen, then they are taken to this page.

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Potential Volunteers Views (continued)

There will be a brief description of the study with an IRB approved message. Each message will include the following:

“Contact Me”.

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Locating Research Studies

.

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Research Team View

The research coordinator will receive the “Contact Me” response to the Research Invitation as an inbasket message within a new folder called Research Recruitment.

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Research Team View

Once the coordinator opens the recruitment inbasket message, they see below that the patient is interested.

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Research Team View

The research coordinator can respond to the patient from this screen in hyperspace by selecting “Msg to Pt” to send a MyChart message

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Metrics for Four Pilot Studies Using MyChart for Recruitment

Study Patients Messaged Replied Interested Declined or No Response to Contact Reply Not Eligible Enrolled VeraCept – Non- Hormonal IUD Study +37,000 370 125 100 14 Liletta IUD study for Heavy Menstrual Bleeding: 2709 76 62 13 1 Spirituality, Religion, & Cancer Survey Study +750 85 61 N/A 20 Postpartum Family Planning Study 258 7 5 1

Only 2 patients of the 40,000+ sent MyChart Recruitment Invitations have asked to stop receiving future invitations

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MyChart for Recruitment Researcher Chart Review or Ads

Only Honest Broker “sees” Medical Record

• Numbers. Identity of potentially eligible patients is

protected until they choose to be contacted by study team Partial Waiver allows study team to view all charts

• f patients who they think might be eligible.

All patients have the option to stop receiving invites and notifications There is no option to stop charts from being viewed by research team (allowed in Notice of Privacy Practices) My Chart informs only patients who may be eligible. Patients may learn of study and want to participate in a trial for which they are simply not eligible. Patient can respond on their time Often approached in clinic Patient has more autonomy about participating in research Researcher is decides about who to approach about research New mechanism to increases awareness of research opportunities at OSU Only patients who see recruitment ads or who connect with researcher learn about new research

• pportunities

Comparison of MyChart Recruitment to Current Methodology

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